Agendas

An agenda is a list of items to be discussed at a formal meeting.

The president works with the secretary to compile this list to be presented at the meeting and the order in which they should appear.
The secretary then compiles the agenda and distributes it to the PTA/PTSA members in advance of the meeting, at least one week is preferable. This gives those who are attending a heads-up and a chance to prepare before the meeting begins.
- Bylaws Article IX Section 1 specifies what that time frame is for notification
It is helpful to make copies of the agenda to have for distribution at the meeting. Prepare extra for those who may attend but are not on your board.

It is recommended that the PTA agenda include (as appropriate) the following items:

Call to Order/Welcome (Indicate the time meeting started in the minutes)
- The president stands, raps the gavel once, and calls the meeting to order: “The meeting will please come to order.”
- The agenda should be approved at the beginning of the meeting. Amendments or additions can be made and then approved as an amended agenda.
- Reverence, inspirational thought, or poem.
- The Pledge of Allegiance - Recite the Pledge of Allegiance and/or conduct a flag ceremony (optional).
Reading and approval of the minutes.
- The minutes should be distributed to those attending the meeting.
- The president or secretary will say, “Are there any corrections?”
- If there are changes or additions to the minutes, a motion to approve with corrections and a subsequent vote are needed. (“Seeing none, the minutes will be approved as written,” or “All those in favor of approving the minutes as amended say aye.” “Any opposed?” “The minutes stand approved as corrected.”)
Report of the Treasurer
- No motion is needed for adoption unless it is the report of the complete audit.
  - The president says, “We will have the treasurer’s report.”
  - The treasurer gives her report. “Are there any questions?”
  - “The report will be filed for audit.”
Letters of Communication are read by the secretary and are acted on as they are read if action is required.
- “Are there any communications?”
Reports of commissioners and committees
- Before the meeting, the president consults with the commissioners or committee chairs to find if they need to report or if their committee needs to report at the meeting.
- The president calls for the commissioner or committee chair or their committee to report.
- If the committee has a chair, the chair will make the report.
- The person making the report moves for its adoption. (No second is needed since the motion was made on behalf of the committee.)
- The chair calls for discussion and/or follows steps of a motion. The president says, “We will hear the report of the _________ committee given by ____________chair (or other title).” “Are there any questions regarding the report? If not, the report will be filed.”
Reports of special committees
- This can be a progress report or a final report. Upon completion of its specified duties, the committee ceases to exist.
- The report is handled in the same manner as those of the prior commissioners and committees above.
- These would include nomination committee or an audit committee report.
Additional Reports
- These could be reports from staff, students in a PTSA, principal, senior citizen, or other special volunteers.
Unfinished Business
- Minutes of the previous meeting will indicate any unfinished business. Note that unfinished business is not called “old” business.
New Business
- The chair or members may bring new business before the association. A motion is necessary before discussion and vote.
Announcements
- The date of the next meeting and important activities should be announced.
Adjournment (Indicate the time meeting adjourned in the minutes)
- No motion is necessary to adjourn. Rap the gavel once. “Is there any further business to come before the meeting?” “The meeting is adjourned.”