PTA Meetings

Meetings

To create successful activities and manage the business needs of a PTA is a collaborative effort. And, much of the work involved takes place at unit meetings.

Types of Meetings:

1. General Membership Meetings (see Bylaws Article IX for months for meetings)
   • At least three general membership meetings must be held each year and a quorum must be present.
   • All PTA members must be invited to attend.
   • The budget is adopted at the first general membership meeting of the year. 
   • The Nominating Committee is elected at a general membership meeting before December 31.
   • The Nominating Committee reports the slate of nominees and the election of officers is held at a general membership meeting in the spring.
   • The last general membership meeting of the year is considered the annual meeting and also may have reports of officers, commissions, and committees, if desired.
   • Minutes are taken and a financial report is given at each meeting. Some PTAs have a program such as a speaker or an activity after the business is completed or combine the general membership meeting with a scheduled school event such as Back to School Night or a concert.
2. Board of Directors Meetings:
   • Consists of the executive committee and the commissioners.
   • Regular (usually monthly) board meetings are held throughout the year.
   • The president invites officers, commissioners, committees, and event and program chairs to report at each meeting.
   • The president should look ahead at the calendar and invite event chairs to discuss their plans before their event or program and report to the board after. Members of this PTA are able to attend any board meeting if they desire.
   • A financial report should be given and minutes should be taken.
3. Executive Board Meetings:
   • members are the elected officers and are defined in the Bylaws in Article VI, Section 4a.  
   • meets during times when the board is not meeting such as summer and between board meetings.
   • responsible for (Article VIII):
     • planning the dates of the general membership meetings
     • determining the order of the vice presidents at the first executive committee meeting
     • participating in budgeting with the treasurer
     • filling vacancies in offices besides president-elect
     • declaring an office or position vacant if someone misses three consecutive meetings without excuse
     • providing one executive committee member for the nominating committee
     • receiving the initial report of the nominating committee
     • appointing an auditor or AFR Committee
     • receiving the report of the Annual Financial Report
   • Minutes are taken, a financial report is given, and business is conducted as needed
4. Committee or Commission Meetings
   • meetings where events and programs are planned 
   • Any PTA Member can be on a committee or commission and help with planning and carrying out of an event or program
   • All plans made by the committee should be presented to the Board of Directors for approval before implementation 
   • President can sit on any committee but nominating, elections and AFR committees
   • Minutes should be taken

In this section, you will find tips, tools and strategies designed to empower both new and experienced PTA leaders to engage in and manage PTA meetings more effectively.