Preparing for Meetings

Prepare for Meetings

1. Notice for all meetings should be given to all PTA members 
   • Bylaws Article IX Section 1 says the executive committee selects the dates for meetings and at the first general membership meeting of the year notifies the membership of the rest of the year's meetings
     • The secretary could put together a calendar
2. The secretary, at the request of the president, prepares the agenda.
   • If the president prepares the agenda, the secretary can offer to make the copies.
   • See agenda sub-page for to see what is on an agenda and sample agendas. 
3. The secretary notifies board members in advance of the meeting to allow them to add items to the agenda.
4. The secretary notifies all PTA members to invite them to the meeting.
   • Bylaws Article IX Section 1 tell you when additional notification is given 
   • a copy of the agenda should be attached
   • a copy of draft minutes should be attached
   • any handouts or materials needed for meeting
5. The secretary should have these items on hand at all meetings and therefore have them prepared to take with them.  
   • Minutes of the previous meeting and pertinent attached report
   • List of unfinished business to be discussed
   • Agenda
   • Current bylaws and standing rules
   • Current membership list
   • List of committee chairs
   • Materials for note/minute taking

Being prepared for meetings will help you help the association. Other duties could be asked of you.