The association is the voting body for all action taken, including: adopting bylaws; adopting the program, fundraisers and budget for the year; electing the nominating committee; electing officers; and approving all moneys spent by the organization. Two types of notice are required – 30 days for the annual election meeting or for bylaws adoption; 10 days for other association meetings. Minutes are accessible to all members of the association. Since motions for these items are referred by committee or the executive board committee, these motions do not require a second when presented at the association meeting. PTAs should hold only enough association meetings to keep members informed and to transact the business of the organization. Keep the business portion of an association meeting as brief as possible. Guests may attend association meetings via a courtesy seat provided by the president, however a guest who is not a member of the association may not make motions nor participate in discussion, nominations, votes or elections. Programs may be offered along with a business meeting. For the presentation or program, the chair adjourns the meeting or simply introduces the speaker. The chair never turns the meeting over to the speaker.
Take a look at this sample agenda and phrases to use at your association meeting.
The PTA executive board consists of the elected and appointed officers, the principal, teacher representative, frequently a student representative, and appointed committee chairs and any specialists. The executive board, chaired by the president, meets monthly to handle the transaction of necessary and detailed business between meetings of the association. A 10 day notice of the meeting is required. The executive board is responsible for accepting and studying recommendations to be presented to the membership for approval. The bylaws provide details about the executive board’s responsibilities. Minutes are accessible only to members of the board. The association may order inspection of board minutes by a two-thirds vote or the board may grant permission. Inspection authorizations for financial reimbursement are not in order by members, as these contain personal signatures and possibly credit card information. The financial reviewer checks these records for errors. Association members may review the financial reports including ledgers and the financial review report.
Guests may be invited to an executive board meeting and granted a courtesy seat by the president. A guest may bring specific information, however guests do not participate in discussion or vote and should leave the meeting after their information is relayed. An association member who shows interest in becoming a chair on the board may also be invited as a guest. Any matter including discussion of individuals or their performance is confidential to the executive board, and guests must be excused.
The major work of any organization is done through committees. The informality of a smaller group provides the opportunity to consult outside experts and encourages more ideas to be generated. Members are more interested in the task at hand and it gives them an opportunity to do work for which they are especially suited. A committee may be a standing committee with regular, ongoing responsibilities during the PTA year or it may be a special committee organized for a short-term activity only. The quorum for a committee meeting is a majority of its members. Minutes should be taken, as they will form the basis of the committee report. Committees report back to the body that created them. Recommendations contained in the committee report are moved by the reporting committee member. No second is required. Copies of the written report are given to the secretary and president, and a copy is retained for the procedure book.