Scottish Parent Teacher Council

GOOD PRACTICE FOR ANNUAL GENERAL MEETINGS

Updated: June 2007

There is an almost universal complaint that hardly anyone ever turns up at Annual General Meetings, even when they are combined with social events. However, the AGM is the formal occasion when the PTA Committee/Parent Council reports back to its Members/the Parent Forum on what it has done in the past year, so it is very important for the Committee/Parent Council to make itself accountable in this way. It also provides a good annual record of everything that has been done in the past year and, depending on your constitution, could be the occasion when new Committee/ Council Members are elected/appointed; this may be why not too many people turn up - they don’t want to take on the commitment!

Inevitably the meeting is somewhat formal, starting with the fact that Members/the Parent Forum should be given proper advance notice (at least seven school days) and invited to submit any items of business for inclusion on the agenda. It is up to the Chairperson and Secretary to decide whether such items are appropriate. The AGM is essentially about the PTA Committee/Parent Council and how it is run, so only items relating to that would normally be included. For example, detailed planning for a fundraising event would not be a proper item of business for the AGM but changes to the constitution would be. PTA Members/the Parent Forum should be informed in advance of what changes are proposed. Indeed, if a major issue/problem with the constitution arises during the year, the Chairperson can call an Extraordinary General Meeting - an EGM - at any time to discuss it. The EGM should be run as an AGM.

The Agenda

It helps to have a clear idea of what items of business will be covered, and an agenda would look something like the following.

Apologies for absence
This should record anyone who has sent their apologies - e.g. a Committee/Parent Council member. It should not record all the parents who have not turned up.
Minutes of the previous AGM
The minutes of the last AGM should be circulated and approved. In general, very few people will be able to remember whether the minutes are an accurate record of a meeting that was a year ago, so it is sensible to keep minutes brief, covering only the main items of business and any decisions.
Matters arising (unless covered by other items). This is the point to report that, for example, the Secretary had to resign and someone else took his/her place.
Chairperson’s Report
This is a reasonably chatty report on the activities and events of the past year and should include reports from all/any subcommittees. With PTAs these will mostly be activity groups, e.g. the football club, but with the Parent Council it may include the fundraising subcommittee, often known as the PTA!
There is no need to go into a lot of detail when making a report. For example it is fine to say “We decided to hold a Christmas Fair in December. It was well attended and we raised Łxx.”
The Chairperson should briefly say how much money has been raised through any fundraising activities (even if these were organised by a subcommittee) and what the money was spent on. If items have been bought for the school, it’s a good idea, if possible, to have these available for parents to see at the AGM.
The Chairperson’s report should also briefly cover any policy discussion e.g. on a school bullying policy, on any campaigns e.g. getting a safe road crossing or on the appointment of any senior staff.
The Chairperson should also make appropriate thanks e.g. to the school janitor for his/her help, to retiring committee members etc.
The Chairperson's report is essentially the annual report. This should be a written report and members should be invited to approve it as an accurate record of the year's activities.
Treasurer’s Report
The Treasurer’s report is quite formal and is really the presentation of the audited accounts. The Treasurer should explain the income and expenditure (including the income and expenditure of any subcommittees) and any balance remaining.
At the end of his/her presentation, the Treasurer should ask for the accounts to be formally accepted and approved.
Appointment of Auditor
This is a fairly brief item when the person who has agreed to audit the accounts for the coming year is agreed by those present. The auditor does not have to be a qualified accountant but rather just someone who is competent with figures and who is not on, or related to anyone on, the Committee.
Appointment of committee members
Depending on your constitution, new members of the PTA/Parent Council could be appointed at this point, or, if there are more nominees than places available, elected. This is also an opportunity to call for volunteers if more support is needed.
Other items
If you want to amend the constitution or agree how a portion of any money raised should be spent, such proposals should be detailed as separate items.
Any Other Business
This is an opportunity for anyone present to raise a matter which has been forgotten. However, questions of substance should not be brought up at this stage. The Secretary should have been notified of such matters and already included them in the agenda.
Close of business

Votes

If any votes are needed at the AGM then, as long as all members were given proper information about the AGM, they should be decided by the simple majority of those present.

Minutes

As with any ordinary committee meeting, minutes should be taken of the AGM. The minutes should correspond to the items on the agenda and should record the main decisions. For example, they should include the names of those who sent apologies, record that the minutes of the previous meetings were approved, record that the Chairperson gave his/her report and that this was approved and so on. If there was an extended discussion on any item, the minutes should simply record that there was a discussion, the main points raised and the final decision.

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