PTA meetings include meetings of the board, executive committee, other committees or general membership. Check your PTA's Standing Rules to determine how many of each type of meeting is required each year.
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Get started with the basics of understanding your PTA meetings
WHO can attend meetings?
WHO can attend meetings?
Anyone invested in the school's success can attend PTA meetings, including parents, guardians, teachers, school staff, principals, and even community members, grandparents, or local leaders, though voting rights belong to dues-paying members (parents/staff). These meetings serve as a platform for discussion, planning, and collaboration, so everyone from involved parents to curious neighbors is welcome to listen, ask questions, and share input, even without formally joining.
WHAT should happen at our meetings?
WHAT should happen at our meetings?
Your PTA should see to the business of the association and follow your Standing Rules for the content of your meeting agendas. It's not only important that meetings carry out the business of the association, but they should also foster community, opportunity for growth, maintain focus on the mission, and be educational when possible. Listed below is a sample agena.
Sample Agenda Items
Welcome & Introductions: President opens, introduces guests/new members.
Minutes Approval: Review and approve notes from the last meeting.
Officer Reports: Updates from President, Treasurer (budget/fundraising), Secretary.
School/Teacher Report: Principal/staff share updates, needs, and successes.
Committee Reports: Updates on ongoing projects (events, programs).
Old/New Business: Discuss, debate, and vote on action items.
Announcements & Next Steps: Reminders for upcoming events, action items for members.
Adjournment & Social Time: End on time, allow for informal mingling.
WHERE should we be hosting meetings?
WHERE should we be hosting meetings?
Meetings should be held in a public space. Choose a location that feels neutral and accessible to everyone. Typically the school library is a welcomed place to gather. Avoid private locations such as a residence, or a favorite resturant.
WHEN should our meetings take place?
WHEN should our meetings take place?
PTAs are required to meet at least once a year. Specifically your meeting times are determined in your Standing Rules, and your PTA should follow those when planning your annual calendar.
WHY are meetings nessecary?
WHY are meetings nessecary?
Nonprofit board meetings are required to conduct business, make decisions, and maintain legal compliance, with specific frequency defined by state law and bylaws, while the IRS also requires the documentation of activity of the association (minutes).
Generally, meeting to conduct business and get work done is just a best practice for your association.
HOW long should a meeting be?
HOW long should a meeting be?
Meetings can take place for the duration of time set by the board to finish the necessary business on the agenda. It's reccomended that regular meetings consider the time allocation of members so they can participate without being burdened with unnessecary extra topics that could be completed over email, or by committies outside of the meeting. We reccomend that PTA meetings aim to be no more than an hour long, and 90 minutes at the most.
Essential Nonprofit Meeting 'Must-Haves'
Essential Nonprofit Meeting 'Must-Haves'
Building an Agenda
Building an Agenda
Who is responsible for creating your agenda?
The President creates the agenda, typically working in close collaboration with the secretary and other executive board members.
Public Notice
Public Notice
Attendance and Minutes
Attendance and Minutes
Meeting Minutes serve as legal proof of compliance, maintain organizational accountability, and preserve institutional history. They are needed for the IRS compliance, for audits & investigations, and fiducary proof of managment. Meeting Minutes MUST be retained for the life of the organization.
What's Required: Meeting minutes must include basic details like the date, time, and location, a list of attendees and absentees, the approved agenda, a record of decisions and specific motions made, assigned action items with owners and deadlines, and the time of adjournment.
Meeting Minutes and other critical documents are required to be kept for the life of your PTA. These retain critical information about the operations of the nonprofit.
Bylaws, including amendments - Permanent
Meeting Minutes - Permanent
Download the full guide on file retention HERE> Retention Guidelines
Sample Minutes:
Robert's Rules of Order
Robert's Rules of Order
Making a Motion
Making a Motion
Running Your Elections
Running Your Elections
Voting
Voting
Hosting Productive Meetings
Hosting Productive Meetings
Keeping Meetings Welcoming
Keeping Meetings Welcoming
Keeping your meetings welcoming is the key to continued participation, and growth. Take a moment to review these ideas, and consider implementing them if you haven't already.
Before the Meeting
Promote Inclusivity & Communication: Ensure all communication materials (flyers, social media posts) are available in multiple languages if there is a non-English-speaking community. Clearly state if translation services will be available at the meeting, or perhaps in a recap email after the meeting.
Personalize Invitations: Instead of generic notices, consider personal phone calls or emails, especially for new parents, to personally invite them and show they are a valued part of the school community.
Plan the Physical Space: Choose a location that feels neutral and accessible to everyone. Typically the school library is a welcomed place to gather. Avoid private locations such as a residence, or resturant. Arrange seating so parents are at a round table or side-by-side with leaders, rather than across a large desk, which can create a physical and psychological barrier.
Offer Incentives: Provide light refreshments, coffee, or snacks to create a more relaxed and hospitable atmosphere. Consider organizing student volunteers to provide free on-site childcare to remove a major barrier to attendance.
Share the Agenda: Distribute a clear, organized agenda in advance so attendees know what to expect and can prepare their input or questions.
During the Meeting
Warm Welcome & Greeters: Have a dedicated "welcome committee" or an officer greet newcomers at the door. Use name tags for everyone (officers included) to help attendees know who's who and encourage interaction.
Avoid Jargon: Always explain acronyms, school-specific terms, and ongoing business items, even if they've been discussed before. Never assume everyone knows the context.
Encourage Participation: Explicitly invite questions and input from all parents. Foster an environment of mutual respect and open dialogue. Use a warm, positive tone throughout the meeting.
Start and End on a Positive Note: Begin by sharing a positive anecdote or a recent success, and thank everyone for their time and contributions at the close of the meeting.
Acknowledge Contributions: Recognize individual and collective achievements and contributions to make people feel valued. Highlight how their involvement directly impacts the school and students.
After the Meeting
Follow Up: Send a follow-up message thanking attendees, and follow up on any discussions and next steps.
Seek Feedback: Ask attendees for their opinion on the meeting and how future sessions could be improved.
Provide Clear Next Steps for Involvement: Make it easy for people to volunteer by outlining specific, varied opportunities with different commitment levels.
Providing Purpose & Opportunity
Providing Purpose & Opportunity
When your PTA meetings have a clear purpose, they'll be productive and engaging. A purposeful meeting energizes attendees, aligns everyone with goals (like voting, reviewing financials, or planning), and keeps the organization on track. You can prevent wasted time and boost morale by focusing on decisions, problem-solving, relationship-building, and advancing the mission, rather than just going through the motions.
Before the Meeting: Preparation is Key
Define the Primary Goal: Know the specific outcome needed (a vote, alignment, decision) and make the agenda purpose-driven, not just time-driven.
Create a Focused Agenda: Prioritize strategic topics, allocate time for each item, and assign presenters.
Send Materials in Advance: Distribute the agenda and prep documents at least 5 days early to allow for preparation.
Set Expectations: Clearly state the meeting's aims and roles for participants.
During the Meeting: Facilitate Engagement
Start with the "Why": Begin with a mission moment (client story, impact highlight) to connect with purpose.
Assign Roles: Ensure everyone knows their responsibility (facilitator, note-taker, presenter).
Stick to the Agenda: Use a timer and moderator to stay on track and tactfully redirect tangents.
Encourage Participation: Ask open-ended questions like "What's the real challenge here?" to spur discussion.
Designate some meeting time for generative thinking for new ideas, to explore options, and do some brainstorming before making any decisions.
Use Consent Agendas: Group non-controversial items for quick approval to save time.
After the Meeting: Follow-Through
Document & Distribute Minutes: Send detailed minutes promptly.
Clarify Action Items: End with a summary of next steps, owners, and deadlines.
Gather Feedback: Use quick surveys (e.g., "Was this meeting helpful?") to continuously improve future meetings.
Tools & Tactics
Time Limit: Aim for 90 minutes or less for board meetings.
Technology: Use tools like Zoom, or Google Drive for seamless participation and action tracking.
Executive Sessions: Schedule placeholders for private board discussions as needed.
Staying Focused on The Agenda
Staying Focused on The Agenda
To stay focused on an agenda, employ a mix of preparation, active participation, and environmental control. These techniques apply whether you are leading the meeting or attending as a participant. Presidents act as the meeting host and can deploy tools from the Robert's Rules of Order to better control an out of order meeting, if need be. However, setting the correct tone for the meeting, and implementing some of these tips will help ensure you have success no matter the crowd size.
Before the Meeting
Prepare Ahead: Review the agenda and any supporting materials in advance. This helps you identify key discussion points and formulate questions, allowing you to enter the meeting with a clear purpose.
Set Personal Goals: Define what you personally want to achieve, such as contributing an insight, asking a specific question, or capturing key takeaways. Having a goal keeps you mentally invested.
Prioritize Wellness: Ensure you are well-rested and properly nourished before the meeting, as basic physical needs significantly impact concentration.
Minimize Distractions: Turn off notifications on all devices, silence your phone, and place it out of arm's reach. Close unnecessary tabs on your computer and go full screen with meeting software if virtual.
During the Meeting
Stick to the Agenda: A well-defined agenda acts as a roadmap. If discussions start to stray, politely (or as the facilitator) guide the conversation back to the current agenda topic.
Practice Active Listening: Engage fully with the speaker by making eye contact (in person) or looking at the camera (virtually), nodding to show comprehension, and focusing entirely on what is being said.
Take Notes: Writing notes by hand can improve attention span and information retention by engaging different parts of your brain. It helps keep your mind from wandering.
Actively Participate: Ask relevant questions, contribute insights when appropriate, and use features like the chat function in virtual meetings. Participation is a strong way to maintain engagement.
Use Time Management Techniques:
Timeboxing: Allocate specific time limits for each agenda item and adhere to them strictly. This creates a sense of urgency and prevents single topics from consuming too much time.
Take Breaks: For longer sessions, brief breaks to stand up, stretch, or grab water can help reset focus and avoid mental fatigue.
Utilize a "Parking Lot": Designate a space (e.g., a whiteboard, a digital document) for off-topic ideas or discussions that arise. This acknowledges the ideas without derailing the current conversation.
After the Meeting
Review Notes: Briefly review your notes immediately after the meeting to consolidate the information and ensure you have captured all action items and next steps.
Follow Up: Ensure action items are assigned with clear responsibilities and deadlines. This reinforces the meeting's purpose and the value of staying focused on the agenda.
Regaining Control Over a Runaway Discussion
Table the Topic: To table a discussion is to lay aside the business at hand in so that it will be considered later in the meeting or at another time ("I make a motion to table this discussion until the next meeting.") A second (but no discussion) is needed and a majority vote required to table the item being discussed.
Call a point of order: It’s best for the President to speak in general terms, and in the third person, and not to single anyone out. If a pattern of bad behavior emerges there are other steps that can be taken, but a general stating of the rules to all members is the best place to start.
Interrup and give a reminder: Let’s say a member uses insulting language towards another member. The President should interrupt, and could say something like this:
"Members will kindly refrain from personal remarks."
"Insults are not allowed under our rules of decorum. Members will kindly refrain from making such remarks."
"Please keep all remarks relevant to the topic being discussed."
This goes for members as well. In order to de-personalize the situation, instead of indicating the person who actually broke the rules, a member might say:
Member: Point of Order!
President: State your point.
Member: The last speaker said something I consider an insult. Insulting and personal remarks are not allowed.
President: The point is well taken. Members will kindly restrict their remarks to the topic at hand.
Offering Opportunities for Childcare at Meetings
Offering Opportunities for Childcare at Meetings
Parents often don’t come to meetings because they do not have anyone to watch their children or don’t want their kids to be a distraction. You can help by organizing a group of student volunteers to provide babysitting services during the meeting. High school students often need volunteer hours; parents will appreciate the convenience.
Note: Babysitting puts your group at a greater risk of liability. Even though offering this service during your meetings is potentially covered under your insurance policy, it is a high-risk event. We recommend that you take extra precautions when hosting. Speak with your insurance representative to verify if your insurance covers you or if you need to add a specific policy.
Hosting Meals or Snacks
Hosting Meals or Snacks
Keep it Simple: Choose items that don't require much effort during the meeting (no crunchy items that distract).
Consider Allergies: Always offer gluten-free, vegetarian, and nut-free options where possible.
Theme It: Make it fun with themes like "Nacho Average Meeting" or "Italian Night".
Delegate: Use sign-up sheets (like SignUpGenius) for potluck-style contributions to spread the load.
Focus on Engagement: Food should support, not distract from, the meeting; keep it easy to eat while chatting or listening.
Guidance Materials
Guidance Materials
Virtual Meeting Guidance
YouTube Meeting Sample
Election Guidance
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