Sample PTA Meeting Agenda

[School Name] PTA – [Date] – [Time] – [Location/Virtual Link]

Note: This is a sample agenda and can be customized to fit the specific needs and priorities of your PTA.

1. I. Call to Order ( [Time] )

   Presenter: [PTA President Name], PTA President

   Purpose: Officially begin the meeting and establish quorum (if required by bylaws).

   Talking Points:

   • Welcome attendees.
   • Confirm presence of quorum (if applicable – state the number required and acknowledge if present). If a quorum isn’t present, you can proceed with information sharing but may need to postpone voting on certain items until a quorum is established at a subsequent meeting or through electronic voting as allowed by your bylaws.
   • Briefly state the purpose of the meeting. “This meeting is being held to discuss [briefly mention key topics, e.g., upcoming fundraising events, budget updates, and volunteer opportunities].”

2. II. Approval of Minutes from Previous Meeting ( [Time] )

   Presenter: [PTA Secretary Name], PTA Secretary

   Purpose: Review and approve the minutes from the previous meeting to ensure accuracy and maintain a record of decisions.

   Talking Points:

   • Secretary presents the minutes (ideally, minutes have been distributed prior to the meeting, for example, emailed to members or posted on a website/shared drive).
   • Open the floor for corrections or amendments. “Are there any corrections or additions to the minutes as presented?”
   • Call for a motion to approve the minutes. “May I have a motion to approve the minutes?”
   • Second the motion. “Is there a second?”
   • Conduct a vote (typically a voice vote: “All in favor, say aye. All opposed, say nay. The ayes have it. The motion passes.”) Note the outcome in the current meeting’s minutes.

3. III. Treasurer’s Report ( [Time] )

   Presenter: [PTA Treasurer Name], PTA Treasurer

   Purpose: Provide an overview of the PTA’s financial standing, including income, expenses, and current balance.

   Talking Points:

   • Present a summary of the financial report. This should include beginning balance, income (itemize major sources), expenses (itemize major expenditures), and ending balance.
   • Highlight any significant changes in the budget or any unexpected expenses.
   • Address any questions from the members regarding the financial report.
   • If applicable, discuss any pending bills or invoices.
   • Mention the status of any fundraising efforts and their financial impact.
   • Declare the financial report available for review. “The full treasurer’s report is available for review after the meeting. Please contact me if you would like to see it.”

4. IV. Principal’s Report ( [Time] )

   Presenter: [Principal’s Name], School Principal

   Purpose: Provide updates on school events, initiatives, and important information from the school administration.

   Talking Points:

   • Updates on school-wide events, such as assemblies, performances, or field trips.
   • Information about academic programs and initiatives.
   • Updates on any changes in school policies or procedures.
   • Report on student achievement and progress.
   • Address any concerns or questions from parents regarding school matters.
   • Acknowledge and thank the PTA for their support and contributions to the school.
   • Communicate any upcoming needs where PTA support would be beneficial.

5. V. Committee Reports ( [Time] )

   Presenter: Various Committee Chairs

   Purpose: Provide updates on the activities and progress of various PTA committees.

   Talking Points:

   • Fundraising Committee: Update on fundraising activities, goals, and results. Discuss upcoming fundraising events. Request for volunteers for events.
   • Volunteer Coordinator: Report on current volunteer needs, upcoming events requiring volunteers, and appreciation for current volunteers. Provide information on how to sign up to volunteer.
   • Events Committee: Update on planning for upcoming school events, such as school dances, family nights, or holiday celebrations. Request for input and suggestions from parents.
   • [Other Committee Name]: Report on the committee’s activities and progress.

6. VI. Old Business ( [Time] )

   Presenter: [PTA President Name or Relevant Committee Chair]

   Purpose: Discuss any unfinished business from previous meetings.

   Talking Points:

   • Review the status of any outstanding action items from previous meetings.
   • Discuss any follow-up actions needed.
   • [Specifically mention any topics that need to be revisited – e.g., Further discussion on the proposal to fund the new playground equipment.]

7. VII. New Business ( [Time] )

   Presenter: [PTA President Name or Relevant Committee Chair]

   Purpose: Introduce and discuss new topics or proposals.

   Talking Points:

   • [Clearly define each new business item being introduced.]
   • [Provide background information and context for each item.]
   • [Outline the proposed actions or decisions to be made.]
   • Example: “Proposal to allocate funds for a new library program. [Present details of the program, the cost, and the potential benefits to students]. Open for discussion.”
   • Example: “Discussion on increasing parent involvement in school events. [Present ideas and strategies for encouraging more parents to participate]. Open for suggestions and ideas.”
   • Call for motions and votes on any new business items that require a decision. “May I have a motion to approve the proposal for the library program?”

8. VIII. Open Forum/Q&A ( [Time] )

   Presenter: [PTA President Name]

   Purpose: Provide an opportunity for parents to ask questions and share concerns.

   Talking Points:

   • Open the floor for questions and comments from the audience.
   • Address questions and concerns as accurately and completely as possible.
   • If a question cannot be answered immediately, commit to finding the answer and providing it to the questioner.
   • Keep the Q&A session focused and respectful.
   • Set a time limit, if necessary, to ensure the meeting stays on schedule.

9. IX. Announcements ( [Time] )

   Presenter: [PTA President Name]

   Purpose: Share any important announcements or reminders.

   Talking Points:

   • Reminders about upcoming events.
   • Deadlines for registrations or sign-ups.
   • Other important information for parents.
   • Thank you to volunteers and participants.

10. X. Adjournment ( [Time] )

    Presenter: [PTA President Name]

    Purpose: Officially end the meeting.

    Talking Points:

    • Thank attendees for their participation.
    • Call for a motion to adjourn the meeting. “May I have a motion to adjourn?”
    • Second the motion. “Is there a second?”
    • Conduct a vote (typically a voice vote).
    • Announce the adjournment of the meeting. “The meeting is adjourned.”