We hold regular PTA meetings to allow members to set goals, choose programs, and decide how to make their voice heard. The president who learns how to manage meetings well improves the PTA's ability to achieve its mission. |
The president chairs all meetings of the executive committee, board of directors and general membership. The key to conducting productive meetings is to be well prepared. Before the meeting, the president should prepare an agenda; contact everyone who has a report to give, such as committee chairs, officers, student s, or staff; and make sure that materials and arrangements are complete for each item on the agenda. At every meeting, the secretary takes minutes and presents the minutes from the previous meeting. Similarly, a Treasurer’s Report should be given and available for members’ review. Chairing a meeting requires skill in relating to people with various backgrounds and different points of view. To work more effectively with others, you should: • Encourage all members to enter into the discussion. Listen respectfully and ask clarifying questions. • Point out areas of agreement between speakers. Help the group to see issues in terms of what is best for children and will help accomplish the goals of PTA. • Encourage positive action. Urge members to learn the facts and decide what can be done. • Recognize that no one can please everyone all of the time. • Keep a sense of humor and friendly attitude. PTA meetings are conducted according to parliamentary procedure, which are simply a set of rules for conducting organized meetings. Following parliamentary procedures lets the PTA accomplish its goals fairly while protecting all members' rights. It calls for you to 1) consider one thing at a time, 2) follow the rule of the majority, 3) ensure justice and courtesy for all and partiality for none and 4) reserve the right of the minority to be heard. The president should appoint a parliamentarian and keep a copy of Robert's Rules of Order Newly Revised (current edition) handy at all meetings. Asking for help is not only allowed, it is expected and encouraged. With practice, parliamentary procedure helps PTA members make tough decisions together and remain friends in the process. The president tailors the agenda to achieve the goals of each meeting. Once the agenda is set and the meeting has begun, the chair can help the meeting run smoothly by following the agenda, making sure a motion is on the floor before discussion begins, finishing one item of business before moving on to the next, and watching the clock. Always start and end on time. |
| PARLIAMENTARY PROCEDURE |
| HOW TO CONDUCT MEETINGS |
| MEETING RULES |
| AGENDA |
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| Serving Tennessee's Children...Advocating for everychild.onevoice |