PTAs are required to hold an Annual General Meeting (AGM) and may call an Extraordinary General Meeting (EGM) if necessary. Here's what you need to know about each one.
An AGM must be held once a year and all members of the association should be invited to attend. Your governing document should specify the number of attendees required for the AGM (to form a quorum) and when in the year it should be held. It is best practice to give at least 21 days written notice of an AGM – explain the purpose of the meeting, give the order of business and include a reply slip seeking nominations for election to the committee.
Typically there is a report made by the treasurer on the funds raised and how these have been spent. The chair will highlight successes, thank those who have been involved and indicate what is planned for the next year. It is usual for all members of the committee to stand down at the AGM, although they can seek re-election.
Keep the order of business as succinct as possible – the shortest AGM we have come across lasted just seven minutes! Any supporting information – for example a full breakdown of income and expenditure – can be uploaded to the school
As well as dealing with the dull (but necessary) agenda items swiftly, here are a few ideas to help boost attendance:
As with the AGM, it is best practice to give at least 21 days written notice of an EGM – explain the purpose of the meeting, give the order of business and include a reply slip seeking nominations for election to the committee.
The Charity Commission explains when an Extraordinary General Meeting (EGM) may be necessary:
Members can ask the charity trustees to call an EGM if they feel that the charity trustees are not fulfilling the charity
Examples of items to be dealt with at an EGM include:
For more information on AGMs and EGMs, go to charitycommission.gov.uk.