How should a P&C Association meeting run?
It is important that P&C Association meetings be conducted in an orderly manner. This can be gained by following a set of meeting rules consistently. P&C Federation encourages all P&C Associations to follow a consistent order of business that is decided upon by the P&C Association members. Here is a guide to how your P&C Association may choose to set their meeting agenda.
Meeting open – Firstly the chair needs to establish that quorum has been met. This is where the chair calls the meeting to order or opens the meeting, welcomes current members and introduces new members. Any Guest speakers or visitors to the meeting are acknowledged and introduced. Observers can be noted, and the meeting asked if they are happy for the observers to be present and they can then be introduced and informed of how they can participate. The meeting may have an acknowledgement of country.
Attendance and Apologies – those in attendance are noted and apologies are notified by the Secretary and recorded in the minutes. Please note: the only apologies that should be noted are those supplied by the person, who is making the apology, to the secretary by phone, email etc.
Sample: Motion to accept the apologies moved by: xxx seconded by: xxx Vote outcome: carried/lost
Minutes – this is where the members are invited to confirm the minutes from the previous meeting are an accurate record.
Sample: Motion to receive the minutes moved by: xxx seconded by: xxx Vote Outcome: carried /lost
This is where any amendments should be proposed by motion that is moved seconded and voted upon. Motion: xxx moved by: xxx seconded by: xxx vote outcome carried/lost
Once the minutes are confirmed as a true and correct record, then the President and Secretary will sign a copy of the minutes to be placed in the minute book.
Business Arising – this is where members complete unfinished business from the previous meeting and any motions on notice from the previous meeting are to be first items in general business.
Record any motions along with who moved, who seconded and the outcome of the vote carried/lost.
Correspondence – this is where the secretary tables the correspondence report, reads any letters of interest and the members discuss correspondence, in and out.
Sample: Motion to receive the correspondence in and confirm the correspondence out. Moved by: xxx seconded by: xxx Vote outcome: carried/lost
Treasurer – this is where the Treasurer gives an overview of the finances, presents a profit and loss and the reconciled bank statements for the month to the members.
Sample: Motion to accept the Treasurer’s report moved by xxx seconded by: xxx Vote outcome: carried/lost
Canteen Subcommittee – report on what is happening in the canteen – can be given from the convenor
Any recommendations noted and to be included for motion and vote in general business.
Representation – including school council and any other committees e.g. finance committee.
Fundraising committees – how fundraising has gone and what is planned for the future.
Any recommendation to be noted and to be included for motion and vote in general business. This would include motions to have an event, date and any expenditure around the event.
Principals report– this is where the Principal reports on what is happening in the school and sometimes within the Department of Education, especially if it will affect the school. e.g. LMBR
The Chair can ask if there are any questions of the Principal’s report.
Sample: Motion to receive the principals report moved by xxx seconded by: xxx Vote outcome: carried/lost
Any other reports.
General business – this is where the agenda items on notice are dealt with. These motions should be on notice to all members as per the by-laws of the P&C Association.
Discuss suggestions, ideas referred to and from Committees, ensure the recommendations of the subcommittees are brought forward as a motion
Sample: Moved by xxx Seconded by: xxx Vote outcome: carried/lost
Provide talks and presentations on particular subjects of interest.
Deal with any new business items – these maybe dealt with as the members see fit. They can deal with them at this meeting or ask that they be taken as a motion on notice for the next meeting.
Note: Best Practice maybe to have a By-law which states any motions raise will be placed on notice for the next meeting to enable further investigation or research etc.
Membership Fee: This must be paid before the close of the meeting in order for the member register to be updated. Those who pay membership following the close of the meeting will have to wait until the close of the next general or annual general meeting for the register to be updated before they become a financial member. Membership cannot be taken or the member register updated at a special meeting.
Guest speakers may have their time allocated to any part of the meeting as decided by the members.
Confirm the date and time of the next meeting
Close meeting indicating the time.
Member register to be updated. Kept by secretary