Meeting Processes

Please visit this page regularly. P&C Association meeting processes may change as new advice and restrictions around COVID-19 are released.
P&C Association meetings during COVID-19 – Update

This page must be read in conjunction with current NSW Department of Education advice and with current pandemic restrictions from the NSW Government.

The NSW Department of Education advice can be read here and current pandemic restrictions can be read here.

Check with your school for any sign-in requirements.

Planning a meeting

If your P&C Association is meeting on school grounds, we suggest sending a notification to all financial members requesting an RSVP to attend. This is to evaluate the number of members wishing to attend and to ensure the meeting does not exceed the allowed number.

If more than the allowed number wish to attend, we suggest one of the following options:

Option One: Virtual Meeting (via Zoom or other online platforms)
Section 10 of the Prescribed Constitution lays out the rules and processes of meeting virtually, and P&C Federation has additional information on how manage this type of meeting. This option applies only to incorporated P&C Associations.

Option Two: Face to face meeting outside the school/offsite
Subject to following NSW Government guidelines P&C Associations can meet in venues that are not on school grounds. This is the only option for P&C Associations governed by the Standard Constitution.

Note: Before organising your meeting, please review the NSW Government’s COVID-19 ‘What you can and can’t do under the rules’ page.

Option Three: Hybrid meeting
A hybrid meeting is a combination of face to face and online where some attendees can attend the meeting face to face and others join virtually. This only applies to Incorporated P&C Associations.

Note: Before organising your meeting, please review the NSW Government’s COVID-19 ‘What you can and cannot do under the rules’ page.

If none of the three options are possible, we suggest not holding the meeting, as it would be unconstitutional to exclude any financial members.

Useful Tips

P&C Federation has a list of comprehensive information on our website to support you in coordinating your meetings.

If your P&C Association is unincorporated and is interested in becoming incorporated or requires further information, please do not hesitate to contact the team by email at or phone: at 1300 885 982.

For more information, please visit the Department of Education’s Advice for familes


As of Friday 22 May 2020, amendments to the (Model) Prescribed Constitution were published by the Minister in the Education Gazette as 1 of 2020. The prescribed constitution is in reference to:

Section 117 of the Education Act 1990 requires that the model constitution for Parents and Citizens’ associations incorporated under the Federation of Parents and Citizens’ Associations of New South Wales Incorporation Act 1976

The changes to the prescribed constitution refers only to P&C Associations Incorporated under this act. Note: P&C Associations that are not incorporated remain under the unchanged Standard Constitution. For more information about becoming an incorporated P&C Association. Click Here

Click here to view the Standard and newly amended (Model) Prescribed Constitutions.


Operational P&C Meetings

There is also number of operational meetings that occur outside of the general meetings of the P&C Association. Office Bearers, Executive Committee and subcommittee meetings are about the operations of the P&C Association. These should all adhere to the general practice of the P&C Association for the conduct of meetings.

Running a Meeting

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