Agendas Overview

The secretary must attend and keep minutes at all membership meetings, all board of directors meetings, and all executive committee meetings. The secretary should also participate in council meetings (if the local PTA is a member of a council) and the programs, activities, and events of the local PTA.

The secretary, together with the president, should plan the meeting agenda. This includes reminding the president of any unfinished business to be considered. Once the agenda is set, the secretary should issue the “call” or notice of the meeting. In developing the meeting agenda, the following items need to be considered.

• Do not have a meeting just to have a meeting. If one is scheduled, but no business must be done, cancel it. In that case, the secretary would issue cancellation notices. Likewise, if something critical arises and needs to be addressed by the membership, call a meeting. (Be aware of the required notice for calling special meetings.)

• Identify why the meeting is being held. Possible reasons include: meet legal requirements, budget approval, elect officers, decide on a fundraiser, decide on levy support, or provide information to members on a community issue.
• The agenda should be:
• Relevant: The agenda should be coordinated with the purpose of the meeting, and the meeting items should be related to one another.
• Organized: The agenda should be prepared in advance thoughtfully and organized by members’ interest and importance.
• Flexible: If time limits are set for individual agenda items, additional time should be allowed if the discussion is helpful.
• Published: The agenda should be distributed in advance if possible, and additional copies should be available at the meeting or sent through e-mail or MemberHub. A draft should be written on them until they are approved.

• Put action items (items that require a decision by the members) at the beginning of the meeting when interest and participation are high. Action items are usually necessary, and the meeting should be organized with the important things first.
• Do not read anything aloud that members have had an opportunity to read ahead of time, including minutes. Minutes should be distributed in advance.
• Start at the appointed time. If someone is late, do not start late.
• The meeting notice should contain the planned adjournment time. Action items should be finished by the planned adjournment time. Discussion can continue after the planned adjournment time only if the members agree.