1. Running an Effective Meeting
2015 Louisiana PTA Convention
4/16/2015
Running an Effective Meeting
Amy Failla
Caddo District PTA President
Charlotte Echols
Louisiana PTA Bylaws Chair

2. Introduction Keeping your meetings on track
Meeting skit
What makes a meeting effective?
What are the roles and responsibilities of the officers and board of directors?
What is the order of a business meeting?
Parliamentary Procedure Guidelines
Questions & Networking

3. What makes a meeting effective?
Being prepared-come to the meeting ready to address the purpose and agenda items
Facilitation-the chair keeps the meeting on time and on track
Inspiration-incorporate activities that engage members and generate discussion
Results-the meeting achieves one or more outcomes
See Resource Guide, President’s Guide Section, pp. 2-13

4. Meeting Tips Facilitation
The president controls whether a meeting gets side-tracked, is dominated by one individual, loses focus, or starts and ends on time
Ask for a motion, they make members focus on the issue at hand
Members want to know why they are meeting and want to use their time wisely
Consider adding social time before or after the meeting for networking

5. Do and Don’ts Do: Don’ts : Start on time Come Prepared
Listen attentively and respectfully
Follow Robert’s Rules of Order
Carry out and support the will of the organization
Leave ego at the door
Don’ts :
Have side conservations
Lose temper, make faces, or show displeasure
Criticize anyone
Monopolize discussion
Make it about yourself
Let technology distract (phone, tablet, computer)

6. Frequent Questions Do we have to meet? How often?
Check your bylaws. If you have no reason to meet, do not set up a meeting
What if there is heated debate?
Maintain impartiality, ensure fair opportunities for views to be expressed, use Robert’s Rules and take control
What if someone is dominating the meeting?
Be assertive, call on individuals in order, announce time limit for comments and make sure everyone gets to speak once before a second turn

7. Frequent Questions Continued
What if we get stuck on one topic?
Take control and suggest another meeting. You may want to appoint a special committee to research and recommend action at the next meeting
How can I be sure that everyone is clear on what action took place?
Clearly state the motion before voting on each item and clearly state the result of each vote
What if I feel like I am being the “bad guy”? Remember that it is the chair’s responsibility to be fair and efficient and keep the meeting on target

8. Roles and Responsibilities President
Acts as facilitator, organizes and conducts business of the PTA
Knows parliamentary procedure and follows bylaws and standing rules
Schedules and presides over all meetings
Prepares the meeting agenda with all business outlined (Secretary)
Encourages opportunities for all members to be heard

9. President’s Responsibilities Continued
Maintains a fair and impartial position at all times
Casts deciding vote in the event of a tie
Leads the PTA in addressing the needs of children and their families
Carries out the will of the association
Serves as a representative at District meetings
See Resource Guide, President’s Guide Section, p. 2 & p.9

10. Vice President(s)and Committee Chairs
Takes president’s place when president is unavailable (VPs)
Works closely with president and others on PTA activities
Makes reports to the full board of directors and membership, as necessary
Knows and follows parliamentary procedure
Upholds decisions made by the board
See Resource Guide, Board of Director’s Section, pp. 2-4

11. Secretary Maintains the records of PTA:
Roll call and meeting attendance of members
Accurately records all business transacted at each meeting
Committee membership and reports
Distributes minutes of previous meeting
Assists with determining a quorum
Counts a rising vote
Reminds president of unfinished business
Reminds officers and members of meetings
See Resource Guide, Secretary Section, pp. 2-9

12. Minutes Minutes should contain:
Heading-Name of PTA, type of meeting, place and time of meeting
Call to order with name of presiding officer, roll call, approval of minutes
Treasurer’s report
Summary of all reports given
Business of meeting: motions, result of vote, whether motion passed or failed
See Resource Guide, Secretary Section, P.4

13. Corresponding Secretary
Handles and reports on all correspondence
If a unit has only one secretary, he/she is responsible for all secretarial duties
See Resource Guide, Secretary Section, P.3

14. Treasurer
Submits a treasurer’s report giving a report of money received, bills paid and fund balance for all accounts at each meeting
Submits a budget comparison at all meetings
Copies of reports should be distributed to all board of directors members. Can be posted at general meetings
Submits a proposed budget to the board of directors annually and to the general membership for approval
Makes an annual report and audit report to the association
See Resource Guide, Treasurer Section, pp. 2, 12-13

15. Order of Business at Meeting
Call to order (note time)
Opening Ceremony (optional)
Roll Call
Approval of minutes
Treasurer’s Report (filed for audit)
President’s Report
Principal’s Report (if present)
Committee Reports (standing and special)
Unfinished (old) Business
New Business
Announcements
Adjournment

16. Parliamentarian Be knowledgeable about parliamentary procedure
Use Robert’s Rules of Order as a reference
Assist PTA officers and members with
proper parliamentary procedure

17. What is Parliamentary Procedure?
Set of rules for conducting meetings that allows people to work together effectively
Parliamentary procedure helps meetings run with efficiency and speed
Makes sure that only one subject demands the attention of the meeting at one time
Helps to safeguard the rights of each individual
Ensures both the majority and minority will be heard and respected
Robert’s Rules of Order is the main authority on parliamentary procedure
See Resource Guide, PTA Basics Section, pp. 5-7

18. Parliamentary Procedure
Main motion
Purpose of main motion is to introduce new business for consideration
Used when someone wants an idea considered, an action taken or a rule or policy adopted
Should be clear, concise and contain only one main idea
Only one main motion may be considered at a time
Anyone can make a main motion, except for the chair

19. Eight Steps of a Main Motion
Obtain the floor by raising hand or standing
Recognition by the chair
State the motion (“I move that or move to”)
Second the motion (unless coming from a committee)
Chair restates the motion
Discussion (may limit time by observing Robert’s Rules)
Chair restates the motion and calls for the vote (Aye or No)
Chair announces the result and action to be taken

20. Amendments to Motions
After the chair has stated the motion and before a vote is taken, the motion may be amended by:
A primary motion-amends the main motion
A secondary motion-amends the primary motion.
Each amendment must be voted on separately and then the chair must return to the amended main motion for vote

21. Resources Louisiana PTA Resource Guide, louisianapta.org
Robert’s Rules of Order Newly Revised or robertsrules.com
PTA e-learning courses, pta.org/elearning
Back to School Kit, PTAkit.org

22. PTA Mission
Remember:
The overall purpose of PTA is to make every child’s potential a reality by engaging and empowering families and communities to advocate for all children