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PTA meeting

PTA meeting agenda template

A PTA general meeting agenda follows a set order: call to order, approval of the last minutes, the treasurer's report, the principal's and president's reports, committee reports, unfinished and new business, and announcements. The minutes record the balances from the treasurer's report, every motion with its vote, and who is leading each upcoming event, so families who missed the meeting know what was decided and where help is needed.

Best forPTA and PTO secretaries, presidents and executive boards

Meeting length45 to 60 minutes, often in the evening at the school

SectionsTreasurer's report, principal's report, committee reports, unfinished and new business, motions, volunteers needed

FormatsGoogle Docs, Word, Notion, Markdown

Word Markdown

PTA general membership meeting agenda.docx

PTA general membership meeting agenda

Date and time LocationSchool library, cafeteria or video callPresidingPTA presidentMinutesPTA secretary

Item	Owner	Time	What we need to leave with
Welcome, call to order, quorum	President	3 min	Members counted, quorum confirmed
Approval of previous minutes	Secretary	3 min	Approved as written or as corrected
Treasurer's report	Treasurer	7 min	Balances read, report filed for audit, questions answered
Principal's report	Principal	7 min	School requests and dates families need
President's report	President	5 min	Board updates and anything coming to a vote
Committee reports	Committee chairs	10 min	Status, next date and volunteers needed for each
Unfinished business	President	5 min	Items carried from last meeting voted or closed
New business	President	10 min	Motions voted, amounts recorded
Announcements and volunteer sign-ups	President	5 min	Who is collecting sign-ups for each event
Adjournment	President	1 min	Time recorded, next meeting date

Word MarkdownPastes into Google Docs, Word or Notion with headings and tables intact.

Word Markdown

[School name] PTA meeting minutes.docx

[School name] PTA meeting minutes

Date and time Location Presiding Minutes taken by

Call to order

Called to order at [time] by [president].

Attendance and quorum

Members present: [number] (sign-in sheet attached) Board members present: Guests: Quorum ([number] per bylaws): Yes / No

Approval of previous minutes

Minutes of [date] approved as written / approved as corrected

Treasurer's report

Line	Amount	Notes
Opening balance		As of [date]
Income		By category
Expenses		By category
Closing balance		As of [date]

Report filed for audit.

Principal's report

Request or date, one line each

President's report

Board updates, one line each

Committee reports

Committee	Chair	Status	Volunteers needed
		Next date and where things stand

Unfinished business

Item from last meeting: voted, deferred to [date], or closed

New business and motions

Motion	Moved / seconded	Vote	Result
Exact wording and amount		For, against	Carried / Failed / Deferred

Action items

Item	Owner	Due	Done looks like

Adjournment

Adjourned at [time]. Next meeting: [date, time, place].

Word MarkdownPastes into Google Docs, Word or Notion with headings and tables intact.

Cedar Grove Elementary PTA, October general meeting minutes

Filled-in example

Cedar Grove Elementary PTA, October general meeting minutes

Date and timeThursday, October 8, 2026, 6:30 pmLocationCedar Grove Elementary libraryPresidingRachel Kim, presidentMinutes taken byTasha Greene, secretary

Call to order

Called to order at 6:34 pm by Rachel Kim.

Attendance and quorum

Members present: 23 (sign-in sheet attached) Board members present: Rachel Kim, Jordan Patel, Mike Delgado, Tasha Greene Guests: Dr. Angela Brooks, principal; two parents who have not joined yet Quorum (15 per bylaws): Yes

Approval of previous minutes

Minutes of September 10, 2026 approved as written.

Treasurer's report

Line	Amount	Notes
Opening balance	$8,412.55	As of September 1
Income	$3,120.00	Membership dues $1,640, spirit wear $1,480
Expenses	$1,975.30	Back-to-school picnic $1,210.30, first round of teacher grants $765
Closing balance	$9,557.25	As of September 30

Report filed for audit.

Principal's report

Dr. Brooks asked for help with the November 10 teacher conference dinner.
The library would like new books for the 4th and 5th grade reading lists. She will send the list.

President's report

The board proposes a second round of teacher grants (see new business).
The annual financial review of last year's books is done. No issues found.

Committee reports

Committee	Chair	Status	Volunteers needed
Membership	Lauren Ortiz	164 members, goal is 200 by December	None
Fun run	Jordan Patel	Friday, October 30. T-shirts ordered. Route not yet approved by the school.	12 course marshals, 6 signed up
Hospitality	Nicole Baptiste	Conference dinner November 10, menu not chosen	8 people to bring food or set up
Fall carnival	No chair yet	Date depends on gym availability	A chair first

Unfinished business

Fun run sponsor banner: Jordan has two quotes. Deferred to November so the board can compare.
Fall carnival date: still waiting on the district to confirm the gym for November 21. Not resolved.

New business and motions

Motion	Moved / seconded	Vote	Result
Spend $1,500 on a second round of teacher classroom grants, up to $150 per teacher	Patel / Greene	21 for, 0 against	Carried
Amend the 2026-27 budget to add $600 for library books from the principal's list	Delgado / Ortiz	19 for, 2 against	Carried
Raise spirit wear prices by $2 per item	Baptiste / Kim	8 for, 13 against	Failed

Action items

Item	Owner	Due	Done looks like
Open the second grant round and email teachers the form	Rachel Kim	Oct 14	Form sent, deadline set for Oct 28
Get fun run route approved by Dr. Brooks	Jordan Patel	Oct 16	Written OK from the office
Post a sign-up for 6 more course marshals and 8 dinner helpers	Tasha Greene	Oct 9	Sign-up link in the Friday, Oct 9 newsletter
Confirm gym for November 21 with the district	Dr. Angela Brooks	Oct 20	Yes or no from the district, shared with the board
Find a fall carnival chair	No owner yet	Next board meeting	A named chair, or the board decides to skip the carnival this year

Adjournment

Adjourned at 7:38 pm. Next meeting: Thursday, November 12, 2026, 6:30 pm, school library.

Cedar Grove Elementary PTA and everyone named in it are a fictional sample.

Best forPTA and PTO secretaries, presidents and executive boards

Meeting length45 to 60 minutes, often in the evening at the school

SectionsTreasurer's report, principal's report, committee reports, unfinished and new business, motions, volunteers needed

FormatsGoogle Docs, Word, Notion, Markdown

What to write in each section

Attendance and quorum

Count members present (a sign-in sheet works) and compare it with the quorum in your bylaws. Only members can vote, so note guests separately.

Treasurer's report

Opening balance, income and expenses by category, closing balance. In many PTAs the treasurer's report isn't approved by a vote. It's filed for audit, and the minutes should say so.

"Balance Sept 30: $9,557.25. Report filed for audit." Not "Mike went over the finances."

Principal's report

Two or three lines on what the school needs from the PTA and any dates families should know. Keep requests the PTA has to act on for new business.

Committee reports

One or two lines per committee: where things stand, the next date, and how many volunteers are still needed. Chairs can send written reports or their committee meeting minutes ahead to save time.

Motions

Spending outside the approved budget and budget amendments usually need a member vote. Record the exact amount, the purpose and the count.

Action items

Who is doing what before the next meeting, with a date. Include the volunteer asks, with a named person collecting sign-ups. Open items go at the top of next month's agenda (more in how to write a meeting agenda).

When to use this template

You're the new PTA secretary and the last minutes you inherited are a single paragraph.
Meetings run long because every committee chair gives a ten-minute update.
Parents keep asking what the money from the fun run was spent on.

Questions people ask

Does the PTA vote to approve the treasurer's report?: In many PTAs it isn't approved. The treasurer reads it, members can ask questions, and the president says it will be filed for audit, because the year's books get reviewed later. Your state PTA or your bylaws may say how yours works.
What's the difference between a PTA board meeting and a general meeting?: The executive board meets to plan, prepare the budget and handle routine business between general meetings. General membership meetings are open to all members, and that's usually where the budget is adopted and larger spending is voted. Your bylaws spell out which decisions belong to which group, and this page isn't legal advice.
Does this template work for a PTO?: Yes. A PTO isn't part of the national PTA, so it follows its own bylaws, but the agenda order, the treasurer's report and the motions table work the same way. Drop the parts your bylaws don't use, like filing the report for audit.

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