Introduction

A great script is the key to a play or a movies success. In the same manner, a well-structured agenda
and script is vital to a meetings success. If you want an organized meeting, you have to script it. The
order of business at a meeting is dictated by parliamentary procedure, which can be found in Robert’s
Rules of Order Newly Revised. The order of business may be changed with a motion or unanimous
consent.

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Agenda
Your meeting agenda should outline the specific items to be discussed, the person responsible for
leading each agent items, any supporting information to be reviewed.

An agenda should help:

 Ensure all participants are adequately prepared for the meeting

 Ensure each agenda item achieves the desired outcome
 Ensures that the meeting will run efficiently and timely

Order of Agenda

Call to Order

Opening Ceremonies

Introductions

Minutes

Treasurers Report

Letters or Communications

Executive Board Report

Officers Reports

Standing Committee Reports

Special Committee Reports and/or Special Orders

Unfinished Business

New Business

Program

Announcements

Adjourn

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Sample Agenda
XYZ PTA Agenda

Location of Meeting

Date

Call to Order President Name

Opening Ceremonies Presenter Name
Introductions President Name
Minutes Secretary Name
Treasurers Report Treasurer Name
Communications Secretary Name
Executive Board Report Secretary Name
Officers Reports Officer Name
(list each officer who has a report)
Standing Committee Reports Chair Name
(list each chair who has a report)
Special Committee Reports Chair Name
Unfinished Business President Name
New Business President Name
Program Presenter Name
Announcements President
(List Announcements)
Adjourn

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Sample Script Wording
Call To Order
(Required at board and membership meetings)

The president, as the chair, stands, raps the gavel once and calls the meeting to order. The president
declares whether or not a quorum is present, so both the members are aware and the secretary notes
the fact in the minutes.

Standing at the podium, the president raps the gavel once to call meeting to order.

PRESIDENT: “The meeting of ________________PTA is called to order at _______________. A quorum

is present.”

If the Secretary or the Parliamentarian is not present, the chair appoints member(s) to perform those
responsibilities for the meeting.
PRESIDENT: “At this time, due to the absence of _____________________, the
(parliamentarian/secretary), the chair would like to appoint ________________________ as
(parliamentarian/secretary) for this meeting.”

Opening Ceremonies
(Optional at board or membership meetings)
(Select the option that works for your meeting)

An invocation, pledges to the flags, a poem, a song or an inspirational message may be presented. If
more than one of these is used, use the rule of “God before country” when determining the order.

Option 1
PRESIDENT: “Please welcome ___________________________, who will lead us in the pledge
of allegiance.”
Option 2
PRESIDENT: “Please stand for the Pledge of Allegiance of the United States.”

Option 3
PRESIDENT: “Please welcome __________________________, who will share an inspiration
with us tonight.”

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 Introductions
(Optional at board or membership meetings)

Begin introductions with special PTA guests in the order of National, State, Area, then Council
PTA) followed by any other special guests.

PRESIDENT: “At this time the chair would like to welcome _____________________________.

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 Minutes
(Required at all board and membership meetings)
(Select the option that works for your meeting)

The chair recognized the secretary for the reading of the minutes.

The secretary stands and either reads the minutes, announces the minutes have been
distributed, or the chair announces that the minutes were approved by committee. The chair
can either accept a motion to approve the minutes (either as presented or as amended) or use
unanimous consent. For the current meeting, the chair may allow the membership to approve
the minutes at the next meeting or appoint a committee to approve the minutes. (Committee
approval is recommended when the length of time between meetings causes concern for
accuracy. Minutes are presented at every meeting unless they were previously approved by
committee.

Option 1
(Use if first meeting of the year)
PRESIDENT: “Minutes from the annual meeting were approved by committee. A copy of the
minutes are available from the secretary, corrections to the minutes should be referred to the
secretary.”

Option 2
(Remember, minutes do not have to be read, but use if this is the method you choose. The
secretary comes to the podium when introduced by president. The secretary reads the
minutes.)

PRESIDENT: “_______________________, secretary, will now present the minutes from the
last meeting.
SECRETARY: (reads minutes)
PRESIDENT: “Thank you; are there any corrections to the minutes? Hearing none, the minutes
will be approved as read. “Or, if corrections are needed. “The minutes are approved as
corrected.”

Option 3
(Use if minutes have been distributed)
PRESIDENT: “The minutes draft has been distributed for your review. Does anyone need a
copy? Are there any corrections to the minutes? Hearing none, the minutes will be filed as
presented. “Or, if corrections are needed. “The minutes will be filed as corrected.”

Option 4
(Use if committee is appointed to approve minutes)
PRESIDENT: “If there is no objection, the chair will appoint a committee to approve the minutes
of this meeting. Hearing no objection, the chair appoints __________________________,
_____________________________, ____________________________. “(At the next meeting,
you will say, “The minutes of the prior meeting were approved by committee on
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_______________________. A copy of the minutes are available from the secretary,
corrections to the minutes should be referred to the secretary,” Then, appoint new committee
to approve the minutes.)

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 Treasurers Report
(Required at all board and membership meetings)

The chair recognizes the treasure for the financial report.

The treasurer stands, addresses the chair and reads the report. A financial report is not
optional and must be presented at every meeting. Copies of the report may be distributed to
the members or shown on a screen. The treasurer reads the financial report, which includes (at
the least) the beginning balance, total income, total expenditures and the ending balance. The
chair states that the report is filed for financial reconciliation. (All information is recorded in
the minutes.)

PRESIDENT: “___________________________, treasurer, will now present the financial report.”

TREASURER: “The beginning balance as of ___________________________ is ____________,
total income is _________________________, total expenses are
___________________________, with an ending balance as of __________________, of
__________________________________.”
PRESIDENT: “Thank you, are there any questions? Hearing none, the financial report will be
filed for financial reconciliation.”

Letters or Communications

The secretary reads any communications received. Actions are considered, if required.

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 Report of the Executive Board
(Membership meeting)

A summary report of what the board has been doing is given at every membership meeting,
this report should contain any recommendations being presented and considered separately.
The secretary reads a summary report (not the minutes) for the information of the members.
The secretary should come to the podium. The secretary moves the adoption of each
recommendation individually.

PRESIDENT: “_________________, our ______________________ will give the executive board

report.
SECRETARY: “The executive board met on ____________ with a quorum present.” They will
read the report and recommendations.
If a motion comes from the board the person giving the report would say “The board of
directors moves that _______________________________________.”
PRESIDENT: “___________________________ has moved that ________________________.
This comes from committee so there is no second needed. _____________________ would
you like to speak to your motion? “Person making the motion should speak to their motion, and
then the president will say, “Is there any further discussion? (pause) Are you ready for the
question? ______________________had moved that ______________________________, all
those in favor, say ‘aye.’ Any opposed, say ‘nay.’ The motion passed or failed.

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 Officers Reports
(Required at all board and membership meetings)

Before the meeting, the president consults with all executive board members to determine who
has a report. At the meeting, the president calls for the report of the officers. The chair need
not recognize the committee chair if there is no report.

A report from an officer may be informational or require action. Reports with information only
are read to the voting body. Those reports requiring action are presented as a motion to the
membership. The member presenting the report moves the adoption of the motion. If no
recommendation is made, no motion is needed. The members will vote to approve either as
presented or amended or reject.

PRESIDENT: “At this time, _________________________ will give a report regarding

____________________________.”
OFFICER: Reads the report and makes any recommendations. “I move that
_______________________________________________________.”
PRESIDENT: “_____________________ has moved that
___________________________________, is there a second? __________________ would you
like to speak to your motion? Person making the motion will speak to their motion. “Is there
any further discussion? Are you ready for the question? _______________________ has
moved that _______________________, all those in favor, say ‘aye.’ Any opposed, say ‘nay.’
The motion passed or failed.”

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 Standing Committee Chair Reports
(Board and membership meetings)

Before the meeting, the president consults with all executive board members to determine who
has a report. At the meeting, the president calls for the report of the committee, not the
chair’s report. A report from a committee may be informational or require action, as
determined by a majority vote of the committee. Reports with information only are read to the
voting body. Those reports requiring action are presented as a motion to the membership (no
second required), and the members vote to approve either as presented or amended or reject.

The committee chair presenting the report moves the adoption of the motion. If no
recommendation is made, no motion is needed.

The chair need not recognize the committee chair if there is no report.

PRESIDENT: “At this time, _________________________ will give a report regarding

____________________________.”
CHAIR: Reads the report and makes any recommendations. “My direction of the
____________________________ committee, I move that
_______________________________________________________.”
PRESIDENT: “_____________________ has moved that
___________________________________. This comes from committee so no second is
needed. __________________ would you like to speak to your motion? Person making the
motion will speak to their motion. “Is there any further discussion? Are you ready for the
question? _______________________ has moved that _______________________, all those
in favor, say ‘aye.’ Any opposed, say ‘nay.’ The motion passed or failed.”

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 Budget Amendments
(Board or membership)
(This process should be used whenever budget amendments are proposed by the Treasurer or
the Budget & Finance Officer)
PRESIDENT: “________________________ will now present the budget amendments.”
TREASURER OR BUDGET & FINANCE OFFICER: Each line item should be read, the current
amount, the amount of the increase/decrease; then the new amount of the line item. After
reading the items state “I move that the budget amendments be approved as presented.”
PRESIDENT: “_________________________ moved that the budget amendments be approved
as presented. Is there a second? Is there any discussion? Hearing none, all those in favor, say
‘aye.’ Any opposed, say ‘nay.’ The motion passed.”

Budget Amendments (board or membership meeting)

(This process should be used whenever budget amendments are proposed by committee or the
executive board)
PRESIDENT: “________________________ the chair of the Budget & Finance Committee will
now present the budget amendments.”
TREASURER: The chair will read first the name of the line items; then state what the current
line item amount is, then state the amount the item will be increased/decreased; and, finally,
state what the new amount of the line item is. “By direction of the budget & finance
committee, I move to approve the budget amendments as presented.”
PRESIDENT: “The Budget & Finance Committee has moved to approve the budget amendments
as presented. This comes from the board, so no second is needed. Is there any discussion?
Hearing none, all those in favor, say ‘aye.’ Any opposed, say ‘nay.’ The motion passed.”

Special Committees and/or Special Orders (if needed)

(Board and membership meetings)

The chair calls for the report of the special committees, if needed. The reports of special
committees follow the same rules as those for standing committees. If no special committees
exist, this item of business does not appear on the agenda.

Motions made a “special order” – by 2/3 vote at an earlier time – are addressed at this point.
Also, matters required by the bylaws to be taken up at a specific meeting are in order at this
time (election of Nominating Committee, Bylaws Committee, Financial Reconciliation
Committee)

Financial Reconciliation
(Membership meeting)
(This report should be presented at the first meeting of the year or at the
first meeting after any financial reconciliation.)

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PRESIDENT: “____________________________, the chair of the financial reconciliation
committee will now present the financial reconciliation report.”
CHAIR OF FINANCIAL RECONCILIATION COMMITTEE: The chair should read the financial
reconciliation report, after reading the report; they should say “By direction of the financial
reconciliation committee, I move to adopt the financial reconciliation report as presented.”
PRESIDENT: “_________________________ has made a motion to adopt of the financial
reconciliation report as presented. This comes from committee so no second is needed. Is there
any discussion? All those in favor, say ‘aye.’ Any opposed, say ‘nay.’ The motion passed.

Bylaws Committee
(Board meetings)

PRESIDENT: “_____________________________, the chair of the bylaws committee will now

present the report of the bylaws committee.”
CHAIR: “The bylaws committee presents the following amendments to the bylaws/standing
rules.” The chair should read the amendment by stating the Article, Section and Item Number
that is being amended, and then they should read the amendments, and then read the new
bylaw/standing rule. This process should be done for each amendment. “By direction of the
Bylaws Committee, I move that the bylaws/standing rule amendments be approved as
presented.” The secretary should be given a copy of all the amendments to place in the
minutes.
PRESIDENT: “It has been moved that the bylaws/standing rules amendments be approved as
presented, this comes from committee so no second is needed, is there any discussion? All
those in favor, say ‘aye.’ Any opposed, say ‘nay’. The motion passed.

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 Bylaws Committee
(Membership Meeting)
(Meeting where 30-day notice to membership is given)

PRESIDENT: “_____________________________, the chair of the bylaws committee will now

present the report of the bylaws committee.”
CHAIR: “The bylaws committee presents the following amendments to the bylaws/standing
rules.” The chair should read the amendment by stating the Article, Section and Item Number
that is being amended, and then they should read the amendments, and then read the new
bylaw/standing rule. This process should be done for each amendment.
PRESIDENT: “These amendments have been distributed to the membership and will be voted
on at our next membership meeting on ______________.”

Bylaws Committee
(Membership Meeting)
PRESIDENT: “_____________________________, the chair of the bylaws committee will now
present the report of the bylaws committee.”
CHAIR: “The bylaws committee presents the following amendments to the bylaws/standing
rules.” The chair should read the amendment by stating the Article, Section and Item Number
that is being amended, and then they should read the amendments, and then read the new
bylaw/standing rule. This process should be done for each amendment. “By direction of the
Bylaws Committee, I move that the bylaws/standing rule amendments be approved as
presented.” The secretary should be given a copy of all the amendments to place in the
minutes.
PRESIDENT: “It has been moved that the bylaws/standing rules amendments be approved as
presented, this comes from committee so no second is needed, is there any discussion? All
those in favor, say ‘aye.’ Any opposed, say ‘nay’. The motion passed.

Appointment of Teller’s Committee

PRESIDENT: “The chair appoints (names three members), as tellers. _______________ will be
the head teller. The tellers will distribute a ballot to each member. Please write on the ballot
either (name) or (name). Fold your ballot one time and hand ballot to a teller.”

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 Officer Election
(Membership meeting)

PRESIDENT: “Parliamentarian, ___________________________ will now read the bylaws

regarding Officers and Their Elections.”

PARLIAMENTARIAN reads:

*ARTICLE VIII: Officers and Their Election

Section 2. Officers and their election:

a. The officers of this Local PTA shall be a president, ______ vice president(s), a secretary,
a treasurer, (a historian), and a parliamentarian.
b. Officers, with the exception of the historian and parliamentarian, shall be elected by
ballot in the month of March. However, if there is but one (1) nominee for an office,
election for that office may be by voice vote. The historian and parliamentarian shall be
appointed by the president subject to the approval of the newly elected officers.
c. An individual shall be a member of the Local PTA prior to taking office.
d. Officers shall assume their official duties following the close of the school year 1 and
shall serve a term of one (1) year. 2
e. No officer shall serve in the same office for more than two (2) consecutive terms. One
who has served more than one-half of a term shall be credited with having served that
term.

PRESIDENT: “______________________, chair of the Nominating Committee, will now present

the report”
NOMINATING COMMITTEE CHAIR:
The Nominating Committee Chair reads the slate of officers.
“The Nominating Committee submits the following nominees: for president,
__________________; for vice president, _____________________; for secretary,
___________________; for treasurer, ________________________.
Signed: read the names of all the committee members.
PRESIDENT:
The president re-reads the slate of officers.
“Thank you, the nominating committee reports the following nominees:

President ____________________________________

First Vice President ____________________________________

Second Vice President ____________________________________

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Secretary ______________________________________

Treasurer ______________________________________

Signed by (Read the names of the nominating committee members)”

PRESIDENT: “The chair will now open the floor for elections.

__________________________has been nominated for president. The floor is now open for
nominations for president. (pause and wait for any nominations) Hearing none, the chair
declares nominations closed. There being only one nominee, the chair declares
________________________elected president.

If there is a nomination from the floor, use the following:

PRESIDENT: The chair recognizes the person making the nominations. “Yes, would you please
state your name and nomination?

MEMBER: “My name is ___________________. I would like to nominate

_____________________ for ______________________.

PRESIDENT: Ask the nominee “Do you consent to the nomination?” If the nominee is not in
attendance ask the person who made the nomination, “Do you have the consent of the
nominee?”

NOMINEE: Will give their consent.

PRESIDENT: __________________________ has been nominated. Are there any further

nominations? Hearing no other nominations, the chair declares the nominations closed. The
tellers will distribute a ballot to each member. Please write on the ballot either
__________________________ or _________________________. Fold you ballot on time and
hand ballot to member of the tellers committee. While the tellers committee is counting the
ballots, the Chair will continue with the elections.

________________ has been nominated for first vice president. The floor is now open for
nominations for first vice president. Hearing none, the chair declares nominations closed. There
being only one nominee, the chair declares ________________ elected first vice president.

________________ has been nominated for second vice president. The floor is now open for
nominations for second vice president. Hearing none, the chair declares nominations closed.
There being only one nominee, the chair declares __________________ elected second vice
president.

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_____________ has been nominated for secretary. The floor is now open for nominations for
secretary. Hearing none, the chair declares nominations closed. There being only one nominee,
the chair declares _____________elected secretary.

________________ has been nominated for treasurer. The floor is now open for nominations
for treasurer. Hearing none, the chair declares nominations closed. There being only one
nominee, the chair declares _______________elected treasurer.
At this time I would like to introduce the officers of the _______________ PTA for the 20__-20__
school year.”

Tellers Committee Report

PRESIDENT: “________________, chair of the Tellers’ Committee is ready to report.”

The committee chair comes forward with the written tellers’ report.
CHAIR: “The Tellers’ Committee submits the following report: Number eligible to vote:
_______, Number of votes cast: _________, Number necessary to elect: __________,
____________ received _________________; ___________ received ___________. Signed
_____________, ________________, ____________________.
The committee chair hands the report to the president, gives the tally sheets and sealed ballots
to the secretary and is seated. The president rereads the report to the membership.

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Unfinished Business
(Board and membership meetings)

The chair announces (but does not call for) business under this item. Unfinished business
consists of business left unfinished at the previous meeting or business postponed to this
meeting (if group meets at least quarterly). Minutes of the previous meeting will indicate any
unfinished business.

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New Business
Tax Free Days
(Board or membership)

The chair calls for new business. Members may bring any new business before the association
(if it is within the scope of the association). A motion is necessary to introduce new items of
business.

(Tax free days must be stated in the minutes.)

PRESIDENT: “________________________ will now present the tax-free days for this school
year.”
BOARD MEMBER: “I move that _________________PTA hold tax free days on
____________________________ and _________________________________.”
PRESIDENT: “________________________ as moved that the ____________________PTA hold
tax free days on ________________________ and ________________________. Is there any
discussion? Hearing none, all those in favor, say ‘aye.’ Any opposed, say ‘nay.’ The motion
passed.”

Nominating Committee
(Membership meeting)

PRESIDENT: “The next item of new business is the election of the Nominating Committee; our
Parliamentarian ____________________ will now read the bylaws regarding the Nominating
Committee.”

PARLIAMENTARIAN: The parliamentarian should read from Article VII: Officer and Their
Election, Section 3.
“Article VII: Officers and Their Election, Section 3. Nominating Committee
a. There shall be a nominating committee elected by the membership at a regular meeting
prior to the election meeting. Elections shall be by plurality. The committee shall be
composed of ______ members. _________shall be elected to serve in the event a
member is unable to serve. The committee shall elect its own chair immediately
following the meeting.
b. No person shall serve two (2) consecutive years on the nominating committee.
c. The nominating committee shall nominate an eligible person for each office to be filled
and report its nominees at the election meeting in___________ (month) at which time
additional nominations may be made from the floor. The report shall be publicized to the
Local PTA membership through regular publicity channels at least seven (7) days before
the election meeting.

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 d. Only those persons who have signified their consent to serve if elected shall be
nominated for or elected to such office.
e. No member shall automatically serve on this committee because of his office in the Local
PTA or position in the school system.
f. The president shall neither serve as a member nor appoint any member of this
committee.”
PRESIDENT: “Thank you. The floor is now open for nominations for members of the
Nominating Committee” The chair should call on anyone who has raised their hands until all
nominations have been made. Individuals may nominate themselves. If a member nominates
someone else, the chair should ask that person if they will accept the nomination by saying,
“_____________________, you have been nominated as a member of the Nominating
committee. Do you accept this nomination?” The nominating committee is elected by plurality,
so if there are more nominees than are needed for the committee per the bylaws, the
president will have ballots distributed to all PTA members in attendance. “The following
members have been nominated for the nominating committee, at this time ballots will be
distributed to all members, please write the names of _______(#)____________ nominees on
your ballots, fold in half and hold in the air until a member of the tellers committee picks up your
ballot. The tellers committee will total the ballots.” If there are only enough nominees to fill
the needed positions, the president declares the nominees the nominating committee.
“Hearing no further nomination, the chair declares (read the names of the nominees) the
members of the nominating committee.” Nominations should then be taken from the floor for
alternates to the nominating committee, follow the procedures from above to fill the alternate
positions. After the alternates have been elected, the president should read the members and
alternates of the nominating committee. “The nominating committee will be
________________________, with _______________________________ being alternates to
the committee. This committee will meet immediately following our meeting tonight to elect
their chair and determine their first meeting date.”

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 Program
(Membership meeting)

The chair introduces the Program/Parent Education Chair, who presents the program or
introduces the program presenter.

The meeting is not “turned over” to the Program Chair, nor does the Program Chair “turn the
meeting back to the president.” The chair remains in control of the meeting from the call to
order until adjournment.

PRESIDENT: The chair can introduce the program or have the appropriate chair (parent
education or programs) or officer introduce the program.
And/or
PRESIDENT: “With the consent of the membership, the meeting will be adjourned immediately
following the program.”
Announcements
(Board and membership meeting)

The chair should, if possible, make all announcements. Announcements include the date of the
next meeting, important events and activities, etc.

PRESIDENT: “The chair has the following announcements: ______________“

Adjourn
(Board meeting or membership meeting with no program)

The chair asks if there is any further business. If any additional business exists, it is handled at
this time. If no further business exists, then the chair declares the meeting adjourned.

No motion is necessary to adjourn.

PRESIDENT: “The meeting is adjourned at ___________________”

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