Planning Meeting Guidelines

A Planning Meeting is a type of board meeting that is usually used by the board-elect to plan the upcoming year’s activities. Planning Meetings for the board-elect may be scheduled after elections are held.

It is an executive board meeting and Minutes must be taken. Motions are made and votes are taken. No expenditures may be made by the board-elect. But they may petition the current board to pay for items needed.

You may need to hold more than one Planning Meeting.

Suggested Agenda Topics:

  • Introductions – you might make this an ice-breaker activity with officers/chairmen briefly telling why they joined, kids, job, etc.
  • Appointments to vacant positions.
  • Create or re-affirm a Mission Statement or Purpose Statement – make this short and easy to understand. It should reflect the reason why your PTA unit exists.
  • Create 3 to 5 Goals for the year – again, short and easy to understand.
  • Create draft Calendar for the year, keeping in mind your goals.
  • Board Meeting Rules or Protocols – decide what day and time to hold monthly Board Meetings. Decide Board Agenda format, talk about voting privileges (who can, who can’t), open or closed meetings? Board member and whole board responsibilities, board meeting work vs committee work, Principals role, Staff Representative’s role.
  • PTA Tools – Bylaws, Tool Kit, Insurance Guide
  • Create draft Budget for the year
  • Officers & Chairmen report on their plans for their activities and get board approval.
  • Working with your school office – how to establish a good working relationship between PTA board members and the school principal and secretary. EG: Bulletin deadlines, Flyer requirements, use of campus space, use of Custodian, etc.
  • Communication Plan – you can just talk about this or put it in writing what the expectations are and who is responsible for communicating PTA information to parents and staff.

It can help speed the meeting along if the President-elect talks with each officer and chairman prior to the Planning Meeting to discuss their responsibilities and to ask them to be prepared to talk about plans for their program, event or activity at the Planning Meeting.

Creating the Budget may be handled in several ways:

  • The Treasurer may review the current Treasurer’s books and set up a draft Budget using the same line items. Then at the Planning Meeting, using your draft Calendar, discuss what to add, delete, increase or decrease.
  • Same as above only the Treasurer and the President create the draft Budget together.
  • Wait until the Planning Meeting and appoint a Budget Committee with the Treasurer as Chairman. They will meet and then bring a Draft Budget back to the next Planning/Board Meeting.
  • Bring the current year’s Treasurer’s Books to the Planning Meeting and the whole board builds the Budget from scratch. (This option could take a whole separate meeting.)