Apologies Names of any committee members who can ’ t attend and have sent apologies .

Minutes of the last AGM Minutes of the last AGM should be circulated and approved . These should be brief , recording only the main items of business and any decisions taken . For example , the election of committee members and any changes to the association type or constitution .

Matters arising This allows for any further information arising from the last AGM to be reported on .

Chair ’ s report An informal report from the Chair on the year ’ s activities .

Treasurer ’ s report A formal presentation of the examined accounts for the past year .

Appointment of the independent examiner Your committee members should decide before the meeting who will examine the association ’ s accounts for the next year .

Election of committee members Committee members are elected during the AGM to serve for the term set out in your PTA ’ s constitution . If there are more nominees than places available , the positions will be elected by a majority vote of members attending the meeting . If you ’ re short of nominations , you can ask for volunteers to be elected at the AGM .

If your PTA is a registered charity , or preparing to register as a charity , new trustees will need to complete the Trustee Eligibility Declaration form , or CCNI declaration form , to make their details available to the relevant Charity

Special Commission business ’ s website .

Special business Items such as proposed changes to your PTA ’ s constitution should be included on the agenda . Members must be given details of the proposed changes before the meeting .

Any other business This part of the agenda gives members who are present an opportunity to raise matters that haven ’ t already been covered by the agenda . If the matter raised is not appropriate for an AGM , you can record the question and add it to the agenda of a future PTA committee meeting .

Close of business The meeting is adjourned .

If you have any questions about how AGMs are run , there are lots of resources on our website : parentkind . org / yourpta-expert

Or give our Community Advisers a call on : 0300 123 5460

Photography : istock . com / JackF