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Meeting kitSchools & teachersMinutes

PTA meeting minutes

60 minutes 10 blocksFree Free template

A PTA meeting in proper order with motions voted on phones and the treasurer's balances on record, ending with minutes ready to email to members.

Use this template See inside

Free to use and to run live. No card needed.

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60 min · 10 blocks, drawn to scale Fits exactly
  1. Call to order, sign-in and quorum, 5 minutes 5
  2. Approve the agenda and last meeting's minutes, 5 minutes 5
  3. President's report, 5 minutes 5
  4. Treasurer's report: balances, income and spending, 8 minutes 8
  5. Principal's and committee reports, 10 minutesInfo 10
  6. Old business carried from last meeting, 7 minutes 7
  7. New business: motions and discussion, 8 minutes 8
  8. Motion vote, 4 minutes 4
  9. Announcements and upcoming dates, 4 minutes 4
  10. Adjournment, 4 minutes 4
015304560 min
  1. +0′Call to order, sign-in and quorumYour name and role (member, officer, teacher, guest)Tip: Check the sign-in count against the quorum in your bylaws before any business.5 minCheck-in
  2. +5′Approve the agenda and last meeting's minutesTip: Ask for corrections. If none, 'the minutes stand approved as read.'5 minDecide
  3. +10′President's report5 minInfo
  4. +15′Treasurer's report: balances, income and spendingTip: Under Robert's Rules the treasurer's report is received and filed, not voted on. Only an audit report is adopted.8 minInfo
  5. +23′Principal's and committee reports10 minInfo
  6. +33′Old business carried from last meeting7 minFollow-up
  7. +40′New business: motions and discussionTip: Ask the mover to state the motion exactly. The recorder writes it word for word.8 minDiscuss
  8. +48′Motion voteMotion as stated: how do you vote?Tip: Only members vote. Repeat this block for each motion.4 minVote
  9. +52′Announcements and upcoming dates4 minInfo
  10. +56′AdjournmentTip: The chair states the time of adjournment for the minutes.4 minWrap-up

In short

PTA meeting minutes are the official record of a parent-teacher association meeting: who attended, the reports, every motion and its result. This kit gives you a 60-minute agenda in the standard order, motion votes on members' phones, QR sign-in for quorum and a minutes template ready to email.
Time
60 minutes
People
Members, officers, principal
Includes
Agenda, minutes template
Plan
Free

Updated October 4, 2026

What's in the kit

By the end of this meeting, reports are on record, every motion is decided and members can read the minutes the same week. The full agenda is drawn to scale above: every block has its own timer when you run it live.

The follow-up email

Subject

PTA meeting minutes: [date]

[School] PTA: minutes of the general meeting

Date: 
Time called to order: 
Place: 
Presiding: 
Recorder: 

Present: see the sign-in list in the summary below (members: __, guests: __)
Absent officers: 
Quorum present: yes / no

Agenda approved: yes / with changes: 
Minutes of [previous date]: approved as read / approved as corrected: 

President's report: 

Treasurer's report (received and filed):
Opening balance: $
Income: $
Expenses: $
Closing balance: $

Principal's report: 
Committee reports: 

Old business: 

New business and motions:
Motion 1: 
Moved by: 
Seconded by: 
Result: in favor __ / opposed __ / abstain __ (carried / failed)

Motion 2: 
Moved by: 
Seconded by: 
Result: 

Announcements: 

Next meeting: 
Adjourned at: 

Submitted by: ________________ , Secretary

How to run it

  1. 1Members sign in by QR as they arrive, so you know right away whether you have a quorum.
  2. 2Follow the order on the agenda. The treasurer's balances go into the minutes as reported.
  3. 3Ask each mover to state the motion exactly, then run the vote on phones. Only members vote.
  4. 4Agendiq's summary records decisions and votes as they happen, with the counts, so the secretary isn't scribbling tallies.
  5. 5Fill the gaps in the follow-up email and send the draft minutes to members. They're approved at the next meeting.

Questions people ask

What should PTA meeting minutes include?
Date, time, place, who presided and recorded, attendance and quorum, approval of the last minutes, reports including the treasurer's balances, each motion with who moved it and the result, announcements and the time of adjournment.
Who takes minutes at a PTA meeting?
The secretary. If the secretary is absent, the chair asks someone to act as secretary for that meeting and the minutes say so.
Do PTA minutes need to be approved?
Yes. The draft goes to members, then the minutes are approved, with any corrections, at the next meeting. Only then are they the official record.

Run it with your group

Free
  • A timer for every block on the shared screen
  • Results, decisions and actions in the summary
Use this template

Free to use and to run live. No card needed.

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Open it, make it yours, run it live.

Change anything in the editor. When you're ready, press Present: everyone joins with a scan and answers on their phone.

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