How We Conduct Meetings

We follow Robert’s Rules of Order to ensure our meetings are fair, efficient, and respectful. These rules help us stay organized, give everyone a voice, and make decisions clearly and democratically. 

Understanding Robert’s Rules of Order

Robert’s Rules of Order, first published in 1876 by Henry Martyn Robert, was created to help groups run meetings in an orderly and fair way.

“It is a fundamental right of deliberative assemblies that all questions be thoroughly discussed before acting or making a decision. Robert’s Rules allow decision-makers to come to conclusions without confusion.”

By following these rules, our PTA ensures that:

• All members have a chance to participate.

• Decisions are made transparently.

• Meetings stay on track and productive.

• Members feel respected and heard.
  
  

Key Principles of Robert’s Rules

Equal rights for all members
Every member has an equal right to speak, make motions, and vote. Fairness and inclusivity guide every discussion.

One question at a time
Only one topic is discussed at a time to prevent confusion and to ensure each issue gets full attention.

Time limits on speaking
To keep meetings concise and relevant, each speaker is limited to a few minutes (usually three). This allows everyone a chance to share their thoughts.

Majority vote wins
The majority decides the outcome. The chairperson moderates and only votes to break a tie or when their vote will affect the result.

The Order of a PTA Meeting

1. Call to Order – The chair opens the meeting.
   
   

2. Roll Call – Ensure a quorum is present.
   
   

3. Reading and Approval of Minutes – Review records from the previous meeting.
   
   

4. Reports of Officers – Officers present updates and reports.
   
   

5. Unfinished Business – Discuss items carried over from previous meetings.
   
   

6. New Business – Members bring up new proposals or topics for discussion.
   
   

7. Announcements – Share dates, events, or important reminders.
   
   

8. Adjournment – The chair officially ends the meeting.

Member Etiquette During Meetings

• Wait to be recognized by the chair before speaking.
  
  

• Address the chair, not other members directly.
  
  

• Avoid interrupting or talking over others.
  
  

• Keep comments focused and brief.
  
  

• Be respectful at all times.