Pleasant Valley PTA strives to create an inclusive environment that focuses on teamwork, positivity, and professionalism. We appreciate our event/programs chairs, teachers, and volunteers. Without your input, willingness, and tireless energy, we would cease to function.

PTA Meetings 

There are three types of PTA meetings held throughout the school year.

Executive Committee(EC) Meetings: 

When: once a month  

Who attends: Elected Officers (Presidents, Vice Presidents, Secretary, Treasurers & VP of Communications) 

Business Conducted: The overall running of PV PTA. To include but not be limited to the revision of the Standing Rules, the budget, fundraisers, activities, and charitable giving. The EC strives to follow the guidelines set by Washington State PTA.

** Anyone may attend an EC meeting to offer suggestions, discuss concerns, or for any other reason. Please contact one of the Presidents prior to attending so you may be added to the agenda.

PTA Board Meetings: childcare may be provided               

When: Almost monthly (listed on the yearly calendar)

Who attends: The entire PTA Board of Directors (approx. 40 people). A list of our current board members and open positions is located here

Business Conducted: PTA Chairpersons report to the group on the event, fundraiser, or program they are leading. Teacher representatives & Principals report on school happenings and the EC reports on State/Legislative information that is relative to our schools.

**Anyone may attend a Board Meeting for any reason. Please contact one of the Presidents if you would like to be on the agenda.

General Membership Meetings: childcare is provided 

When: 3 times a year (listed on the yearly calendar) 

Who attends: Everyone! All PTA members, non members, teachers, the EC, and PTA Board of Directors. 

Business Conducted: Nominating and electing of EC members, standing rules, yearly budget, grant allocation, and overall happenings at the school and in the community.

**Please contact the Presidents if you would like to be on the agenda.

The Anatomy of a Meeting

Agenda

The agenda is a detailed list of specific items, in the sequence in which they will be covered. 

A typical order of business for a regular parent group meeting might be:

Welcome
Approval of minutes (from the last meeting)
President’s report
Treasurer’s report
Principal’s report
Committee reports
Unfinished business
New business
Announcements (including date and time of the next meeting)
Adjournment

Motion

A motion is a formal way to propose something on which the group should vote. The proposer says, “I move that...” and clearly states what is being considered. Someone else “seconds” the motion. Guided by the president, the group discusses the motion until they are ready to vote. Finally, the president asks for an indication of “all those in favor” followed by “those opposed.” There is no need to ask for “abstentions” (those who choose not to vote at all), because abstentions are not counted toward the outcome of the motion.

Quorum

A quorum is the minimum number of members required to conduct business at a meeting. Usually, this number is stated in the group’s bylaws. If a quorum is not indicated in the bylaws, Robert’s Rules of Order sets it at a majority of members.

Minutes

The minutes are the permanent record of the business conducted during a meeting, typically prepared by the group’s secretary. They include details such as the date, time, and location of the meeting, whether a quorum was present, and the presiding officer. Specific motions and their outcomes (but not exact vote counts) are also included in the minutes. Discussion is not documented in the minutes. The minutes for each meeting are presented for the assembly’s approval at the next meeting.

Adjournment

Adjournment is simply a formal way to close a meeting so everyone knows the session has come to an end. The time of adjournment is recorded in the meeting minutes.

Tabling a Motion

If it is clear that a motion cannot or should not be voted upon at the current time, it is typical to postpone (“table”) it until the next meeting. Technically there should be a new motion to table the current motion, but most groups can agree to delay discussion without layers of parliamentary procedure. Often, it helps to appoint a committee or a member to study the issue and report back to other members at the next meeting. This tactic can save time on the circular debate, especially when all of the facts aren’t available.