If you’re looking to make your AGM more accessible, holding it online can remove some of the barriers and increase attendance.
How can a PTA benefit from holding an online AGM?
Holding an annual general meeting (AGM) is a formal and essential part of running your PTA. During the meeting, your committee will report on activities, assess progress and review the group’s operations. Hosting your AGM online can lead to a better turnout as attendees won’t have to worry about childcare or travel. If you haven’t held your AGM online before, make sure you feel confident dealing with the technology and any problems it may pose.
What are the most common technical difficulties?
While online meeting platforms have become commonplace, technical issues can still arise. Allow time at the start to ensure that all participants are logged into the meeting and that everyone can hear and see clearly. Ask for cameras to be turned on. Choose your platform carefully and check that key committee members have a basic knowledge of how to use it. A paid account with Zoom, Microsoft Teams or Google Meet may work better than the free accounts, which limit your meeting time.
How can I tell if my PTA is allowed to hold its AGM online?
Before proceeding, check your PTA’s constitution. It’s likely that online meetings are allowed, as this practice has become standard in recent years. If your governing document prohibits online meetings, consider proposing an amendment during your AGM.
Can we hold a hybrid meeting to attract more attendees?
Some PTAs combine their real-world AGM – perhaps in the school hall – with a livestreamed version, offering the best of both worlds and aiming to increase numbers. However, this combined format does introduce challenges, particularly in terms of communications. It’s essential for someone, such as the PTA secretary, to manage and respond to messages and votes within the platform during the meeting.
If we hold our AGM online, do quorum rules still apply?
Yes. Check your constitution to find out how many people should attend. Many specify that you’ll need twice as many attendees as there are committee members to meet quorum requirements. A hybrid approach can help make sure you achieve this goal.
What are the disadvantages of a wholly online AGM?
While online meetings are indeed handy, they lack the element of face-to-face interaction that’s often so important for PTAs. Meeting in person helps strengthen relationships among parents who may otherwise only chat briefly at the school gate. If you notice any new faces during your online AGM, make it a priority to connect with them in person as soon as possible.
How should we promote our upcoming online AGM?
Publicise the AGM through your usual channels, ensuring you follow the rules for notifying members and giving notice. Offer reassurances about the process to make potential attendees feel more comfortable and ensure everyone who has requested it receives the link. Include information about how you will distribute essential information, such as the minutes from the previous AGM.
What’s the best way to distribute the documentation?
Make it easy for everyone to access important documents. Experienced helpers may have access to existing systems, such as Google Docs, Dropbox or Microsoft 365/OneDrive. In addition, you can email them or share via WhatsApp groups.
How does voting work in an online AGM?
Your constitution may have some stipulations, but most PTAs will simply use raised hands. Alternatively, you may request ‘likes’, use the chat function or utilise a polling feature on the meeting platform.
Further reading
- Guide to Annual General Meetings for PTAs
- AGM FAQs
- AGM quick guide
- Charity Commission advice on charity AGMs
The above is intended as guidance only. We recommend that you contact the relevant organisations with specific reference to insurance, legal, health and safety and child protection requirements. Community Inspired Ltd cannot be held responsible for any decisions or actions taken by a PTA, based on the guidance provided.
