Meetings

There are generally three types of meetings: General Association Meetings, Executive Board Meetings, and Committee Meetings. General membership meetings are held at least twice each school year. Executive Board meetings are held monthly. See below for meeting schedules and guidelines.

New ideas are always welcome. See the New Business Procedures to learn how to bring recommendations forward.

General Association Meetings

This is the general meeting for all members. Speakers may be scheduled, and there is a social time with possible refreshments. Voting actions by the membership at large may occur at these meetings. Each meeting is limited to one hour, and the business time at this meeting will be extremely restricted. Any new business will likely be deferred to the Executive Board Meeting.

General Association Meeting Schedule 2011/2012

Location: Chaboya Middle School

General Association Meeting Format/Guidelines

• Meetings are generally planned to occur just prior to the start of a PTSA or School hosted event. The Association meeting will be 15-30 minutes followed by the event. If the business portion takes longer than 10-15 minutes, there may be adjournment of that portion of the meeting and a continuation announced. (Bylaws: Article VII, Section 1).
  • Business – 10-15 Min. (materials for consideration published before meeting and members prepared)
  • Q & A
  • Event or Speaker
• Meetings may be added, deleted or changed with advance public notice.

Executive Board Meetings

This meeting is generally for the Executive Board regarding business details of the organization and usually occurs monthly. Voting at these meetings is limited to members of the Executive Board. Only Executive Board members may vote at these meetings. However, any PTSA member may attend. (Bylaws Article VIII)

Executive Board Meeting Schedule 2011/2012

Location: Chaboya Middle School Conference Room

Executive Board Meeting Format/Guidelines

• By default, these meetings are monthly unless changed by the board. (Bylaws: Article VIII, Section 5)
• Each officer to give an extremely brief report (if needed). Additional time can be scheduled with the president prior to the meeting.
• It is desired to keep meetings brief. Board members strive to research/understand issues and exchange any appropriate information with all other board members prior to the meeting.
• There is a specific scheduled time on the meeting agenda during which members can address the board, such as to bring up new issues or request action. Members are also encouraged to bring issues to any board members before the meeting agenda is finalized.

Committee Meetings

Various committees may exist for specific activities. Meetings are scheduled as needed by the committee chair. It is possible that the committee need only communicate via email and phone.

New Business Procedures

If you have ideas or new business, it is recommended that you attend an Executive Board Meeting. All members are welcome as this is the preferred venue for PTSA business. The best recommendation is to contact the president to place the item on the agenda prior to the Executive Board meeting. Items can be brought up at the General Association Meeting as well.