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This page is only for groups who are working with Louisiana PTA to start a new PTA.

Organizational Meeting Script

  1. Opening: Chair of Planning Committee. “Thank you everyone for attending the Organizational Meeting for the                                                                   Parent Teacher Association, or PTA (or PTSA). I am                                                    who will be acting as Chair for this meeting. We have                                                   serving as the temporary secretary to record the minutes. The purpose of this meeting is to 1) approve the Bylaws, 2) collect membership dues, and 3) elect the Executive Officers. We need at least 30 members for our first year. Could I have someone read the mission statement? The PTA Mission is to make every child’s potential a reality by engaging and empowering families and communities to advocate for all children. [Comment as desired to explain the purpose of PTA and the difference it makes. Introduce any administrators and Louisiana PTA members who are present.]

  2. Move to organize: “Our first order of business is to organize a new PTA unit. This is done by making a motion. Is there anyone who would make a motion to create a new PTA? (pause) Please state your name. [name] And do I have a second from anyone else, just raise your hand? (pause) Is there any discussion for or against this motion to create the [Name] PTA? (pause) We are now ready to vote. [Name] has moved for the [Name] PTA to be established. All those in favor, say ‘aye.’ (pause) Any opposed, say ‘no.’ (pause) The ayes have it, and the motion passed. Great! We have a new PTA!

  3. Bylaws: Now we will go through the Bylaws. The Bylaws are printed/posted/displayed for you to follow along. [The bylaws can be summarized, bringing attention to the sections that are customizable. Those present may discuss and contribute to how the Bylaws are customized.] Now that we have gone through the Bylaws, I need someone to make a motion to accept the proposed Bylaws. (pause) State your name. And do I have a second from anyone else by raising your hand? (pause) Is there any discussion for or against this motion? (pause) We are ready to vote. [Name] has moved to accept the proposed Bylaws. All those in favor, say ‘aye.’ (pause) Any opposed, say ‘no.’ (pause)  The ayes have it, and the motion passed. We have Bylaws!”

  4. Intermission for Dues Collection: We will now have a short intermission in which we will collect membership dues. Louisiana PTA requires a minimum of 30 members for a unit to charter in their first year (not just at this meeting). As the Bylaws state, our dues are [details] . Dues can be paid online at LAPTA.Givebacks.com or [details]. Please join our new PTA. We need your support! Only paid members may run for office and vote in the election which we will do next. We will pause our meeting at                 time and reconvene in a few minutes.                                                                                           LAPTA.Givebacks.com

  5. Reconvene: We will now reconvene our meeting at                 time. We have ______ paid members. Thank you for supporting our PTA! As a reminder, membership is always open throughout the year.

  6. Elections: Our next order of business is the nomination of officers and elections. Unless allowed by the school district, school employees may not be the President or Treasurer.

    • If you had a Nominating Committee: “The chair of the Nominating Committee will now read their report. The Nominating Committee recommends the following slate of officers:  For President, [________]. For Vice-President, [________]. For Treasurer, [_________]. For Secretary, [_______].

    • If you did not have a Nominating Committee: We will first get nominations for President. You can nominate yourself or someone else. If we have more than one person, we will give each person a couple of minutes to speak before we vote. Are there any nominations? After all nominations are made and each has spoken, hold the vote.

    1. For an Uncontested Election with only one nominee per position: “For President, [name] has been nominated. Are there further nominations from the floor for President? (pause) Hearing none, nominations are closed.” Repeat for Vice-President, Secretary, and Treasurer. “The Bylaws state a voice vote is acceptable when there is but one nominee for an office. As a reminder, only those people who submitted membership dues are eligible to vote. All those members in favor of the slate of officers as presented, say aye. (pause) All those members who are opposed, say nay. (pause) The ayes have it and the slate as presented is elected.  Congratulations.”

    2. For a Contested Election with more than one nominee for a position: “Only those people who submitted membership dues are eligible to vote. [Establish how the vote will take place: by raising hands, commenting in the on-line chat, etc.] The candidates for [position] are [name 1] and [name 2]. The chair counts the votes and announces the winner and asking if there is any disagreement with the outcome. [Name of winner], having received a majority of the votes cast, is elected. Congratulations.”

  7. Officer Installation: “Making every child’s potential a reality is an effort that no one should ignore or think unachievable, because we do collectively have influence. It’s represented in the talents and contributions of our members and all those who believe in our vision. As we prepare to install the elected officers of the [Name] PTA, let us remember the power of PTA expressed in our mission. We are a powerful voice for all children, a relevant resource for families and communities, and a strong advocate for the education and well-being of every child. To each of you, as you take your place in the leadership of your PTA, your commitment to the mission will ensure that the power of PTA continues. We celebrate new beginnings with the installation of the officers for the [Name] PTA. In appreciation of their willingness to serve, we recognize the newly elected officers who are [details]. On behalf of the Louisiana PTA Board of Directors, I accept your intention to serve faithfully and to the best of your ability and declare you duly installed officers of the [Name] PTA. 

  8. New Chair: “The newly elected President, [name], shall now take the chair and preside. I have a script for you.” The President takes the chair and says: "Thank you for electing me…. Add a personal note."

  9. Bank Account: "To open a bank account for the PTA, we need to appoint three or four authorized bank signers. The signers need to be an Officer. The principal may be included in some school districts although they may not write checks. (Discuss) Could someone make a motion to accept [details] as authorized bank signers. [Name] has made the motion. Is there a second? (pause) Is there any discussion for or against this motion? We will now vote. All those in favor, say ‘aye.’ Those opposed, say no. The ayes have it. Motion passed.

  10. Budget Committee: We need to create a Budget Committee of three people. The Budget Committee Chair will be the Treasurer. We need two more people to volunteer for the Budget Committee. (Ask for nominees.) Could someone make a motion for [name] as the treasurer, [name 2], and [name 3] to be on the Budget Committee. [Name] has made the motion. Is there a second? (pause) Is there any discussion for or against this motion? We will now vote. All those in favor, say ‘aye.’ Those opposed, say no. The ayes have it. Motion passed. Please share your contact info.

  11. Announcements:

    1. The first General Membership Meeting will be on [date] or will be announced soon.  We hope to see you all there! Thank you so much for your support!

    2. The PTA Executive Officers will complete the paperwork to fully establish the PTA, open a bank account, set up emails, and get training from Louisiana PTA. 

    3. Please send us your questions and suggestions for the PTA. (Share current contact info.)

    4. We’ll be adding committees and needing committee chairs to head it as we plan the work of the PTA.

    5. To become a member or sign up to volunteer, go to                                                     .Givebacks.com. It will be set up once the bank account is opened.

    6. Louisiana PTA offers new PTAs a $500 Start Up Grant which is issued after the PTA is fully set up and chartered with LAPTA and National PTA.

    7. Other

  12. Adjournment: The meeting is adjourned at [time].”

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After the Meeting, the officers need to do the following ASAP:

  1. Immediately register with LAPTA at LouisianaPTA.org/register. This is done annually.

  2. Email to President@LouisianaPTA.org the meeting minutes, election results with contact information, and the completed Bylaws.

  3. Visit LouisianaPTA.org/training to start training with LAPTA.

  4. Create an account at PTA.org. This is required for President. On the Sign-In page, click "Create New User Profile" and use your personal email. Notify LAPTA of the email used.

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