Online AGM FAQs

It's AGM season but not as we've ever known it. We round up what you may or may not be able to do in order to comply with the guidelines

Can we postpone our PTA's AGM?

Yes, you may postpone your AGM this year beyond the 15 months usually allowed. Your committee must agree that it cannot hold the AGM because of Covid guidelines and you must record the decision in your meeting minutes.

Can we hold our AGM online and what rules apply?

If your constitution allows virtual or telephone meetings, you may hold your AGM using these methods.

What if our constitution says no virtual meetings or doesn't mention them at all?

You may still hold meetings online but the committee should make this decision prior to the AGM and record it carefully in the minutes.

Are there any advantages to holding a virtual AGM?

You may be able to get more people to join an online meeting as no travel is required and parents won't have to arrange childcare. Use the screen share facility to show the agenda at the start and the chair or treasurer's report as the meeting progresses.

What are the disadvantages?

Personal interaction plays a big part in our lives and online meetings don't allow for the development of relationships. It can be challenging to stay engaged in an online AGM as participants are more likely to be distracted by other things, such as looking at emails.

How can we vote?

Depending on that platform you're using, you may ask for a show of hands or request those eligible to vote do so in the chat box or comments.

Can we hold our AGM in the school?

Speak with the school. It may be possible but they may have difficulties with cleaning or may not be allowing any external meetings on the premises at the moment.

Where can we hold the AGM if we want a face-to-face meeting?

You may hold your meeting face-to-face with more than six people as work meetings (including the voluntary sector) are exempt. Your meeting will still need to be Covid secure. Check whether or not members feel comfortable with a face-to-face meeting before making a decision. You could hire a venue with Covid-secure measures in place and do your own risk assessment or hold your AGM outside in a park or on a village green.

Do we still have to give notice as before?

Yes, all other AGM rules still apply such as giving notice as set out in your constitution.

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.