P&C meetings are where members come together to share information, discuss issues and make decisions on behalf of the association. When meetings are run well, they support transparency, confidence and trust within the school community. 

This resource explains, at a high level, how P&C meetings are used and how decisions are typically made. The specific rules for your P&C are set out in your constitution. 

Why meetings matter 

Meetings are the formal mechanism through which a P&C: 

• considers issues affecting the school community 
• makes decisions about activities, priorities and spending 
• elects office bearers 
• fulfils its governance obligations 

Decisions made at properly run meetings give the P&C authority to act. Following agreed processes helps ensure decisions are fair, defensible and accepted by members. 

Using an agenda 

P&C meetings are run using an agenda. The agenda: 

• sets out what will be discussed 
• helps members prepare 
• keeps discussion focused and orderly 

Discussion generally follows the agenda item by item. If new issues arise that are not on the agenda, they can be noted for a future meeting so members have time to consider them properly. 

Managing discussion 

Discussion at meetings is intended to support informed decision-making. 

In practice: 

• discussion relates to the agenda item being considered 
• members have a reasonable opportunity to contribute 
• the meeting moves on once discussion is complete 

Managing discussion helps ensure meetings are productive and that decisions are not rushed or dominated by a small number of voices. 

How decisions are usually made 

Most decisions follow a simple process: 

• an agenda item is discussed 
• a member proposes a motion (a clear statement of what is being decided) 
• another member seconds the motion 

Depending on your constitution and the nature of the decision, this may be sufficient for the motion to be carried. 

When a vote is required 

Some decisions require, or may involve, a vote. This depends on your constitution and the type of decision being made. 

Common examples include: 

• elections, particularly where there is more than one nomination 
• changes to the objects or rules of the constitution 
• other matters where the constitution requires a vote or special resolution 

In some cases, a member may request a vote in line with the constitution. 

Voting and ballots 

The way votes are conducted is set out in your constitution. This may include: 

• voting by show of hands 
• voting by secret ballot in certain circumstances 

The outcome of decisions, including votes, should always be clearly recorded in the minutes. 

If there is uncertainty about the correct process, it is appropriate to pause and check the constitution before proceeding. 

The role of the constitution 

Your constitution is the authority on: 

• who can vote 
• how decisions are made 
• when special resolutions are required 
• what processes must be followed 

Following the constitution helps protect the association and reduces the risk of decisions being questioned or challenged later. 

Related resources 

For more detail, you may also want to read: 

• Meeting procedures 
• Voting and decision-making 
• Chairing P&C meetings well 
• Secret ballots: when and how 
• Understanding your P&C constitution 

Need a hand? ACT Parents can help you think through meeting processes, understand your constitution, and support confident decision-making.