P&C meetings exist to discuss issues and make decisions on behalf of the association. Most decisions are straightforward, but it’s important that they are made in line with your constitution so they are clear, valid and accepted by members. 

This resource explains how decision-making and voting usually work in P&C meetings, and when different processes apply. 

From discussion to decision 

Most decisions follow a simple pathway: 

• an agenda item is discussed 
• a motion is proposed by a member 
• the motion is seconded by another member 

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

What is a motion? 

A motion is a formal way of proposing a decision for the meeting to consider. 

In simple terms, a motion: 

• clearly states what is being decided 
• allows the meeting to discuss and agree (or not agree) on that decision 
• creates a clear record of what the P&C has resolved to do 

Motions help turn discussion into clear outcomes. 

How motions are used 

Most motions: 

• arise from an agenda item 
• are proposed by one member 
• are seconded by another member 

Depending on your constitution and the type of decision, the motion may be carried without a vote or may require a vote. 

Examples of common motions 

Some examples of motions you might see at a P&C meeting include: 

• “That the P&C approve spending $1,500 on new sports equipment.” 
• “That the minutes of the previous meeting be accepted as a true and accurate record.” 
• “That the P&C hold a fundraising event in Term 2.” 
• “That the association adopt the proposed changes to the constitution.” 

Good motions are clear, specific and easy to understand. 

Why clear motions matter 

Clear motions: 

• make it obvious what decision is being made 
• help members understand what they are agreeing to 
• make meeting minutes easier to record accurately 
• reduce confusion or disagreement later 

If a motion is unclear, it is appropriate to ask for it to be clarified before proceeding. 

When a vote is required 

Not all decisions require a vote, but some do. Whether a vote is required depends on: 

• the type of decision being made, and 
• what your constitution says. 

Votes are commonly required for: 

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

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

Voting methods 

Your constitution will set out: 

• who is eligible to vote 
• whether voting is by show of hands, secret ballot or another method 
• any thresholds that apply (for example, simple majority or special resolution). 

Meetings should always follow the voting method set out in the constitution. 

Special resolutions 

Some decisions require a special resolution, which is a higher threshold than an ordinary decision. 

• Special resolutions are commonly required for: 
• changing the constitution 
• decisions specified in the rules as requiring a special resolution. 
• Special resolutions usually require: 
• advance notice that the motion will be considered as a special resolution, and 
• a higher level of support (for example, three-quarters of votes cast). 

Always check your constitution before proceeding. 

Recording decisions 

All decisions, including the outcome of votes, should be clearly recorded in the meeting minutes. 

Good minutes record: 

• the wording of the motion 
• whether it was carried or not 
• the outcome of any vote 

This helps avoid confusion later and provides a clear record of how decisions were made. 

If there is uncertainty 

If there is uncertainty about: 

• whether a vote is required 
• how voting should be conducted 
• who is eligible to vote 

it is appropriate to pause the meeting and check the constitution before proceeding. 

Taking time to get the process right helps protect the association and supports fair decision-making. 

How ACT Parents can help 

ACT Parents can help P&Cs: 

• understand how their constitution applies to decision-making 
• work through questions about voting processes 
• identify when specialist advice may be needed 

We can’t provide legal advice, but we can help you make sense of the rules and avoid common pitfalls. 

Related resources 

• P&C meetings and decisions 
• Meeting procedures 
• Secret ballots 
• Understanding your P&C constitution 

Need a hand? We’re here to help.