Nicely said, gals. Thanks for taking the time to help me out. We have met this week, and the meeting went well. Each one seems to get easier and run smoother. All three meetings have had at least one item on the agenda that I knew was a point of controversy, which is of course is when we get the side coversations. I like the idea of asking if someone has something to add, and will try that out the next time a group gets "chatty".
As for RRO, I only intend to use them modestly. I am thinking of putting together my own RRO cheat sheet, and teaching parents how to use it during the January meeting. For instance, my Secretary had the minutes available before this meeting. Of course I read them. She had mistakes that could get us into trouble, such as noting that the 2005 - 2006 budget was discussed but left out the fact that we had voted and approved the budget. Financial requests that we had voted on were missing, etc. I sat down with her and made changes that had to be done. I also copied a page out of the PTO Today magazine that summerized her job. We'll talk more about her needing to review the sign-in sheet to make sure that we have a quarum and other Secretary stuff before to the next meeting.
As for being positive, I am definately a "glass half full" kind of gal. I am very deliverate about positive PR. As a result, our PTO is growing which is why we need to start using RRO with a room full of people. I am not, however, "Spunky" or "Charismatic" like my friend Margart - everybody's favorite Niles Service League President. She was a fantastic President, and my role modle for this year. During her meetings, people were excited to be helping the children in our community. I can't put my finger on what she did to envoke that responce, so I'm wondering how other PTO Presidents inject enthusiam into their group. I tried using a President's Report this month, and that worked out surprisingly well. Among other things, I listed our PTO's accomplishments for October and handed out a homemade chocolate treat to each of our chairpersons. Everyone clapped. That's a start.
If people are having side conversations that are noticeably distracting, I'll interrupt and say, "Is there something you'd like to add?" That usually shuts them up.
You're right on when you recognize that some work needs to be done in committee, not in the context of a general PTO meeting. Committee work is usually what drags the typical 1 hour meeting into a 2 hour oblivion. No one wants to sit through a debate about the merits of Oriental Trading over the dollar store except the members of the carnival committee. Remind the committee chairs that they have the power to direct those decisions, and politely send the issue back to committee.
We use RRO but very modestly. If we need to vote on something, we make a "motion", state it clearly for the minutes, get a "second", open discussion and then take a vote. Straight RRO. But our agenda uses ordinary words, not RRO lingo. As Prez I'm lucky that our PTO has always used RRO, so it doesn't feel unnatural. It's a real lifesaver when you're debating large issues because it is the independent authority on how to manage debate. Maybe you could start with just one or two RRO concepts and get your memmbers comfortable. Maybe start with taking a motion and a second to approve the minutes, and adjourn the meeting. Also, minutes and agendas are RRO concepts.
Yes, you do have to be upbeat, even if it feels unnatural. After a while it will be automatic and it will rub off. One of my favorite sayings is "Nobody jumps on a sinking ship." If you are visibly worn down, make sassy remarks about other parents, or complain in public even if it's just to blow off steam, you're sinking your own PTO ship. Why would anyone want to get involved in a group that's sinking? You can really influence the perception of your group by putting on a good face, despite the internal pressures you might be feeling due to low participation or weak finances or difficult relationships. Which leads me to my other most favorite saying, "Perception is reality."
Simple. When getting off track & no one wants to listen....ADJOURN the meeting & say, well, let's meet next week (or table it until next meeting) since we aren't getting anywhere tonight. Also a timer might help. My agenda I have
1. call to order
2.minutes
3. treasurer's report
4. guests (that way they can speak & don't have to stay unless they want)
I usually have everyone sign in as they come in.
5. committee's reports
6.unfinished business
7.new business
8.teacher requests
9. principal's report
10.adjourn
This week I will hold my third PTO meeting. I'm trying to create a more workable agenda and a neighborly environment. Mine lists everything and fills the page.
Does anyone use a President's Report item? Is this where I can talk about finding our by-laws and all that? I also want to thank parents, and don't know if that should be on the agenda under Accomplishments or just talked about. And then there are updates, like what our popcorn sales will fund for the coming month(s). Little stuff, important stuff, but not stuff that we'll vote on.
I am also wondering about language. Does everyone use "stuffy" terms? I like "Welcome to our PTO meeting - Please Sign-In" instead of "Call to Order" - but does it mean the same thing? Is "Unfinished Business" a more welcoming term than "Old Business"? What other terms do you use?
And then there is Robert and his famous rules. NOBODY seems comfortable with them, but I want to use them. How do I make mom's more comfortable with the new, "wierd", language that I have brought to our PTO meetings. Does anyone have a one sheet explaination of terms? I'd like to laminate a page for each table that tells moms how to make a motion, what a quarum is, and what is happening when I table a motion. Even teachers, who are union employees, say "I don't know if this is the appropriate time to bring this up, but. . . "
And then there are these wonderful PTO articles I keep reading (back issues of the magazine in our filing cabinet). I'm suppose to be enthusiastic and upbeat. Not really me, but I'm trying. No one else is feelin' the love, so I feel kind of stupid. We have many new parents and many teachers that are required to be at the meeting. How do you get people excited about the PTO's accomplishments and parent's hard work?
Oh, and then I read that I'm suppose to be impartial and keep people on topic. O.k. So, what wording do you use to curb side conversations without being rude? Do people really say "Stay on point, please"? or "Jodie has the floor?" I see the need to keep control of the meeting, but I need wording that won't offend anyone. When stuff that should be discussed by the committee comes up I say "That sounds like a topic for your committee." And I'm sure that at some point I'll need to say "It sounds like this topic needs a committee - who would like to be involved?" But I haven't found a way to politely say: "Teachers! You don't tollerate 4 conversations going in your room while you're trying to teach, so pay me the same respect."
Thanks for listening. Any direction you can offer is appreciated.
