My suggestion is to make sure that the principal knows your concern and that he or she make a note to the staff that they are to follow the chain of command and address the board with any requests. It would be helpful if you put together a list the prinicipal can share of the types of requests that you wish the staff and faculty to bring to you vs. the types of requests these volunteers can assume on their own. Clear communication--being proactive and coming forth with a solution in writing will go a long way torward support.
We have a few "hang around" parents at my childrens' small private school. They come in with their kids, and tend to still be there at pick up time. It's actually quite irritating to a lot of people because we're not quite sure what their purpose is---(other than they need to get a life). But to be honest, I suspect it's a power issue for them---both by being visible and a go to person, without having to put their neck on the line like an officer would, and by having inside knowledge as to the school gossip---which is another concern as well (in our situation...one in particular seems to be a bit too much in the know and not always using discretipn in what she shares).
It is also up to the school administration, for the benefit of the students, to put some barriers up in terms of how much and for what reasons parents may be present in school. If they are their to assist in a classroom, or lunch, or if they are there working on a specific project (fundraiser or something), that's one thing. They should be checking in with the office and stating their purpose and given appropriate ID. But if they're around simply to be around...the adminstration should invoke a no loitering rule.
If your PTO has by-laws, it would be a good idea to review them at your next meeting - with everyone so as not to single anyone out.
Coming from the other side, this is my first year on a PTO and about 1/3 of the active membership, which includes some new parents (like myself) and some who were members in previous years, is getting increasingly frustrated by our officers who dismiss all of our ideas out of hand and have no apparent interest in meeting the goals set in our by-laws.
Perhaps these new volunteers feel that if they do not do the work, no one will. Maybe in your case this is not the reality of the situation and you could diffuse the situation by talking to them. If it is the reality of the situation, it might help to evaluate why they are doing what they are doing and whether the root cause is the PTO itself.
I think I would handle this by explaining the rules and the guidelines that each memeber MUST abide by. There are bylaws in so that there is no chaos. I would also look for a project they could keep busy in- Maybe collect the boxtops and have them look into how many other distributers have the same such programs; or maybe put them in charge in finding your next Valentine day fundraser+ what are the possibilities, what are the costs involved, maybe if they are kept busy getting the who what and whys of putting on this type of event it will keep them busy.........It always seems there are endless questions and details to putting on a event/ Make sure they are clear that NOTHING is to be finalized without the entire board and committee's approval. ; Or maybe they could take on a event such as uniform swap- there is LOTS of planning involved with this.
I would make it crystal clear that NO decision gets made without the committee's approval~Afterall, each and every member has a interested in this organization and their voices should be heard!
It sounds like the school is reaching out for help and they are stepping up, but I can imagine how they could easily step out of bounds too. What type of things specifically are they making decisions on without board consent/approval?
Some would say you can't have exceptional work without enthusiasm, however, such enthusiasm needs to be focused and defined. Without such definition, it's chaotic. Volunteers may not be officers, but we all started somewhere. We all wanted to have a part, a say, and to some degree in control of something. As president or executive board member it's tough when you have to control a volunteer. Their intentions are usually in the right place, but they need to know what their job is and where it ends. It isn't enough to just tell everyone else not to ask them or not to direction from them, it would probably alienate them doing so anyway. They need to be advised that they cannot make decisions on their own accord, unless they were put in charge of something such as a fall festival committee and have to make decisions to the best of their abilities otherwise such festivals may take forever to put together. At the same time, lines need to be drawn. Such as making purchases for such an event should still be brought to the attention of the board prior to. If you want to keep your volunteers around and at the same time keep them on a short leash.....I would suggest putting them on a committee under a committee chairperson. This way they will still feel important, but will be taking more orders than giving them out.
I can relate (a little). We have a volunteer who is so opinionated that I go out of my way to discuss things with my officers only instead of bringing some things up in meetings. Between all her opinions and eye rolling, it's already old and annoying. And to top it off we have a new staff member who I can not stand. If she's an employee of the school next year I will give up my presidency just so I don't have to deal with her.
