This is the 2nd yr we are a PTO. In June when the new officers were sworn in - I had a very informal meeting at my home and had the outgoing Officers explain their Officer Procedure book and the role their position played in the Organization. I had asked each Officer to compose a Booklet and give all information pertaining to the position at that time.Its important for the transition to go smoothly and the incoming ladies to feel as if they understand what is expected of the position. I purchased from our local stationery store 2 mini plastic hanging file boxes. In it I have all Officer,committees,newsletters,flyers,catalogs,letterheadetc. in its own file.In June when I step down from Prez I think the brave woman who comes in after me will have more information than she will ever need.The last prez of the PTA gave me a marble composition book and wished me well.
Look for a significant upgrade to our site by this summer (or certainly in time for back-to-school). We've got the wheels in motion, and we love the ideas.
I think having some downloadable documents is a great idea.
I think keeping the notebooks is great and what we should all strive for, but I'd also like to see some pretty generic information available, as there will likely be a need for it.
I don't have much that would help, but I'd be willing to work on some "virtual collaboration". I do have a document that we created at the beginning of the year that lists the "Role of the PTO". Actually, I keep meaning to have it made into a poster. It's great for setting the scope. We used it at the first meeting and the principal was thrilled because it really cut down on false expectations. It's set up as a comparison chart with columns for what the PTO DOES and what the PTO does NOT do. I'll share it if anyone wants it. (Email me.)
I alsowondered if perhaps PTO Today couldn't eventually have a "Best Practices" area where actual documents could be posted (Tim??) I know there are some space and document management issues associated with trying that, but it's an idea.
Our current PTO Board Members are required to keep a notes/copies of flyers/minutes on their respective positions. Our secretary keeps permanant records of minutes for reference. As PTO President, I keep a notebook (which after 3yrs now weighs 15 pounds)of everything. I keep agendas, calandars, contact names and phone numbers, all by-laws (old and new)you get the idea. When the new Board comes in, we meet all together and pass the info to the next in line. I know it sounds like alot of work, but you need to start somewhere.
Very good question. When I took over from V-P to President there was no transition, sharing of information nothing. I felt that I have been reventing the wheel for the last 2 years. We are now becoming very organized and working on By-laws, etc. It would be nice to have some kind of workshop for the old to have to pass on to the new. Hope some one can help. Good Luck to you MicheleC
While I realize the board pretty much changes year to year, I was wondering if anyone does a workshop between outgoing board members and in coming board members? In particular, to acclimate each other to annual projects and expectations of 1. Families 2. School administration etc., Also, what were the "lessons learned" and the delicate balance of how to uphold traditions of the PTO while brining in new blood and new ideas.
I was wondering if anyone had workshop components they would be willing to share with the rest of us.
