When we wrote our bylaws, we specified that all meeting minutes would be available to the public at general meetings. Because we have low turnout at our general meetings a lot of what we do is decided by a group of seven or less. We make out minutes available just in case there is someone interested in either checking up on us or concerned about a specific issue.
If the person requesting the information has a personal agenda for doing so, you might find that in providing them with information you can recruit them to take the energy directed at you into working with, not against, your group.
We provide minutes of every meeting our PTO has. We don't distiguish between Board and General meetings-it's too hard to get people to come to one meeting ,let alone two. If we need to discuss something in private like personnel matters, we go into executive session after the meeting. I think if you don't provide minutes and let all of the parents come to the meetings, you're asking for trouble and for people to think you're hiding something-and of course you're not-who would take on a job like this just to keep something hidden???
Our PTO general meetings immediately follow our monthly Board meetings. Often, these meetings are cancelled due to lack of turn out. However, we have had a few people (example - when 1 showed up for the general meeting)ask for a copy of minutes from the board meeting. As a new PTO, I want to be very open but careful in setting precedents. Are we required to send out minutes from Board meetings? If not, would you recommend a synopsis of the meeting to be made available in the event(s) when General Meetings are cancelled?
