Hi, we have an executive board that meets once a month that is comprised of the Pres, vp, secretary, treas, and other committe heads,as well as the Chairman from the individual schools (elemen, other elemen, intermed., middle, high). Then each individual school has a monthly meeting. All are welcome at both types of meetings, but the exec. doesn't get anyone else.
Our particualr school gets a decent membership appearance at the monthly, but we're trying to make people more involved. The typical response would be "why come to a meeting, not like you have a say in anything. I'll just get my info. from the newsletter." And they're right. Why go to a meeting where they are just telling you what's going on, and things are already planned out.
We've also tried following Robert's Rules to the T for anything new being brought to the table, that way there is a controlled discussion and rules make people more confortable if they know what to expect and how to act. Also, to avoid conflicts when voting we do a ballot vote on anything that might be a little controversial.
Hope this may help someone, I've spent a lot of time reading these boards and experimenting in meetings to make people more comfortable with speaking up and participating.
Check your by-laws. It should state your voting procedure. Usually, a parent is a member of the pto & has a vote at the general meetings (approving the budget, nominating/voting officers...) But it is the board who votes on everything else. Parents can voice their opinion at the g.m. but to speak at a board meeting, they must be on the agenda. My pto is small so its just us officers, principal, 2 teachers, & maybe 1 or 2 parents so we don't hold exec. meetings. If we were larger, we would have to.
Could I get some input as to who votes... We have 1300 middle school kids (public, in-town location), and 2 magnet programs. We have 2 General meetings per year and Board meetings are monthly but are comprised of 26 people - each grade, and magnet program are represented, as well as parents from each grade/program. Very few parents show up who are not on the Board. If the parents vote at the 2 meetings per year on budget, nominations, etc., do they just voice their opinions at the Board meetings when they show up? Over 80 parents regularly volunteer at events, but noone whows up for the 2 general meetings. Thoughts?
We hold EB meetings monthly, our committee chairs are invited to come (never do). It gives us a chance to discuss problems, exchange ideas and often vent.If something is brought up that needs to be voted on we save it for the General Meeting. Then we hope someone besides the 4 of us and our principle will show up.
If you are doing the majority of PTO 'business' at the exec meetings rather than general meetings, your exec board is too powerful or too involved, or too something. Exec meetings are vital. But officers can allow them to replace the membership/parents if not careful. With volunteer organizations, it is a fine line to walk between the 'leaders' and the 'followers'. Conducting PTO business during an executive planning meeting makes membership obsolete, and will drain any enthusiasm from the parent-base. Planning, dealing with volunteer issues, establishing committees, crisis intervention, and proposed expenditures are appropriate topics during EB. Action voting is not.
