In giving old paperwork and having discussions, answering questions with those filling my slot (chair) I've simply said, "Here is what I've done but ultimately, do what works best for you" and they've been appreciative of that. I'm handing over all the info I have collected over time but in going through the processes of things/events, etc. I've only said, here is the basic outline to follow, goal to attain and how you decide to get those things done is up to you. So far, they've thought that is great and already have some new ideas on all sorts of things.

I know I was handed very little when I became chair and spent more time looking for info than actually getting things done the first several months. And, what I was given I was told, "This is what you should do because this is how it's always been done." Well, all I could think was, put a little faith in me!

lisa_ziggy: I definitely feel your pain. We are lucky to have 5 people at our meetings and 4 of them are board members. One of our board members is also a 4th grade teacher, and if it weren't for her, we wouldn't have had a treasurer for years. I am the PTO President, and its always me and the PTO VP and PTO Secretary who do all of the work. We even have 150 more new students this year due to school closings. We were sure that we would have plenty of volunteers this year, but we were wrong. The 3 of us are so burned out. We are all thinking about stepping down for the upcoming school year, but we know we won't find anyone who truly cares to run the PTO. It's almost election time, and I can guarantee that we will only receive 1 or 2 nomination forms back from our parents. What happened to the good old days when PTO meetings were jammed pack with caring parents? Just remember that you are not alone.

You're right about that fine line. One of the major benefits of bringing new people onto the board is the energy and fresh ideas they bring with them. We don't want to dampen their spirits by expecting them to do things the same old way.

I've been at both extremes. One sub-committee I led had perfect notes from the previous three years. The schedule and contact information was invaluable. Another committee had nothing, and I mean nothing, for us to follow. We literally had to start from scratch.

Somewhere in the middle would probably be fine. A basic outline of the schedule, some contact info and budget numbers go a long way towards helping the new folks piece things together but leaves plenty of room for them to use their own imagination

It's been a very fine line between providing information and lessons learned from the past with giving new chairs the freedom to be creative and "own" the events. Some chairs take an event and run with it, others really struggle and don't ask for help. Most years, we're lucky to have 4 members to run for the board. Volunteers are limited, but are there for the small committments, but not the "chief" planning ones. Most events just get documents on how to, just treasurer expenses.

Well, the only two ways I know to create an easier transition is to have binders to pass on and mentors who are willing to hang around and oversee the new team. It sounds like you've tried very hard to encourage your team to do both of those things with little success. I'm curious to hear how they can come into the position and see how hard it is to work with nothing only to move on and leave the new folks with nothing too.

Are they overworked and so burnt out by the end of their events and/or terms that it's just too much to make sure their folders are in order? What is the volunteer level like at your school? If the leaders are also the ones doing all of the work then I can see why they're burnt out and, like you mention, "done" when their turn is over.

Perhaps more effort can be placed on increasing involvement so that it isn't too much work for any one person?

Of course you can't make your volunteer leaders update the folders but maybe you can find out why they don't want to and then find a way to make them want to....

Our school struggles to have active & involved parents. Every year there is an election for the new PTO board, some people serve for more than one year, but generally when officers are done, they're done. The new board has a hard learning curve. I've tried for my 2 1/2 years to make event planning and flyer binders to hand down. Chairs of major events (carnival, 5th grade banquet, etc.) will use old, handed down binders of information, but are typically unwilling to update binders. None of the current board is running for next year. How do you pass along information so that each new board or chair does not have to start from scratch??? p.s. typically the teacher reps are so non - involved that they don't know any details.