fitz,
When I first joined my present PTO, the "stuff the ballot box" method of bringing people to meetings was very common; particularly with the teachers who never participated any other time. They just wanted their pet project funded then they wouldn't be heard from again. After a couple years of this, I finally ran for VP and pushed for a process that any significant item had to be on the agenda for discussion. If someone brought something up at a meeting, it would be sent to a committee for investigation and a recommendation returned the next meeting. This allows impartial eyes to look things over without pressure to act immediately. This included unbudgeted funding requests from the staff. I thought it was unfair to bring something up and expect it to be voted that night. It was a less painful process after everyone was informed of how we planned to do business. That process is still in use five years later and it is one of the best things our board adopted.
We do the same as katnip above does. We have a sign in sheet at our meeting. We (our recording secretary)have a list of all families and have the families who are dues paying families highlighted. They are eligible to vote on how we spend our money and what grants we will provide, if any are on the agenda at that particular meeting. It works for us and we have had no problems since I have been an officer (last 5 years).
We pass around a sheet at every meeting and ask people to sign in. We've never had any issue with that and if people knew that's what allowed them to vote on issues then they'd make sure their name was on it!
I really like the idea of asking that they be in good standing before they can vote.
You make a valid inquiry. I believe many of our groups probably have the same issue.
However, before you institute any of those ideas, you may want to answer some questions:
Who will track meeting attendance and verify voting eligibly?
Will those names be available before the meeting starts so each person is aware of their status?
Our PTO has a By Law that only Board Members may vote. Unfortunately, I don't believe it's really been followed. Only one or two people have even seen ours. I am in the process of trying to get the Officers to get a committee together and deal with lots of issues. But you need to pick and choose priorities - so they can get done!!!
I wish you well with whatever you all decide! For those out there with a working system - Let us know!!!!
I like that idea of people actually having to come to the meetings and be involved! It seems fair enough to me. Now I want to amend our bylaws to that policy! Right now our bylaws state that they have to be a "member in good standing" (since we have no dues it basically means be enrolled) for 2 weeks before they can vote on day to day issues, and 60 days to vote for board elections. (Keeping track of the attendence could be a pain though). If you can, amend your bylaws!
Our bylaws state that all dues paying members are allowed to vote. All families are members,per se, but voting rights come with the $5.00 membership fee per family. Also, if you are a dues paying family, we offer a family night just for dues paying families. The dues thing is a way of showing support for all we do. When we hold our membership drive (Sept- Nov) we offer an incentive to the class with the highest percentage of membership (dues members)of a lunch party. We have been doing this for years and it works for us!
