I wanted to share something new we're doing this year in our meetings. Of course, if your by-laws don't allow you to make this change, some of our ideas may not work for you.

First of all, when I became prez 2 years ago, our meeting format was setup according to Roberts Rules of Orders with Minutes, Treasurer's report, Prez report, VP report, Principal report and then new business, with motions and yays and nays.

I found this wasn't suiting our needs for 2 reasons: 1. it didn't allow our agenda to focus on what was most important so that we didn't waste anyone's time and 2. the original purpose of Roberts Rules was to help people feel comfortable in meetings, but I find it has the opposite effect today because most people are scared of doing something wrong (don't you find that too?).

So, this year we made the following changes:
1. The board (prez, vp, secretary, treasurer and principal) meet 30 minutes early (at 6pm). We go over in detail the minutes from the last meeting, the treasurer's report and the agenda for that night. ANYONE is welcome to join us for this part of the meeting.
2. At 6:30 (or 30 minutes after the start of the first part of the meeting) everyone else arrives. They are given an agenda and can sign up to get a copy of the minutes and/or treasurer's report if they like.
3. We start the meeting with a Welcome and review of our Vision/Purpose: To build a strong community of parents, teachers and staff to make (our school) the best school in (our district), (our city), (our state), the United States and the World! (We like to inspire big! )
4. We have introductions with usually a positive ice-breaker question -- the first meeting of the year it was: What do you like best about (our school)?
5. We review any changes/issues that came up in the pre-meetings' minutes.
6. The treasurer gives a brief overview of where we are financially.
7. Then we cover: 30 day look back and 60 day Outlook.
The 30 day look back is a chance to thank everyone for any events we had, record in our minutes the details for a particular event: a) what worked really well and b) what we want to remember to do differently next yer.
The 60 day Outlook is where we hammer out any details for any of this month's events and make sure we are where we want to be in planning/prep'ing for any future events.
8. Then we take any other business and close with a heartfelt thank you!

When we have to make a decision, usually I make the motion that represents the general feeling, ask for a second, and then ask for yays. Then I ask in as open a tone as possible "Does anyone have any reservations?" I don't people not to share a real concern for fear of not being a "team player." If someone would share a strong objection and were subsequently voted against, I would absolutely make sure I spoke with that person one-on-one to keep them involved.

This has allowed us to keep our "general" meetings to 1 hour or less. Gives everyone a more friendly feeling -- building relationships. Shows an appreciation for their time. AND we keep VERY open that nothing is being done in secret -- ANYONE can come for our earlier meetings and ANYONE can have copies of the minutes and full treasurers report. I always, always let everyone know that they can voice any opposing view points.

I also strongly believe that high attendance is not as important as participation in events and fundraisers. Many people simply do not care to be involved in the deciding side of things, but are more than happy to be there to set-up, clean-up, bake, donate, sort fundraiser items, work at booths, etc. That's fine with me -- fewer people mean quicker decisions with less distractions!

Finally we don't mind a blurry line between PTO sponsored events and school sponsored events. Taking "sides" just makes people not want to be a part of it all.

I know I'm sharing a lot of different ideas here, but hopefully you can find one or more that will work for you! Have fun!

Fabulous idea! I get very annoyed that I am at PTO meetings where people are just going over old business. Seems like a waste of time and the attendees are just sitting there listening to the pres. Very little interaction. Your outline here is a great idea. I will see if I can get my PTO to make a change!

Thanks for the ideas. Perhaps we can implement these at one of our future meetings. I really think the officer meeting prior to the meeting is a great idea, as it gives us the chance to square things away before the general membership meeting.
The way you ask for reservations regarding a topic is also a great tool to use. Too many times, there is someone that doesn't agree or want to vote in favor of something and does just because the rest of the group does. It will definately help people feel like they are in the loop!
Thanks for sharing,
Angela July
VP Humke Elementary Involved Parent Org.

That sounds great, but I want to know how we can get parents to even show up!!!! We started out strong, then we are lucky if our board shows up. I am Prez and I have been there at every meeting. We are actually thinking of meeting during the day with the Principal, then email everything out, then if something of importance is needed we will have a meeting.

I think you're fresh approach to pto meetings is wonderful! Sometimes groups keep things the same because "that's the way they've always been". I'm wondering if in your board meeting portion of the evening - where everyone is welcome - do you allow everyone to participate? or are they just there for informational purposes?
thanks much!

Kimberly,

We also experience LOTS of attendance at the first and second meetings. This is where we go all out with snacks, ice breaker questions, and sign up sheets for future volunteering opportunities. We also make sure that we appear open to suggestions from anyone and appreciative of their time.

We decided last year that attendance at meetings wasn't as important as volunteering for things. Many people don't care to be part of the planning/deciding process. So early in the year we sent out a form for folks to fill out and indicate which events throughout the year they may be able to help with. I also made note of anyone available during the day.

One key thing with this is to make sure that you actually follow up and call these people even if you are in big need of help. If you don't, the form will become meaningless to them.

However, we also have asked the grade levels at our school (we're a K-8) to send one representative to each meeting. Great way to get teacher input. (Our middle school teachers only have to send one between the 6, 7, 8 grade teachers since there are only 4 altogether.)

Again, don't sweat the lack of attendance at meetings -- things can get decided much more quickly. I would say work on making volunteering a fun, useful, appreciated form of participation.

We often joke at our less-attended meetings that we could always start some sort of controversy and that would get us more attendance!