PTO Today

Hi,
I am just wondering if anyone has some letter of inspiration that they may have sent out to their families. We are a school of 450 students and we have been averaging 6 parents and maybe 6 teacher's at our monthly meetings. Many times there are more teacher's. This is great but very sad that we have no families involved. Yes, many do their part in the classrooms etc but it is horrible that the same 6 people come to the meetings and run all the activities. They still want all the activities but no one will help. Can anyone offer any suggestions. Thanks so much!

We are having the same problem at our school, the events were being planned by the same people and the parents kept asking when these events were going to be held. We had plenty of people willing to criticize, but not wanting to participate. So this year, we decided that these events would not be held if no one new wanted to coordinate. We explained that we wouldn't have the attitude of "tell us when it is and where and we will be there" but that the PTO would give advice and connections that we have to book these events. Once the parents found out that they would not happen otherwise, we had a few new parents step up and plan these yearly events that their children look forward too. Good luck.

While I think PTO meetings are essential to the PTO, they are an informational tool we also have always had a low meeting turnout. Where our PTO really needs its help is at its events and activities where the parents are really needed.
Its kind of sad that we have so many parents to these kids and no one wants to step up to the plate.

Good Luck getting them to the meetings

__________________
Cindy

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"People have the right to be stupid, but some abuse the privelege."

I think this is at a lot of schools-- we too have a lot of the same parents planning and running the events with little help from our other parents--- not sure how to get across that we can't do these events without them-- I k now a lot more parents have younger children as well, but so do the parents that have stepped up--- I think we just have to keep informing them about the good that comes out of these events, and without their help, these might have to go away.... communication is a big key to getting this across without sounding critical or harsh... Good luck!

One year our PTO sent out an announcement saying if we didn't have X amount of volunteers by X date, our end-of-school Fun Day would be cancelled. It was also made clear to the students that this would happen and they were encouraged to ask their parents to help. We had almost 50 volunteers, the most we've ever had. Ever!

It's not fair putting the same burden on the same parents, even if they don't mind. At some point you have to take a stand so you don't lose the parents you DO have. Next year think about some soft of "Volunteer Incentive Program." Yes, it's sad you have to bribe parents to support their school, but on the other hand, you do what you have to do.

Try sending out a "heartfelt" letter, but one that also gets to the point. Let them know which activities will go away next year if more volunteers don't come forward. And then follow through. Also, let them know specifically what you need assistance with. Simply putting "we need volunteers for the dance" isn't as effective as "we need 2 parents to assist the photographer" or "we need 3 parents to man the buffet table," etc., and include how many hours of their time is needed.

Keep in mind also, that just because people don't come to the meetings doesn't mean you can't request (via communications) they coordinate and event. The "same 6 people" don't have to keep volunteering their services, nor should they be put in the position where they feel like if they don't do it, it won't get done.

Good luck!

Wow...i Am Not Feeling As Bad Seeing That Some Of You Are Having The Same Issues. Our School Just Finished Up A Spell A Thon And The Frustrating Part Was That We Have 15 Staff Members That Have Children In The School And Do You Know That only 4 Of Those Supported Their Child/school In The Fundraiser.......we Need More Teacher/staff Support!!!!! if You Have Any Ideas Please Let Me Know

Our PTO has had the same problem -- only a few parents (mostly board members) showing up at meetings and running everything. Although the parents who weren't involved share some of the blame, much of it had to do with the president, who didn't seem to want to allow anyone but her "inner circle" to do anything.

There was also virtually no communication with members (other than a notice of meetings on the district calendar and the sign board outside the school). Anyone who did not or could not attend meetings was completely out of the loop, and if they questioned anything or tried to raise new ideas, they were told, "Business is conducted at the meetings" -- in effect, members were punished for not attending. The meetings were horrible, too -- even with the small group (board members and two or three regular attendees), no one would welcome a newcomer or even introduce themselves, and there was no room on the agenda for members to raise questions, suggestions, ideas, etc.

Things have changed a bit, and this coming year we are expecting to have a whole new executive board, of which I will probably be a member (I am running unopposed, but you never know!). Here are some of the ideas I hope will change things for our organization (all learned from painful experience!):

1. Communicate with members! Ask for e-mail addresses (and permission to contact by e-mail) with the initial membership packet. Set up an e-mail list of all members (be sure to hide addresses when you send e-mails, just to ensure privacy). Send e-mails out announcing meetings -- with the agenda and previous minutes if available -- and send out a call for agenda items. Send out requests for volunteers whenever an event is coming up, too! Have a return e-mail address so people can respond. ANSWER ALL E-MAILS!

2. Set up a webpage that links into the school page. Post minutes, agendas, important dates, volunteer opportunities, interesting articles, links to local newspaper stories about students, etc. Be sure to maintain the page, and update it frequently! Have a "contact us" link to the e-mail address, and again, answer all e-mails!

3. Make members feel welcome at meetings! Greet them when they arrive. Find out what they can offer and what the organization can offer them. Have a place on the agenda for members to speak, and encourage them to share ideas about events and regular business. Have coffee, tea and cookies at the meetings!

I hope these changes help to increase our volunteer lists. I'm not so concerned about meetings -- I think people should come if they can, but they should not be punished by having no voice in their organization if they can't attend meetings.

I hope these ideas are useful to some of you, too. I will let you know how it goes. If you have ideas for me, I'd love to hear them.

I was/am having the same problem with my group. I was averaging about 5 people at a meeting and had a core group of about 6 people running all of the events and fundraisers. I also lost my treasurer mid-year and my secretary was stepping down at the end of this year and I was already serving without a VP! After sending this message, I had 40 people show up at my meeting AND many signed up to take on tasks for next year. I also heard that one parent, who was a room parent, made calls to her class to encourage them all to come, which helped a bunch. So, I don't think it was my message that was entirely responsible for getting folks to come to the meeting. I also told people that while I was pleased to have this great turnout, I would prefer to have 30-40 regular volunteers than the same number of people at all my meetings! Since my message of desperation, I have had lots of folks step up and have delegate many of the events and programs to them!

I have posted my letter in the File Exchange section of this site (which is awesome) you can find it here: http://www.ptotoday.com/filesharing?...etails&gid=301

We too have this problem. I put out a monthly newsletter and in the last one I put in there if we didn't have anyone to chair Market Day for the upcoming year we won't be doing it. I have been asking people for two years and since I couldn't get anyone I have been doing it myself. Don't you know it I had two people say they would chair it for the next year. Now, I hate guilting parents in to these things but I didn't have any choices. I just don't understand why parents don't want to help any more.

Have you ever considered calling people and asking them to participate, calling for volunteers, meetings, events?? This has increased our turnout by 80%, it really works. It is a lot of work, especially when you have 600+ student like we do, but get a few volunteers to help make the calls, create a script and go for it.