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!
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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!
