We have taken a similar approach to our meetings with our agenda. Several years back we went to the 4 meetings/year in hopes of beefing up the attendance. I don't see much of a difference but the executive board meets regularly and we are always sending out PTO updates via email with what is going on or if volunteers are needed. This seems to be working. Most of our parents are working and they don't want to go back out in the evening or have other commitments. We manage to always get our volunteers when needed. We try to take everyone's suggestions very seriously as we don't want people to get turned off.

Some of the ideas presented here are great! Love the focus on the volunteering as part of Home and School as well as finding out at the beginning of the year who is interested in various events.

We have found some succes in two ways with our meetings. First, they are limited to 1 hour (7PM-8PM). People like to have a beginning and an ending. It keeps the meeting focused. Meeting are 3 times a year-Fall, Winter, Spring. In the spring there is a display of student work, art work, younger grades sing, etc. followed by a short meeting. (On this night doors open at 6:30 so that parents can come early and review student work). This works for us since parents prefer to come out early for the meeting and be home a little after 8. (days can be so long for parents!!!so this is appreciated.)

New this year, we also started reviewing and approving our minutes from our prior meeting and our budget report at our executive meeting (President, Vice President, Secretary & Treasurer). We also meet a half hour early to get this done (great minds think alike Gerise!!) We are then able to focus on upcoming events and make important decisions about fundraisers and other important items on the agenda when the other members arrive. We also make certain that the minutes and reports are handed to all members once they arrive so they can review them at their convenience. We have found that we get more accomplished and have been able to plan for things much more in advance, which has made things run a little smoother!

Virginia,

We let anyone participate as if they were one of the board members. However, we do not allow new business except to indicate that they will be bringing it up at the meeting. We even might discuss it, but no decision is made until the main part of the meeting.

We go over minutes, treasurer's report in detail and the agenda for the meeting. That really helps us to be unified during the meeting (who wants to be a part of something where the leaders are sqabbling! ) Anyone is allowed to suggest something to be added to the agenda and then we decide where to introduce it.

Hope that helps. Let me know if I didn't answer your question.

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!

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!