I have been lurking on these message boards for quite some time. I really need some advice. I have a passion for our PTO & want to do big things for our school, but I’m feeling extremely depleted right now & don’t know what to do.
I have had children in our school for six years so far. Last year I was asked (the day after nominations were to be in) by the Secretary of our PTO Board to run for a position. I told her yes, I would run. A week later, the Secretary told me that it was too late for me to run & that I would be too busy with the new Three for Me program that I had volunteered to start by their request. I would think that I should be the one to determine if I would be too busy considering that I had given 110% to everything that I had done for the PTO, but I let it go. At the last meeting when elections were to take place, there was no election/no vote. Only one person running for each & nothing was said. In fact, I don’t recall there ever being a vote of any kind for anything as long as I’ve been going to meetings. I did not want to raise a stink so just let everything go in hopes that next year would bring great things.
At the first meeting this year we had an agenda which was only partially followed because they were in such a hurry to finish. The Superintendent gave a presentation on controversial budget issues of the school board and then there was a bullying seminar afterwards. In my opinion, they should have had so much to go over at that meeting (goals, plans for the year, etc.) They didn’t even introduce themselves! I would think they could have exercised some kind of control over ALL of that happening at the first meeting. Maybe asked the Principal if one of those things could be pushed to another night.
We have had a bike fund of $1500 and a playground fund of $12K displayed on our treasurer’s report for at LEAST 3 years now. No activity, no discussion. One of the members asked, “What is the bike fund?†The Treasurer’s response was, “I don’t know, I just inherited it.†Again, it’s been on the books for at least 3 years and this is the Treasurer’s 2nd year in office! If my accountant said that I would not feel too comfortable about them handling my finances. After that comment everything just started eating at me so I asked for a copy of the bylaws. After 2 weeks & 2 requests I received them. This is after being asked why I wanted them by the Secretary & being told by the President that she didn’t think it was that important because I didn’t state why I wanted them. Our bylaws are very obsolete to say the least. The officer job descriptions are so vague that basically anything goes. They do not cover the right of membership to vote or not to vote, amongst many other things.
So, another member & I asked for a meeting with the board. Unfortunately a lot of the conversing occurred in emails where you can not hear the tone in ones voice (my fault). But I am also not one to “tiptoe†so as not to hurt feelings. I have tried to keep it professional with no personal attacks although it was perceived that way. My opinion is that they volunteered for a board position, they are representing the membership, and that it is their responsibility to know how things operate & what the money is for. If they don’t know, who does? It needs to be run like a business.
My intent was never to bash them, it was to help them based on information I had found online through research. In preparation for this meeting I printed out a whole booklet of information (documentation on how to create a budget, how to set goals, bylaws from other PTO’s, RRO & Parliamentary guidelines, requirements for nonprofit status, articles from PTO Today re: making membership feel a part by letting them vote & seeking their opinions, folders for each event with evaluation/budget forms filled out by the committee heads, etc.) I realize that people are going to get defensive any time they feel that you’re telling them they’re not doing their job, but I am trying to help. I founded a non-profit organization & served in every position of an Executive Board over a 6 year period. I’m not pulling this stuff out of my rear end. Our board members are RE-active instead of PRO-active.
There is some discrepancy as to whether there was a vote at the last meeting for officers, but we’ll never know because there are no minutes from that meeting! The board does not inform coordinators how much, if anything they have budgeted for their particular event. They don't consult the current coordinators for budget needs and they expect some programs to run w/o any money at all. They'll find it when needed. I asked if there was a budget for Three for Me considering that they asked me to start it & the Treasurer told me as long as my expenses were within reason it was ok. Well, her idea & my idea of within reason were obviously two different things. They did not ask me my intentions although I discussed providing hot dogs, etc. at the Open House at a prior meeting and now have been told over & over that I went way over budget.
They said they do not have set goals and they do not find it necessary to rewrite the bylaws. They keep saying over & over that our PTO has made great strives in the past 6 years but can not come up with specific things. They speak of visions that they had & names that they put on programs, but have yet to show what they’ve done. And I really don’t think the new parents to our school care about 6 years ago. They only care about what we’re going to do for their children this year.
The past President from several years ago stated that we are a post-modern PTO & people should be free to do what they want. When coordinator of an event that’s fine although they should still be given basic guidelines (how to get reimbursed, tax id#) but if they are an officer they should not be free to do what they want. There has to be rules if nothing else but to protect our investments. Last years President stated that the finance stuff scares her, she doesn’t know how to set goals, she didn’t think we were allowed to earmark money from fundraisers for specific projects, and that RRO is just very confusing. The current President didn’t say anything. She looked like her face would explode at any moment & she just scribbled on a piece of paper the entire time.
I tried to tell them that they need to get their faces out there, talk to the teachers (I’m only one that went to Teachers meeting at beginning of year to discuss needs), talk to the parents. I did the Open House, without their help, to kick off the Three for Me program. I specifically asked if they would put up a PTO booth to introduce themselves & to show what the PTO does. The President told me that she didn’t think it was necessary as Three for Me is kind of what they are all about. When I told them that people do not even know who they are they replied that their names are in the newsletter, PTO web site, school web site, etc. If people don’t know them then it’s their own fault. Their names are out there but it’s nice to match a face with a name! When I brought up the fact that one of the teachers wouldn’t have had to ask if she had money available for supplies on Family Reading Night if they told her how much was budgeted for her event, they said she knew how to get a hold of them if she had questions. But she asked ME. There is a total lack of communication all the way around! The board members are so busy coordinating our events that they are not taking care of the business aspects of the PTO at all. When I asked what the benefit of being a member is, the VP responded that you get the satisfaction of doing something for your school. Sorry but parents can do for the school w/o belonging to the PTO. We have to give the members a say. They have been called a clique in the past & adamantly deny it, but these kinds of things create that & they don’t see it. Apparently the school conducted a survey & the results were published in the school handbook. It states that parents want more info. on what is going on/agenda on what will be discussed at meetings & a way for parents to volunteer to help at school w/o going into classroom & disrupting the class. If that’s not a slap in the face I don’t know what is!
I have spoken to a handful of members that came in all gung-ho, ready to help out, but quickly got aggravated & threw their hands up. They say they’re not doing anything more for the PTO but won’t speak up. The PTO just thinks that I am creating turmoil and that I’m the only one with the problem and that everything is working just fine. I realize I could wait out the year & run for a position next year, but that’s a whole year wasted when we could be accomplishing big things for our school!
They all have said that they know that my intentions are good. But they have not been open to constructive criticism. I mean really, what can it hurt to show up at an event & introduce yourself? Or make an effort to call the coordinator to find out if they need something? And most definitely set goals. If they set a good leadership example & get organized all the rest will fall into place. When the parents know the goals they are working toward, their efforts might be greater. And when they can see the accomplishments, they might actually be proud to belong to our PTO. I'm hoping to get an outsiders view on these issues.
Even though the board states they understand your intentions are good they most likely, and secretly, feel your energy as an attack on ‘the way things have always been’ as well as their abilities. Making vast sweeping changes in this situation is most likely not going to happen which I feel you are experiencing – very small steps work better.