Thank you for your help. The president is a close friend and it's her first year in this position. Even though we have both been involved with PTO for several years, there are so many new things to learn. It always looked so easy for the last president. Your help and expertise is greatly appreciated.

The PTO is not a governmental body subject to rigorous Open Meeting requirements that tend to include public disclosure of everything . Like ExOfficer, I personally believe it was not a meeting that needs to be documented for the whole group.

If the meeting was merely to discuss a managerial issue and not an official Executive Board Meeting then I don't see a reason to 'officially' record it. It's common for officers to confer on specific issues, whether it be in person, over the phone, via email, whatever. These routine conversations are not recorded for public record.

If Executive Board Meetings aren't common for your group (it doesn't sound like they are) and the president called a meeting to discuss one specific issue, a decision was made and the work is now continuing I say just move on.

A major portion of the officer's job is to help committee chairmen do their jobs. It sounds like you had a chairman who needed some guidance and that guidance was provided. I don't see any reason to make that public knowledge.

This meeting was on how to handle a specific situation regarding a committee chair. No one else really knows of this meeting and they are wondering if it is necessary to inform the rest of the PTO board that this issue was discussed. If it's not necessary, then I'm sure this will not be discussed. They just want to make sure they are not breaking any rules by conducting this meeting in private. If minutes of the meeting are necessary then do they need to be accepted by just those in the private meeting or by the entire PTO board. The pres was not receiving the information she felt was necessary regarding fundraising, so as a group of the officers they were trying to enforce that they needed this info. It was an issue that was being addressed privately. I have done research on RRO and a Q & A forum without much success. If you have specific knowledge of where this is located, that would be helpful. The pres has also looked through her copy of RRO with no luck.

At our Executive Board meetings, we generally type and make copies to have at the next meeting in order for everyone to have a copy. Whether they were at the last meeting or not, they can take a copy and get caught up the new/old business. Most parents greatly appreciate it.We also post on our PTA link on the school website.

We record minutes at all of our Executive Board meetings, but we don't read them at the general meeting. If anyone asked for a copy, we'd be happy to give one to them-no secrets.