Thanks for jumping in - even though I do like control I have to agree with your ownership theory. I don't think of myself as a control freak, but I do feel like I need a check-in from time to time with my committee chairs - even if that check-in is a quick phone call just to say that everything is under control and going well. I don't think that this is too much to ask - if I could get a phone call about a month out and one week before the event I would be VERY satisfied, but no calls at all just sets off all my warning bells.

In other news, the IRS is scrutinizing our books....still. In the past there were problems with our group not filing their taxes - at all - for about 5-6 years. Last year it caught up with us and the last President "took care of everything...it was no big deal" - now we are back under the microscope because it seems we used our NET income instead of the required GROSS income. Nothing like digging through old finance reports and receipts to try and piece the puzzel together. Thankfully we have a great attorny that works for the school district that is helping us with the process. Biggest lesson yet - if the books aren't in order, then your group isn't in order and it will catch up with you sooner or later.

We are moving ahead with our holiday event plans. Our chair still wants no part in it since we asked if we needed to consider changes due to a history of poor attendance. After speaking to each board member about their desires and input, we have decided to make a huge change and try a Friday evening event instead of a Saturday morning breakfast. Last year's attendance was very poor and most memebrs thought that change was in order - the conversations were very insightful and supportive. It's amazing what people are willing to say one on one or in small groups - I guess the idea of voicing an opposing opinion in front of "old friends" is intimidating to some.

Thanks again for the input, learning from others sure beats repeating the same mistakes that others have already made for you!

Okay--I've just gotta jump in here. While I agree there is much business savy related to running a PTO, your group also needs to be a fun place that encourages participation because it is a neat/successful place to be. That means there has to be a certain "cheerfulness" to the aspects of your organization as well.
The best businesses are ones that encourage employee ownership and buy in. I watched in horror as our first year president let us all know how qualified she was, how smart she was, and how much she had on the ball as a very educated woman. Well, that's terrific but she immediately alienated all the ladies that liked to work the bake sale.
So I would suggest here that things have to be kept in perspective. Yes, I know everything that is going on in my PTO, but I do occassionally support decisions just because I know it is important to the committee chair...even if I'm not that enamored with the idea. Never things that would lead to failure mind you...but things I know will lead to ownership and confidence in the young lady (because in reality that is who we are dealing with) that may be taking on the biggest thing she's ever done. I say that with ABSOLUTELY no condecension...our PTO programs are routinely attended by 400-500 people and so when someone takes on something like that when their relative experience is small--I respect that and try to ensure they gain from it as well.
The most efficient leader in the world is alone on the battlefield if no one will follow him/her. So my thought would be to temper your approach in this game with the knowledge that while most folks like to be on a winning team, they LOVE to be on a winning team that makes them feel like the star player.

d

Thanks for the advice. My goal this year has been to run the PTO as much like a business as possible. My goals for the year are the following:

• Remind all board membes of our By-Laws and ensure they are being followed
• research our budget and ensure that it accurately reflects our actual expenditures - not just big ticket items and events, but day to day expenses such as paper, state non-profit registration fees, etc.
• come up with at least one main goal for the year - something we can work towards and accomplish this year
• establish one long term goal for the group - something that will take us 2-3 years to achieve because of its size and/or cost
• Increase membership - this is well underway. We have 100% membership from staff members for the first time in over 10 years! Parent membership is holding steady at historical levels
• Review all of our events and consider changing those that have seen a decline in attendance over the past couple of years. If people aren't coming it's probably worth finding out why.
• My biggest challenge - getting those who have been around for year to at least consider doing something different

Progress is being made and sometimes progress involves ruffling a few feathers. I don't want to run every committee, but a return phone call with a progress report would be nice. The cliques will always be there, but when I was electd last spring I received the unanamous vote of those present - including the cliques. Change comes hard to some - I will just have to pace myself and ensure that the changes I want to make are worthwhile and worth the fight. Change just for change benefits nobody, so I'll need to work to make each one count.

Thanks for the input and the support! The forums are a great source of information for those of us new to this role.

FlaKeys,

Let me ask you, do you have any close advisors on the board that support you, whether friends or not?

The reason I ask is that taking control is easier when you have the support of at least a handful. If you have a member who is the leader of a clique it may be very difficult to run your group effectively, especially if this person is very outspoken.

In regards to the few members not showing up, what does the Bylaws state?

Do you send out an agenda beore each meeting? If so, what you may want to do is put these members on the agenda. When their report comes up if they are not there then make a point of it. Have the Secretary put the absense, and thus no report, in the minutes. Then next month same thing. Sooner or later things will change, and hopefully others will realize the problem.

You may want to start looking to groom certain members for a board position. If you have supportive, active members ask them if they would be interested in running next year.

Here's some other things that might help...

- Do you have a Volunteer Coordinator? If so it is she that should be obtaining the volunteers for the events and not the event chairs themselves.

- Also you may want to try to change things up by appointing committees for things that are normally a single person. For example, this year I instituted a change and created an Enrichment Committee. I had one member who wanted to head it up, but by having a committee, that I am on as well, you can ensure that the word gets around, others no how and what is being done, and no one person has to take on too much.

As I always seem to do I agree with OneandOnly that you, as President, need to control your group and running it as a business is the way to go. I am always on top of everything that is going on. When I see possible issues I prevent them from happening before they become an issue. It's funny that sometimes I kind of disagree with the PTOtoday stance. For example Tim promotes leaders stepping back and letting the members do their job. I agree with that, but as President I feel that it is my job to ensure that everything goes as best as it can. For that to happen I need to be in the know. Sure my committee chair can make it happen, but I have to be in the know about everything and if my committee chair is not doing this then we end up having words.

So far I have not had many issues like this, and when I have I usually just offer a hand and get the info I need.

My best recommendation is to be strong and run your group like you feel you need to. others will either fall in line or be replaced.

Good luck,
presidentJim

Thanks for the encouraging words. I was pretty frustrated for a day or so, but like so many of you in these situations, I have gotten over it and moved on.

To quit as a committee chair just because someone asked questions and suggested change is nonsense. To walk away before the discssion takes place or a decision to change an even is made just doesn't make sense. I'm wondering if quitting was always on their mind. Hhhhmmm.

Thanks again for the encouragement.

I work full time and started attending PTO meetings to get to know other parents. Although I grew up there, I moved away for a few years and didn't know the new crowd in town. After years being a volunteer and chairing one committee, I was asked run for President.
Being a Project Manager during the day, the only way I could perform the job as President was to run it like I would a project at work. The PTO is like a business with budgets, staff, deadlines, etc. Although I reached out to check and see if all was going well with the Chairpersons and their committees, some took offense. They didn't like anyone butting in. No matter how many times I told people that I just need to know about the plans, budgets and potential issues ahead of time, it didn't happen unless I made the calls to them. Those that did not cooperate usually had shortage of volunteers at their event, they complained about the lack of funds and ended up with extra money they could have spent, goods &/or services were not of quality. So when the parents had something to say, I apologized, pointed them in the direction of the Chairperson to answer to them and made note of the issues at the PTO meeting.
We got a ton accomplished when we were in office and were able to make a ton of improvements to the school in addition to running the annual events with much success. It left me with more gray hairs and lack of sleep, but I am so proud of what we were able to do. And when the kids see me around town and stop to talk to me, I feel it was worth it. They made it worthwhile!

Hang in there and brush off most of it. Take it under consideration, but you can brush off most of it.