Ms. Lucas,

Volunteer turnover is a challenge for many schools. In order not to have to "start from scratch" year after year, have the organizers of each event keep track of their activities in a notebook or binder. The notebook is left at the school to be passed on to the next person in charge. I suggest having each board member do this as well. For example, I arranged for refreshments to be served at our winter program last year. In a notebook or file I wrote down what was served, when I began making arrangements and who, if anyone, I contacted. That file is in the committee room at the school. The next person to make arrangements at least has a "starting place". We do the same thing for our fundraisers. The volunteers who follow you will be very grateful for your efforts and it will help to minimize the effect of volunteer turnover.

Good luck.

I have some forms if you would like to look at them. I have volunteer apps, treasurer forms, bylaws, and donation letters. Email me at This email address is being protected from spambots. You need JavaScript enabled to view it.

Hi Dawn,

I too, am in the same position as you. Fortunately (or not), I am an internet junkie and have found a lot of useful information online. I've also had 5 years of volunteering at our school already, so have been exposed to a lot of it already. I just came across a book called The Complete Idiot's Guide To Robert's Rules of Order and have ordered it. A lot of PTA's, PTO's, HSA's, HSC's, etc. govern themselves by Robert's Rules of Order. However, they are difficult, if not boring, to pour over and learn. I haven't received my book yet, but the reviews of same are very good and I'm sure that will help me run the meetings more efficiently. I've also found a great website called Survival Tips on Robert's Rules of Order at www.roberts-rules.com. It's a great site for understanding the parliamentary process. Robert's Rules has the different positions and their responsibilities outlined, but you can search the internet for pta's (I've found the best results with that rather than hsa's or hsc's, etc.) and pour over the different by-laws and officer responsibilities that are posted. It will take you awhile, but it's worth it to get the product that you like. You can also check out our new website at www.jackson.mhu.k12.ca.us/ Under the Home and School Club link, we have several documents posted, including the board descriptions. We are still "tweaking" our website and have some corrections and additions to make, but we're off to a good start. Good luck!

I am a newly elected,PTO Board Secretary. We are a small military school. Parent participation is very low and there is minimal communication between the board and the teaching staff. The former board has either moved {a common with military installation schools} or they are offering no assistance at all. The only returning board member is our 03-04 Vice-President,whom we elected as President for 04-05. She is our only board member with PTO exsperience, however our former President did not include the rest of the board in day to day decisions, leaving us to start from scratch.
Our new board is faced with the challenge of establishing a membership of more than 5.
Having a system that is adaptable to the turnover rate of the military.
Defining roles and tasks of officers.
Rewriting our board by-laws to adapt easily to the high turn-over rate of officers.
If you have any advice...please send it. We are literally starting from scratch. Please send ANY info. even if you assume we know it. Thank you.
you can email it to me at This email address is being protected from spambots. You need JavaScript enabled to view it.
THANKS A WHOLE BUNCH IN ADVANCE! This email address is being protected from spambots. You need JavaScript enabled to view it. :confused: