PresidentJim;145624 wrote: I totally agree with you...
With an event where there is a chair, but no committee, the chair can come up with ideas, but should present them to the committee before a final decision is made. What should have happened, IMO, is that she should have brought up the change and explained why she felt it was needed, then the President should have prompted the rest of the committee as to if there are any adverse ideas regarding the change. If not, then I guess it would be accepted and the chair would go on. But the monthly meeting seems the appropriate time to have discussed any possible changes.
With an event where there is a chair, but no committee, the chair can come up with ideas, but should present them to the committee before a final decision is made. What should have happened, IMO, is that she should have brought up the change and explained why she felt it was needed, then the President should have prompted the rest of the committee as to if there are any adverse ideas regarding the change. If not, then I guess it would be accepted and the chair would go on. But the monthly meeting seems the appropriate time to have discussed any possible changes.
PresidentJim;145593 wrote: Sometimes a group's Bylaws may indicate what the responsibilities of an event chair are. If not then I would say that usually event chairs that are running a committee should be having committee meetings. Something of this nature should be discussed at these committee meetings and a decision by that committee would be needed. From there this change should be informed via committee meeting minutes, which the PTO President should be Cc'd, even if not on the committee. Next it would be something that should be brought up at the regular PTO meetings. If someone has an issue with the change that would be the proper time to discuss it. If your group does not meet regularly then I would recommend that the entire active committee be included on the event committee minutes.
Hope this helps,
PresidentJim
We do meet montly. We have only have one or two coordinators, not a commite. The coordinators do come to the meetings during their planning time to report how things are going. Where they are in the planning stages. This new coordinator decided to change a lot of what has gone on in the past. Never running it by the members. There were a few parents who we not happy. The coordinator is very abrupt and thoe few parents who didn't like the changes, didn't feel comfortable or actually afraid to voice their opnion. I just felt that these changes should have been disscused before she TOLD the members this was the way it is!
Our committee's send a rep to the board meeting to keep the board informed.
Last year the person who volunteered for movie night thought it was ok to decide that hauling the popcorn machine from the middle school and popping 300+ bags of popcorn was too much work and she was going to buy chips instead.
We vetoed that idea quickly.
That incident made it clear that we needed to communicate better with our committee chairs. This year we made a form that says "Movie night" and has all the responsibilities of the chair and her committee. Things that they get to decide are in one section, date, movie, secondary snack. Items that aren't set in stone in another; get popcorn machine and pop popcorn, get movie license, fill out building use forms, etc.
We're making the forms out as people volunteer for positions. This way there is no miscommunication. They know what's expected when they accept the post.
Sometimes a group's Bylaws may indicate what the responsibilities of an event chair are. If not then I would say that usually event chairs that are running a committee should be having committee meetings. Something of this nature should be discussed at these committee meetings and a decision by that committee would be needed. From there this change should be informed via committee meeting minutes, which the PTO President should be Cc'd, even if not on the committee. Next it would be something that should be brought up at the regular PTO meetings. If someone has an issue with the change that would be the proper time to discuss it. If your group does not meet regularly then I would recommend that the entire active committee be included on the event committee minutes.
