25 Pierce parents and administrators attended the PTO’s second evening meeting of the school year. The PTO Co-Chairs outlined the major areas of PTO activities—communications, outreach, family events, field trip subsidies, classroom supplies and support for academic enrichment. A detailed listing of PTO activities and sponsorships, along with accomplishments to date, was also disseminated. The Co-Chairs described the current PTO leadership structure—its terms, executive committee positions and teacher representation. They also presented the PTO’s current by-laws (required by law and drafted at the time the PTO became a 501 (c ) 3 nonprofit organization in 2002). The PTO will be proposing changes to its current operations to ensure compliance with the by-laws, as well as in some instances making updates to the by-laws to reflect current practice. PTO members were asked for their opinions on the use of elections, member approval or appointments of the PTO executive committee; as well as input on the current terms (3 years) and number of executive committee representatives (currently 3 co-chairs, a treasurer and one teacher representative). Feedback from all parents, teachers and Pierce staff is welcome.

Next steps:

• The Executive Committee will review by-laws and propose changes for PTO membership approval in April.
• All of the documents distributed at the meeting will be posted (see bylaws here, detailed listing of functions and accomplishments here.)
• The PTO will advertise “Pierce Gives Time” to increase volunteerism with the PTO.

Ideas generated
Operations

• Host an annual meeting at which the slate of the executive committee is presented and approved.
• Continue to advertise the co-chair opening (post job description, criteria for candidates and set deadline for nominations)
• Reactivate a nominating committee
• Consider hiring a part-time PTO employee

Volunteerism

• Target the numbers of volunteers we need and track our progress against that (ie we need 5 and only have 3)
• Publicize the average time commitment requested and achieved per family (ie Pierce Gives Time)
• Recruit managers not just volunteers to staff events. Recruit “a pair” (do this with a buddy)
• Keep but tweak volunteerism by grade. Should a group of parents stay with the same event for a few years? Or should we create grade cohorts so groups of grades staff a series of events (so volunteers can sample what they like and interact with other grades).
• Use current volunteers and active parents to recruit other volunteers (those present were asked to be ambassadors)
• Create representatives from lower, middle and upper grade groups to be part of executive committee.
• Use a Google doc when recruiting volunteers so you can click and sign up right away for a specific task, event, etc.
• Continue to cultivate room parents as feeder of information, volunteers, and “captains”
• Include PTO information at K registration

Events and Fundraising

• Initiate “suggested donation” even for free events
• Host a dance for the younger grades
• Host a PTO volunteer fair early in the year
• Encourage more grade or class specific parent events (organized by room parents)
• Pierce Pride Day (wear your Pierce wear)
• School store