Question: Genral PTO members /verses budget

Once the board has voted and agreed upon a budget item, do you NEED approval from the general PTO members, with ever decision?

Asked by Anonymous

Answers:

Community Advice

mum24kids writes:
No, that's why there are officers and committee chairs.

Community Advice

Parttimeparli writes:
I'd disagree. The membership votes on how every penny is spent. It's done when the membership votes on the budget and every amendment to the budget as the school year progresses and the needs of the organization change during the fiscal year.The board only has control of the treasury if the bylaws stipulate it.

Community Advice

mum24kids writes:
I think what she's asking is what happens after the budget is passed, so that's what I based my answer on. For example, if the membership votes on the budget, and included in the budget there's a line item for "movie night," does the membership have to vote on every little decision associated with it, such as what movie to show, what night to show it on, etc.

Community Advice

mum24kids writes:
To clarify on the budget being passed--yes, the membership has to approve the budget as a whole. Perhaps the assumption I made that that was already done was incorrect.

Community Advice

jazzie1973 writes:
Yes, the budget was set... we agreed what to spend/give to 4 areas. PTO area having the largest budget to cover things and events we are putting n this year. I took that to the general meeting already and there was no issues... my question is when the PTO is buying things for events and or supplies for school related things, do we need to have a general meeting for each item. That would be very time consuming and I am not even sure we could get enough parents at each meeting.

Advice from PTO Today

Craig writes:
No, you don't need a general meeting for each expenditure. You would spend based on the existing budget. Four budget items probably isn't enough, though.

Say you decided to hold a Family Science Night that wasn't included in your initial budget. At a general meeting you would approve a certain amount of money to be spent on that night -- say $300. The committee would then make the decisions on how that money is spent -- supplies, refreshments, creating a flier, etc. You don't need a general meeting to approve each little expenditure.

If you know at the beginning of the year that you want to hold a Family Science Night, you include that in your general budget. Then the money is approved when your budget is approved, thus you don't need any other votes unless the amount allotted turns out not to be enough. You would create an initial budget based on your anticipated activities (and income) for the year, then adjust it only as needed throughout the year.

Community Advice

jazzie1973 writes:
Okay thanks. We did a general PTO budget to cover the things that PTO is planning this year. We did not break it down for each event. Let me note that the previous 3 years that I have been part but not the president there was no budget at all. In fact they did not want anyone to be aware of how much money was in the PTO account at all. Not even other officers. I am attempting to be transparent and explained that our finances and receipts are always available for the PTO members to see.

We do not have our own EIN or tax ID we are under the schools. What does that really mean as far as how we run?

Advice from PTO Today

Craig writes:
It might not mean anything on a day-to-day basis. It really depends on the principal and the school rules. If they take a hands-off attitude toward your group, then you can just operate as if you were independent. Many groups do operate that way. On the other hand, we've seen situations where the principal wants to appoint the officers, and even where the school takes money from the PTO account to use for purposes not approved by the PTO. If your group is independent, with bylaws and its own bank account, you have more leverage in situations like that.

Also, let me say congratulations for your hard work on creating a budget and trying to build in transparency. It's not easy to make changes like that, and usually those kinds of changes comes one step at a time. Best wishes as you continue to move your group in such a positive direction.