Please do not shout out statements like that at a meeting. That tactic is only used to intimidate, embarrass, degrade and frankly, it is very childlike. I do not think this needs to be discussed at all. If your bylaws show that this is indeed not an expenditure, then, do not approve it. Just because the previous group allowed it, does not mean you should. If the people submitting the receipts with "extras" listed, calmly tell them that their personal lattes and muffins are not allowed to be submitted. Case closed.
LUVMYKIDS;146387 wrote: If your group is a registered 501c3 non-profit organization, there are some IRS rules regarding funds being used to benefit members of the organization.
Having just gone through the 501c3 process, that's the tack I'd take.
Since you have the records for last year, you could just put together a spreadsheet or bar graph showing how much went to gifts versus the various programs, then have a friend in the audience shout out, "What? We spent more on birthday gifts than on library books??"
Then you can have a discussion about what the policy should be.
Your bylaws would be unique to your organization. Hopefully, you have some that will help you. If your group is a registered 501c3 non-profit organization, there are some IRS rules regarding funds being used to benefit members of the organization. Check into your standing there too.
The parents and teachers who have allowed this type of spending to occur should be ashamed of themselves. I'm sure that when your school's families participated in the fundraisers they intended that money to go to use in the school for the benefit of the children, not to buy someone a birthday gift!
Good for you for standing your ground and not giving in to letting this continue!! Remind those folks who want to continue this "program" how many books, computers, and other classroom supplies that money could buy. That sweater may keep one person warm, but the books will educate hundreds of children.
new Treasurer;146378 wrote: How do I get a hold of these by-laws? Is this something that each individual PTO writes up or is this universal?
Bylaws are the official rules by which your group has chosen to operate. They should have been written and voted upon when your group was created. Your bylaws will be unique to your organization although you'll see a lot of common language from set to set.
A lot of times when a group has been run as loosely as yours, it's also time to look at updating the bylaws and formalizing your group in other areas.
Start with your president and other officers. Hopefully, someone can find a copy.
In my opinion, our school spends on gifts too often as well!
Last year, I chaired an event, and following the other chairs guidelines, I provided small ($5-$10) gift cards to the janitors and support staff because of the extra work the dance created. (Frankly, this seemed reasonable because you should see the mess that 400+ people made, and the janitorial staff didn't get any extra pay for this event, even though the mess was way beyond a normal day.) Well, turns out my gifts were denied reimbursement by the organization because "I gave too good of detail about what I was spending the money on!" I was told that the organization didn't reimburse for gifts outside of the "sunshine fund" for teacher milestones. I was pretty steamed because I'd already given the gift cards, but ate the expense knowing at least I'd done a good deed for the staff.
Well, they fed me a total lie. Now, I am the Treasurer and am looking at last year's receipts....Turns out, I'm just not one of the "in" people for spending the funds. I've seen reimbursements for Evian water, pizzas, double lattes and muffins while shopping for gift cards (no identification of what these cards are). ARGHH! I have a meeting with the President on Friday about getting last year's records audited.....I'm getting push back every step of the way....No wonder....she was on the board last year. I don't think parents have any idea of what their funds are spent on. The more I ask, the more I get a bad feeling....We're going to need some serious controls, and I'm not going to be very popular!
