Our bylaws permit the President to approve items up to 250; the PTO Board to approve items up to $500, and anything over that has to have the approval of the general membership.
We adopt a detailed budget in the fall that covers all of our planned activities for the year. For example, the Hospitality Committe's budget line item will include the spring Donuts for Dads as well as the fall's Muffins with Moms. The budget often includes items (under a category we call Administrative Requests)that come from the principal. We will include these in the budget, with the caveat that actually spending these monies is dependent on the success of the fall giftwrap fundraiser. Since we have the results of our fundraiser in late September, it allows our principal to order these items as soon as we have the fundraiser figures - otherwise we end up approving them in December, which can be late.
Then in January, when we see where we are cash-flow wise, we will make a large portion of the remaining giftwrap fundraiser profits available to fund teacher requests. They turn in written request forms, we give them guidelines as to how much (this year 200 per teacher or up to 400 for an item being shared at a grade level). We have a disbursements committee headed up by the Asst. Treasurer to review these requests and bring the final result to the Board for approval first, then approval by the general membership, since the totals are usually in the 12,000 range.
This was my first year as President also. While we did not do a budget last summer, we have tried to be very conservative in spending. Past years the group was not and we wanted to try to corral it a little. (We are bound to a monthly payment of $230 for the school copier for the next 2 years and that eats a huge chunk of our money. So to be sure we have the money for that we have cut back on some of the spending. We don't want to add more fundraisers if possible - We already do 5 in the year)
We also revised the Constitution (which got passed lasst night) to say that the PTL President can okay expenditures up to $100. Anything from 100 to 250 must go thru the Executive board and can be approved by them. Over 250 must be presented to the general membership for vote.
I also started a request form this year to help track payouts. Teachers, staff, or anyone who wants money from the PTL is asked to fill this out in advance and get the principal's approval before it is presented to the PTL board.
Y'all are fabulous. This is just what I'm looking for. I'm going to print out everything you've told me. Our group has been waaaayy too loosey-goosey on money issues for too long.
Thanks so much!
Shelly
We adopt a very detailed, balanced budget at the start of the school year. That way, we start the year knowing - and agreeing -- on what we'll spend our money on. Not the say there isn't some room for interpretation, but we keep boundaries on how our money is spent. For example, we allocate $800 to a budget called "Educational Materials". That category could be many things, but it can't exceed $800. We let our principal make spending decisions for our discretionary categories like Ed. Matls and Building Extras. We never address a request from a teacher directly. Too political, too hard for a parent to say what is best for the staff. If a teacher wants the PTO to fund something, s/he goes to the principal who decides if he wants to take the $ from our discretionary categories. We let the principal -- the teachers' boss-- make those decisions.
By setting the budget limit and a general description on our discretionary categories, we retain control. By letting the principal decide the specific expenditures, we avoid conflict, and "on the fly" spending votes.
If we have a surplus from our fundraising, we have unallocated $$ to spend. This is the only time our PTO members vote on individual spending decisions throughout the year.
Even if your budget consists of 3 or 4 categories, you should strongly consider adopting a budget. I really believe having some even general spending guidelines will reduce stress.
So is it safe to say that some PTOs out there have guidlines and bi-laws? I would appreciate a copy of any guidelines and bi-laws that you have that address the Teachers role in making spending decisions.
PTO Fund Request Guidelines
For When Funds are Available
1. Teachers of Dist xxx at xxx Middle School may request funds from the PTO.
2. Requested funds must directly benefit the educational needs of the students of xxx Middle School.
3. Requests must be in writing.
4. Teachers requesting funds must state their specific request, how it will be used and how it benefits the students.
5. Written requests must be delivered into the PTO mailbox at xxx no later than the 15th of any given month August through April.
6. All requests will be acknowledged within one week.
a. If the request is not within PTO guidelines (see #2 above), notification will be made and no further action will be taken.
b. If the request is being considered, notification will be made to attend the next Executive Board Meeting at 7:15pm to present request.
c. If approved by the Executive Board, requestor must present request at the general meeting following the Executive Board Meeting and answer any questions.
d. Vote by members will be taken.
Hope this helps. We devised this for the reasons mentioned. It helps when we are considering requests. It backs our decisions without having to explain or back pedal.
Also, if an item comes up at a meeting that is not on the agenda we can listen to it as New Business and then table it for the next meeting so that the officers can go over the request/problem and determine what to do. This keeps our meetings short and to the point.
