Thank you everyone for your input. We did vote on this as a board and it is noted, also we sent letters home to the parents about where the money was going. The thing that gets me is the ONE or TWO individuals that are complaining about this threw all there stuff right in the trash can without even reading it. We asked at the general meeting if there were any questions about the budget b/c our treasurer was unable to attend the meeting and NO one had any questions. And we have had this on the budget for at least 2 meetings so far. We always ask if anyone has questions about the budget and or general concerns. And for those that have had questions (not about this) we answer them. But no one has brought this up until after the meeting. I am wondering if they are just trying to give us a hard time, the one was a board member from last year. I just am not sure on whether or not we should even bring it up?

Critter,

That is an excellent point and one that we are sensitive to.

A couple of years ago we got a late start on our giftwrap sale. The wrap didn't come in before we started a Thanksgiving cookie sale and we got a few complaints about it. We have been more sensitive to the issue and spread things out better ever since (or at least tried to).

The other thing we do is to make sure we publicize where the money raised is going. The Treasurer is required to project this out 2X a year and we mention it in larger settings too. Sometimes people are surprised by how much field trips are subsidized, or how much that laminating machine for the teachers cost, or how much we spend on programs that the kids are always charged up about. When people realize their children are getting tangible benefit from the PTO, they are a little less likely to think we are just always asking for a handout.

Consider this: if your board has the power to authorize additional unbudgeted fundraising projects, your PTO could drift into the "we're only about fundraising" perception. I've seen it in our PTO.

Well-meaning officers include a whole bunch of little fundraisers in the plans. "People don't have to participate if they don't want to" was the justification for planning all the projects. Sure, you don't have to send your kid in with bagel money every Friday, and you don't have to buy the holiday candles, and you don't have to volunteer to bake cookies for the monthly bake sale, and you don't have to purchase the entertainment book, and you don't have to enter the pumpkin raffle, etc. But all those little projects consume precious volunteer time and send a message the once again, the PTO is looking for money.

I guess I'd just be careful that your board isn't setting a precedent that could eventually jeopardize your PTO's reputation.

Originally posted by Phil Bernstein:
but I can tell you how my group handle these situations. Someone who proposes a new fundraiser either brings it to the board before it is discussed at a PTO meeting, or brings it up at a PTO meeting under New Business. If the PTO agrees it is a good idea it is voted on and approved. Part of the approval vote is where the money will go - not specifying a budget item means it goes to our General Fund.

Our board is authorized to act on behalf of the organization in between meetings. Although we would prefer to let the PTO vote, sometimes the board takes control and votes to authorize the fundraiser (for instance, if there is planning or expenditures that need to start before the next meeting). However, as part of the minutes at the next meeting the Recording Sec. includes any votes taken by the board so the membership knows what is going on and why. They can raise questions and vote to override the boards' decision then. No discussion/override means the PTO accepts the boards decision.

The important thing is that the votes are included in the minutes so they are publicly acknowledged.

This how we do ours plus now LAUSD (school district) Mandates all meeting agendas and minutes School committees and PTA be posted at school (bulletin boards), newsletters and webite (or as many as possible)

[ 02-08-2006, 06:32 PM: Message edited by: Shawn ]

Both Critter and jrzgirl have valid points. if a budget is voted on then the members should expect the budget it being followed (at least in spirit). But things change throughout the year and in this case, it was a new fundraiser that was not considered in the original budget.

I can't speak for what your PTO's charter says, Kwade, but I can tell you how my group handle these situations. Someone who proposes a new fundraiser either brings it to the board before it is discussed at a PTO meeting, or brings it up at a PTO meeting under New Business. If the PTO agrees it is a good idea it is voted on and approved. Part of the approval vote is where the money will go - not specifying a budget item means it goes to our General Fund.

Our board is authorized to act on behalf of the organization in between meetings. Although we would prefer to let the PTO vote, sometimes the board takes control and votes to authorize the fundraiser (for instance, if there is planning or expenditures that need to start before the next meeting). However, as part of the minutes at the next meeting the Recording Sec. includes any votes taken by the board so the membership knows what is going on and why. They can raise questions and vote to override the boards' decision then. No discussion/override means the PTO accepts the boards decision.

The important thing is that the votes are included in the minutes so they are publicly acknowledged.

I don't think it's a problem if this fundraiser is not a part of the budget. If you clearly stated that this money was going towards a specific purchase not included in the budget then the parents have a choice wether to support it or not.
Although I don't think I would have asked for a vote, I would have made an announcement before, during and after the fundraiser reminding the parents of the purpose of the fundraiser and that it was an extra expense not included in the general budget. I always try to cut the complainers off at the path by giving them all the info. they need up front and often. If someone does complain, it's probably someone who doesn't come to meetings (and then you can always suggest they show up!).

Hope this helps!