Overworked - nothing that is purchased should be for the benefit of a couple of kids. If it is being bought w/ the PTO funds then in my personal opinion and our policy, the entire classroom or grade level has to benefit.

The only thing that I would consider to be different would be if someone's house burnt and the PTO was purchasing clothing, school supplies, etc. It would have to be an extreme issue for the PTO to spend $100.00 on 1-5 children w/ no just cause.

We don't know the specifics of why the money was spent on these chidlren. But I would have a strict policy in place for the teachers to submit written request for items before PTO meetings, vote on them and then buy or veto the motion....

We give each teacher $100.00 in their teacher account each year so that they can buy certain items. We also purchase all the ink cartridges for the school. We dontate $1000.00 to the library and $500.00 to the gym. IF the teachers say that they do not need this money, then we just keep it in our account. Maybe this could be a way to make it fair to all teachers and maybe some would think that the PTO is ONLY going to give them $100.00. You might want to think about it.

If you want a copy of our budget email me at This email address is being protected from spambots. You need JavaScript enabled to view it.
-Brandy

I guess I never realized what bad shape we are in, until things happen to make you look twice at something.

Does anyone have guidlines that I could take a look at? My email is This email address is being protected from spambots. You need JavaScript enabled to view it.
Currently, the teachers make requests and the principal signs off on them, it then comes to the exec. board to "investigate" if there are other funds out there, what was used in the past, etc. If all of that checks out, it then goes to a vote at the general meeting. There are a couple of issues with this:

The first is that we do have a healthy bank balance, the parents / staff in attendance (never more than 10, including the exec board, and we have over 850 families between all three schools) hear the balance and vote to approve EVERYTHING without much discussion. It could be a request involving 5 students that cost a few hundred dollars, it doesnt matter to them, they think the money is there, why not?

The other problem is that we get some teachers that are constantly making requests and others that just dont. They would rather spend money out of their own pocket, then request something but other teachers have the mind set that the PTO has a good balance, why not, because it gets in front of the 5 people at the meeting and gets approved.

I am not opposed to change and do not worry about making someone mad if it is for the good of the students. I am just trying to put a good and fair system in place but I don't really know where to start. Any ideas would really be helpful.

Thanks (sorry this is so long, I could go on all day)

I would suggest not only guidelines (very important when dealing with 3 schools and sets of adminstrators as you describe), but also a budget.

In general, our group votes and approves a budget for the next school year in June. The Treasurer is not allowed to write a check unless she knows what budget item the reimbursment is for, that there is enough in that budget to cover the check, and the proper paperwork is in place (an invoice or a reimbursement form with receipts).

In general, the Chairperson is responsbible for the budget and the Treas. (and Exec Bd) have oversight. If a Chair person exceed their budget, they need to come to the PTO and get a vote approved to transfer additional money into their budget. In a pinch, the Exec Bd can take that vote and report to the PTO at the next meeting.

Any change will be painful for some people at least until they get used to it. In order for that to happen you have to be tough and follow the rules - no exceptions at least until expectations are back under control.

Good luck!

I think you are right, we need to develop some policies and procedures. This past year is when the reimbursements started over numbering the requests and we need to put an end to that.

Our principals do sign off on each request. Since we are dealing with three different buildings, whatever one the request is coming from, that principal signs off and then it comes to us for discussion and a vote at our regular meetings.

We tried to give each teacher a set amount last year and do away with the individual requests, however when we met with the principals, they felt that the PTO parents raised the money they should have a vote on each request, which we are not opposed to, if we come up with some solid guidelines.

Thanks for the thoughts.

I think you're on the right track with trying to develop a solid policy. This will help everyone involved.

I agree with you that it's awfully presumptuous for anyone to spend first and ask for funds second. It's easy to evolve into that if solid procedures aren't in place.

By-laws, specifically, might not be the best place for this since their function is more of a Rules of Order kind of thing. Maybe consider drafting a Policies and Procedures document instead. They're less formal than by-laws, won't need voting to change and can be frequently adapted to meet the changing needs of the community. They can be implemented in conjunction with the by-laws but act as a seperate document.

I'd say start by forming a Policies and Procedures committee. Meet with your officers, the principal and two or more lead teachers. Define the following:

Reimbursements
--What qualifies for consideration
--How to submit request

For example, every year following our Fall Fundraiser, a motion is made to allocate $100/teacher and $50/aide as reimburement for items purchased for the classroom. They must attached reciepts to a Reimbursement Request form and submit it to the Treasurer's mailbox. Checks are cut and distributed on fridays so no one has to wait very long for reimbursement.

Request for Funds
--What qualfies
--How to submit request

Teachers/Staff write a letter to the PTO requesting a specific dollar amount for a specific purchase. If it falls into an existing fund category, we can decide to distribute from that account. If not, a motion needs to be approved for the amount/item. Some send their request through the principal and some directly to the PTO President. All know that we meet once a month and new items are reviewed at that time. In this regard, we don't have a solid policy in place for who can request funds and how but it's never been a problem. I've read other posts on this board that recommend all requests be presented through the principal and I agree that it's the best way. The principal sees the big pictures, knows what's fair and balanced, will know if other funds (such as grant money) might be available instead and, finally, can submit the request to the PTO if it's deemed necessary.

You asked specifically for sample wording. My group's by-laws have no such wording so I can't help in that regard.

Our PTO oversees 3 schools within our district, otherwise known as "attendance centers". (about 1200 students and 55 teachers) Teachers that are requesting funds for a particular item fills out a request form and submits it for our next scheduled meeting.
There are two problems we run into:

The first is these are turning more and more into reimbursements instead of requests and we feel that the members of the PTO should have the right to vote on how / what the money is spent on before it happens.

The second is we feel our purpose is to provide the extras and the fun stuff, not things the school board should be financially responsible for. I am looking for wording to put in by laws to cover these two items.

Any suggestions?