Our PTO budget includes three accounts that the are at the Principal's discretion: "Educational Materials", "Building Extras", and "Principal's Discretionary". We keep them separate, with unique titles and specific budget amounts ($1000 each) so the PTO has some control over the use of our money. But we don't formally approve individual expenditures from those accounts. Ususally, the principal will report on what he wants to buy, but we, the parents don't debate the merits of the purchase.
By approving our annual budget, the PTO members are saying to the principal that we trust he will spend this money as necessary, on things that generally fit our descriptions. For example, if the social worker wants videos on bullying, we don't approve the request. We direct her to talk to the principal to see if he wants to spend some Educational Materials money on them. This way the PTO is not in the middle of these decisions. Plus, by having a budget cap, the principal knows at the start of the year what the PTO is offering and we avoid huge vague requests. Note that we also have separate budgets for assemblies, teacher reimbursements, and more specific accounts. The nice thing about the first 3 accounts I mentioned is that the principal has some discretion but we retain control.
In our school the principal has NEVER asked us for a dime. She does her own fundraisers to raise money for assemblies and other things. We the PTO are seperate from her and we raise funds for the teachers and the students. With our money we buy jump ropes, balls, books for the kids for read across america, and other things. The principal doesn't ask us for a dime.
Not sure if you're a private or public school. We are a private school and fundraise for any extra curricular things we do in the school, but the majority of our monies go back to the school for expenses, keeping tuition costs low, etc. We give the Principal $5,000-$7,000 per month for expenses, teachers salaries, utilities, etc. extra items needed, etc. She asks for the money when she needs it and we give it to her.
In our organization all fund expenditures are voted by the Board (or as part of the annual budget at a general meeting). When I first became active, and then later President, things were very informal - no processes at all.
But everything was run with the best of intentions by well meaning parents and a great principal. Even so, it took a bit of work on all our parts to formalize things.
Our principal has an "activity account" over which he had total discretion. He could order additional supplies, help pay for field trips, okay extra teacher training, etc. When I first joined (in good years when we had lots of fund) sometimes the principal would ask for funds to be transferred to the Activity Account when things were running low.
No one minded - we knew the funds would be well used. But we as a group wanted to pay for specific items and be able to claim specific benefits. And the Principal came to accept that. So rather than just ask for money "for the activity fund", he would explain "we need to pay for $1000 of specialized training this month which is going to benefit the school. We'd like the PTO to help with that." We felt better about agreeing to fund something concrete, and he still got what he needed.
It was just a matter of coming to an understanding.
Hi Our principal usually comes to our first meeting with $$ requests for the year... She asks for funds for fieldtrips, assemblies, etc.
But we never give her [img]tongue.gif[/img] a check for no reason to the general fund. This may have been the way your group has done things for years so explain to the principal that now you are in charge and things will be voted on at a general meeting not just expected or handed over!!
Definately look into those by-laws. Our states that an executive descion should be made, but for that much money I think it should be took before the general members to approve. That's just my opinion.
