We handle this situation within our annual budget. We have several budgets preallocated with set amounts related to this question: "Educational Materials", "Building Extras", "Assemblies", "Principal's Discretionary Fund", and "Classroom Reimbursement". Each teacher gets a credit up to $90 for reimbursement for classroom expenses. The disbursement of the other budgets is up to the principal. The PTO Board/members do not know which need is greatest among the teachers, so we leave those decisions up to the principal. He makes the call, not us. Personally, I would be very uncomfortable debating the merits of one teacher's request over that of another teacher. The PTO retains control over our money because we set the general scope of each budget account, as well as the $$ allocated. The principal respects our definition of each budget category and the amount of each category.
We give our teachers $175.00 at the beginning of the school year and another $175.00 in the middle of the school year that we budget as "classroom extras". The teachers can spend it however they would like to spend the money. They turn in receipts by a set date. If they don't make the deadline, they do not get reimbursed. This helps with our budgeting. Our teachers aides are alos given $50.00 to spend. Two years ago we also added $150.00 in technology funds per teacher to use throughout the year. This has worked very well for us and the teachers appreciate it. To make it run smoothly, our treasurer sends out envelopes to the teachers reminding them of the turn in date and requesting them to send their receipts back in the envelope provided. Hope this helps.
First, our teachers are supposed to get the principal's approval regardng any requests to the PTO.
This is to ensure equity and that anything bought for the classrooms fits in with the overall plans of the school.
Secondly, our Board makes all funding PTO decisions. It's not too often that teachers make direct requests, but we usually know in advance when they are coming and what the proposal entails. Any requests are made at the appropriate time in the agenda and open discussion occurs then, but we've added an agenda item "Funding Decisions" for almost last on the agenda. It allows us to vote on all expenditures at the same time, in light of each other and our financial picture. (Usually the teacher leaves before this final discussion.)
WE have teachers comng to all of our meetings. They never ask for stuff or money. At every meeting they thank us for whatever programs and assemblies we provided for that month.
At the end of the year we ask them for a wish list. The teachers get together per grade and give us a list of items they would love to have. We try to keep it fair and give each grade level the same amount of money.
This year we offered each teacher up to $75 reimbusement with receipts. We budgeted $6,000 for this.
If there are additional funds available, teachers need to put their request in writing by the 15th of the month and put it in the PTO mailbox in the school office. The officers will discuss and decide if it should be presented at the Exec Meeting on the 1st Tues of the month. If yes, we contact the teacher to be at the Exec meeting to present request. If ok'd by Exec, then teacher presents at General meeting that follows the Exec meeting. The teacher answers any questions and a vote is taken.
No new business is taken at the meeting that is not on the agenda. Want something on the agenda? Request it in writing by the 15th of the month so we can get it on the agenda.
Our meetings run very smoothly. Less than 45 minutes.
We have guidelines for requests for funds. If there are 2 requests and we can only afford one, we will consider the teacher that has shown support for the PTO over the one who is never seen or heard from except when they want $$$.
We give our teachers a certain amt of money at the beginning of the year. Otherwise if its a small request then they fill out a form, drop it in our box and we talk it over at the next pto meeting. If its a large amt of money they normally come in person...their own decision, it doesn't matter much either way to us.
