I agree with the idea of asking your principal and teachers for recommendations.
A few months ago we had some cash profits from a book fair. Some of us thought the money should go to the media center and some thought it should just go into the PTO's account to be used for other things. There were some people who thought that the media center had enough and maybe didn't quite understand that it's more than just a library. So, I had the media specialist get with the teachers and put together a list of needs and bring it to the meeting. She spoke briefly on each item and prioritized them. Everyone went home with a list and when we came back for the next meeting we voted first on whether to spend the money in the media center or bank it and then we picked what we would like to see it spent on.
Getting input from the media specialist and teachers was crucial in being able to make a decision on how to handle the funds. It also gave parents a chance to see how many areas there are that need assistance. Plus I think it always makes people feel better about your group and participation in fundraising if they know exactly how the money is spent.
A couple years back we had money to spend as well. We had done a walkathon as a "lets try something new fundraiser" and earmarked to money for "technology" for our schools. We went to the administration to see what the school could use. We then presented to a general meeting assembly the possible options on how to spend our money. We made sure to mention this several times over the year that we were earmarking this money for technology and that we would put the options up for vote. At one of the meetings we had our Superintendent explain all the options (there were 3). We even gave a handout with all the explanations on it to everone who attended the meeting. At the next scheduled monthly meeting we put it to vote. By secret ballot, they were to indicate which one they voted on.
I feel that we gave as much notice and explanations as to what was on the table and if anyone had a problem with it, too bad, we publicized it, spoke about it, bought in the Superintendent to talk about it and even gave another month for "the grapevine to get the word out". It is a funny thing how the grapevine works isn't it?
To make a long story short. It worked beautifully and I did not hear any complaints.
I think getting communication out as much as you can takes care of the people who want to speak out AFTER the fact.
As a board you have to make decisions and then modify them before you present to the general meeting. You are voted in to office to "run the business". Some of these decisions entail narrowing down options and presenting them as the board sees fit for the general good and welfare of the students and school.
When you say "we narrowed it down to four" , was that your board that narrowed it down? So, some of your items were not approved, is that right?
Thanks for the feedback!
Shelly
asked for suggestions, specific paperwork (we had a request for a climbing wall, so we asked her to present a real construction proposal, etc.)
then we narrowed it down to four (some of them were similar "new basketball hoops and pe mats")and published it in our weekly newsletter to all parents
at the next meeting, rather than asking people to vote specifically, we asked them to rank them, and we tabulated the results. it took a little time, but we were able to get a clear consensus (and more importantly, documented) list of priorities from the general parent group who came to the meeting. if no item showed up 1, 2, or 3, we knew it was not a priority, but maybe a "someday" type of item...
I agree. OUr exec board has been almost non-existent thus far, but it is my hope (and others as well) that we increase the size of our board to make it more useful to conduct business.
I, personally, believe the principal, with our input, should decide the needs of the school.
Thanks for the feedback. It helps me so much!
Shelly
Since your bylaws do not say anything regarding this you are free to do it however you feel is best.
Personally...I do not think I would let the general membership pick and chose. I would want their opinions on the options (as I said to get a pulse on what people think the most important items are). Then I would let the board come to a decision on what to spend the money on and then have them vote to accept or reject what the board decides.
Also I would ask my principal what he thought the school absolutely could benefit from the most.
