I am ending my year as PTO president and I am facing this decision right now(how to spend funds). In years past, we have not ever had a budget and money was just spent throughout the year, as a need arose. We are about to have our big annual fundraiser and it is my hope that, at the May meeting, we will vote to spend the bulk of the funds raised.
I think your meeting should be an open meeting. I have asked our administration to come up with a long list of spending priorities, possibly even totaling more than we will raise. Then, in April, we will publicize these proposals so people are well aware of them(through the school newsletter). In May, at our general meeting, we will put these spending proposals out on the table for a vote. Since there is nothing in our bylaws dictating how this is voted on , I am thinking of putting all these spending proposals on a ballot and having people "rank" them by priority. That way, people really feel they have a say and if something is approved that they disagree with, that's the breaks because the general membership had a chance to vote on it.
I'm not sure what to say about designating a fund raiser to a specific need...I don't see why you couldn't do that, if everyone agrees. I just think you need to have your list of proposals, and, with your principal's help, decide the highest priority.
Good luck!
Shelly
We had people unhappy with the budget set before they had a chance to take office, so now it is decided at the first meeting of the new school year. We have a budget that includes a certain dollar amount for extra fund per semester but we try not to go over that. Then we have a list of things (prioritized) that are to be purchased if we raise more funds than expected. All of our meetings are open because we don't have much attendance outside of the board members but if I had a choice, I would keep it to a members only vote and then move to have it approved at an open meeting that way the people who have to work with it aren't totally at the hands of the parents. Some of our parents would move to get rid of discretionary funds and I can't see letting that happen because those same parents don't even purchase all of the school supplies their children need. I guess if you are losing tons of money on your carnival, you might try finding ways to have to break even or only have one every other year. We do some events that we don't make anything on and some that we lose on, but we plan ahead of time for that and do them as family events but make sure we have enough to cover at least one improvement every year. I'm not sure how your district works, but our school gets money for improvements like that every year or we can tell the district we need something and hope that they will offer to help our group pay for it. Just remember, you can't please everyone. Good luck.
The irony of commitment is that it’s deeply liberating-in work, in play, in love. The act frees you from the tyranny of your internal critic, from the fear that likes to dress itself up and parade around as rational hesitation. To commit is to remove your head as the barrier to your life. --Anne Morris
Our PTO has a few members not happy with the allocation of funds. Currently we decide at the end of the school year where and when the money will be spent. This is currently an excutive board meeting. Should we change this and invite anyone and everyone? Or should we designate the funds that we raise to certain allocations. Such as The spring carnival to fixing and repairing our stage?
