Our PTO doesn't give money for families in need simply because of the reasons stated previously; where do you draw the line, is it legal, how do you know it's a legitimate request, etc., etc. Our school, however, does have a Sunshine Fund that's handled by the school psychologist/counselor and supported by the teachers. They may request school supplies or help with a Secret Santa program through the PTO. This is done on a volunteer basis and is totally separate from using our PTO funds. In other words, we treat each incidence as a separate event and request volunteer donations so that way people who want to help can and people who have contributed money via membership or fundraising don't complain that their money is going toward an individual family instead of benefiting all the students.
We only get involved in an incidental fashion in that anything we're running is subject to a few freebies.
We don't have a formal policy, but the Principal or Counselor can come to us discreetly at any event (Breakfast with Santa, Spring Fling) and let us know they need some free tickets, or they might need a few school t-shirts here and there, or even a school supply kit.
It's an ad hoc situation and not enough volume to eat into our revenues. We don't generally know which specific child or family gets these. It's never abused but helps fill a few small gaps.
In Texas, the Principals have an Activity Account which is essentially discretionary funds they can use as needed for extra Teacher training, field trips, extra supplies, incentives, etc. In years past when our PTO had larger fundraisers and more money to distribute, we sometimes gave the principal money for the activity account. Some of this might well have gone to supplement needy families - but we wouldn't have been directly involved.
We have ran into a situation like this when our group was asked for a substanial amount of money to help families in need. After much discussion I was the lucky one who had to stand up and say "No". Not that we didn't want to but there could be really involved families that are struggling big time and where does a PTO run the line. Requests like this are now handled by our school liasion and nurse. I know that some schools do clothes closets, stuff along that line, and have read some really good ideas on this forum a few years back along this line. If you do it for one you do it for another....
"When you stop learning you stop growing."
When this issue comes up at our school, the nurse or the principal usually go privately to a parent that they know will help (most of the time a parent group leader). This has happened to me - and then I go privately and collect funds or donations from people I know will be willing to give. We keep it all private and it is done outside the formal parent group.
Our by-laws prohibit us from giving money to individuals so we would not be able to help formally.
I recall that our Parent Group of the Year three or four years ago (Symmes in Ohio) had agreat program designed to support the neediest in their school community. It wasn't juts financial need, it was alos orgnaized to be there as support if -- for example -- a school family was flooded out of their house or something.
If your group decides to support this kind of thing (and I can see the arguments both ways), then I would advise makig it a bit more formal. I believe Symmes had a committee working on this in close collaboration with guidance staff at school. When appropriate, the guidance staff handled the more delicate issues. And, I believe, those on this committee also had to go through district-level privacy and confidentiality training.
I know the Symmes folks felt that this role was well in keeping with their mission of making the school into a community, where all members of the school community look after one another.
