You need to review your bylaws and if additional guidelines added as to how a chairperson must present all plans and budgets for review or approval, then you need to get them added. Otherwise, your chairpersons can do what they want since there is nothing that clearly states they cannot. It seems that the structure of your PTO wasn't defined and many were not years ago because it was a small group of parents that could trust eachother, they all seemed to agree on the same things, and they got along. But today's society & the population of our schools are changing. People have varied points of view, not everyone is honest and some are just involved for the "kudos" or attention they get for running something. You need to put parameters around selecting chairpersons, expectations of those chairpersons & planning & budget restrictions within your bylaws.
Oh-you mentioned that items were expensed by the PTO, but not returned to PTO storage, you may want to mention to the chairperson that since the item(s) were expensed by the PTO, they are PTO property. Failure to return them to storage would be theft. Any judge would agree

smiles - I agree with dlf that the personal issues within your group have gotten too negative. Without any background info and with no desire to find or place blame, I cannot comment on these issues. All I can suggest is that you, as the leader of the team, find a way to improve this situation. If it requires the principal's invovlement, then don't be afraid to ask for it. As dlf says, if you all don't work it out quickly, you are going to implode. Might I also suggest that you start with your screen name? It sets a negative tone before your post is even read and makes it very difficult to read the message objectively.

As for the specific situation you mention, yes, as an ex-officio member you should be told the meeting schedules of the committees as any other member of the committee would be. Being an ex-officio member means you are a committee member just like anyone else and not the leader. You should be willing and able to assist the committees as needed, not to try to run the show or veto the chairman. If you do attend committee meetings, it should be with the intent to try to assist and support the chairman in whatever way you can. It's difficult sometimes to take a subordinate role when you're used to being the leader, but that's the job.

Committee chairs are not beholden to the president and the other officers. They are beholden to the membership and should act in accordance to approved motions. As long as they are acting within these guidelines, they should be trused to act within the realm of their committee and, as chair, make certain decisions independently. They should be reporting monthly either via meeting attendance and participation or via a submitted written report.

i second that. excellent post dlf.

d - Very well said.

Ursmiles--I have to say that your group sounds so negative from the couple of posts that I've read that I'm not surprised to see problems within the organization. Even your name on these boards makes me feel unwelcomed. Part of our job as president is to make the group feel as one and working toward the same goals of supporting the school and our children. Speaking ill of your volunteers at such a literal level ("talking all the time, running after the kids") will do nothing to bring you together and since you both obviously know who the other is speaking of only includes us in an open conversation and slam dunk contest.
Without someone stepping in and rising above this sense that you all have allowed to evolve within the group
you will implode. No one that I have ever met within a PTO group is evil. They're just not. They may not have the skills others have, may have not had the same opportunities to lead and take charge, but they are usually very genuinely looking to support the organization and the school. With some guidance and support, and feeling like they are a part of the team, they will almost always become a part of your success story.
Both of you need to have the maturity to sit together and work through your differences. Your group is a reflection of your leadership as president. Right now you should take a look at what you are saying about your group to us. There is a wealth of knowledge and experience on these boards to take advantage of--but to manipulate them into a forum for your organization to fuss at one another is a poor reflection of what you stand for as a group.

Chief, we have that same clause in our by-laws, yet we have a renegade chair who doesn't tell the president(me) about any meetings she's having. She doesn't let the president(me) approve any fliers before they go out.Nor does she let any of the officers in on her plans. She doesn't feel we have a right to approve her work, after all she's the chair! She does what she wants when she wants and doesn't care what the officers think. And to think, she wants to clean house as far as the executive board goes because we dare to tell her no!

I don't think I would mind as much as I do if, and I say, if she actually did a good job! She's in charge of the event but she's busy talking too much and not really doing anything. Talking and running after one of her kids. If you're in charge, leave the kids with someone else and DO YOUR JOB!

Not to worry, as per our bylaws we, the officers, pick the committee chairs for next year. I know I won't be giving her my vote. Maybe this is one of the reasons she wants us to change the by-laws so badly.....