Interesting dilema. We have spent the past year embroiled innastiness. Last January we were asked to fund playground equipment. The PTA voted to put that fundraising through the school instead of the PTA. It was a tie vote broken by the PTA president. Those parents that wanted PTA to fund playground equipment took it to the state PTA. Bottom line from state PTA... you have to pay for whatever the membership wants to purchase whether it comes under the PTA guidelines or not.
The National PTA does recommend that you budget money to recognize volunteers. I think this is particularly hard for those of us that volunteer as officers or comittee chairs in the PTA. It seems self-serving to vote in money to be spent on a gift for volunteers when you are a volunteer. (How does Congress vote themselves a raise without feeling guilty?!) Just remember that though volunteers don't do it for the rewards, it is nice when a thank you comes your way.
I would suggest you set a more definitive budget and don't hold additional fundraisers once that funding demand has been met. In my 6 years on a PTA Board, I find we do really well until there is the appearance of cash to spare and then our spending loses its focus!!!
<blockquote>quote:</font><hr>Originally posted by <ValC>: Just wondering if other PTA/PTO's have set policies on who gets what monies, or if money is given out on a "just ask" basis?
We did have a budget meeting and approve certain monies for activities that happen every year, but otherwise it seems money just gets handed out to whomever asks, sometimes for things the PTA shouldn't be paying for in my opinion. (We were just asked to find and pay for the gifts for Volunteer Week for example; shouldn't we be receiving this, not buying it?)
Also, an item had been requested by an ex-board member that was pretty important, but her request kept getting overlooked due to time constraints-holidays, not enough members helping out so those of us that did do the work were overwhelmed,etc. The other day I asked her in front of our president if she had received the item she needed (she works at the school, BTW) and when she said no I proposed a way for her to get it. The next thing I knew the president was on the phone making arrangements to go pick it up and handing me a check to co-sign. While I agree that it was a quicker way to fulfill the request, it never got run by the board and approved, and even though I have no problem with her receiving the item I don't think it was done properly.
I should mention we are supported by the administration very much, and by the teachers to a lesser extent, but it seems like we're also looked at as a source of funding for anything and everything; don't have money for something, ask the PTA, they'll always pay. I expect to be president in the next couple of years-only 2 of us are interested in the job, and one is the current president- and I don't want my year to be like this, but I need an alternative plan. Ideas?<hr></blockquote>
We also set up a budget in the beginning of the year...it is a long one. We go over the expenses from the previous year and note all the items we expect to be covered this year and add it to the budget. At the first meeting it is presented to the membership and voted on. This saves a lot of time during the year voting on things we know are coming up.
As far as being asked to pay for items outside of the budget, the executive board does not have the power to agree to anything over $50.00 unless it is an "emergency" situation that we along with the principal have agreed upon.
When we do have requests for money they must be in writing and added to our agenda, which goes home with each student a couple days before our meeting. The person making the request is given the option to come to the meeting and explain why the money is needed or they can write a letter to be read at the meeting. After discussion the item is put to a vote and we let the requesting party know the outcome if they are not at the meeting.
There has been times when I or even the board for that matter has not agreed with giving out money to a certain project but...we do not feel it is our job to turn anyone down because our membership is the heart of our PTO and it is their decision how the funds should be spent not the officers. [img]smile.gif[/img]
We have a budget, but at the beginning of the year my co-pres. and I were always being stopped in the hall with some request. After approving a request for 12 Pre school tee shirts for a show and then getting a bill for $283.00(!!!!) We can now be stopped in the hall but all requests must be put in writing with an estimate in order to be considered. Live and learn.
I strongly "second" the recommendations about setting up a budget. In my experience, it's saved us so many hassles. Take the time to develop a budget based on your PTO's priorities and income abilities, and you immediately eliminate all the personal conflicts that can come from individudals trying to make decisions on discrete requests for money.
Our budget has 29 different expense categories and no one category accounts for more than 15% of our total expense budget. Even with all that structure, we do allow some latitude within some of the categories. For example, the staff can request money for books or software from our "Educational Materials" budget.
We had this problem. If anybody wanted something they would come to a PTO meeting and ask for it. Last year the school nurse was doing a hygene class and wanted toothbrushes and deodorant for the 7th and 8th grade health class. Her comment was that they need help in keeping clean. She came to a PTO meeting and asked the members for the money. We ended up paying for something that if she had spent a little time she could of got it donated.
This year we have a budget. We follow the budget and if someone comes to use wanting money that is not a budgeted item. We (the board - President, Vice, Secretary & Treasurer) vote to see if it is something that goes in front of the members or if it is something that we can re-direct and help get donated. We havn't had any problems with this system. Plus it is a lot easier to tell people that you don't have enough money due to the budget. And the members approved the budget at the beggining of the year.
When we vote on issues that come before us we try to make sure that when we spend money that it is going toward a majority of the students. Not just profiting a certain group. We try and remember that this is not our money that all members and other people in the community helped us raise this money. We are trusties and need to make sure that we don't spend the money foolishly.
Hope this helps -
P.S. Don't forget that we are their to pick-up and help the school receive items that are not in their budget And in the long run this will profit our children. [img]smile.gif[/img]
We dont pay for field trips, individual parents do. We do give each principal $500 each to pay for field trip for kids who can't afford them. The principals establish "scholarships" for the kids who need assistance.
