We use MS Money to set up our budget and it works well. We can categorize every penny spent and run the budget report to see where we are at.
For instance we have a category for Field Trip Transportation (yes our PTSO pays for that) and then by subcategory we list each grade...we can run a report to see exactly how must each grade has left to sepnd...it also works well for the end of the year budget review which is when we establish our budget for the next year adjusting line items, eliminating unneeded categories for the next year and adding new areas for funding.
In the past we have reduced the amount we want to spend on assemblies from $3500.00 to $2800.00 and also our swimming lessons subsidy as more and more students have been able to pay the $14.50 per student price.
These are the sort of changes that we make all the time...we then have parents vote on the new budget at a meeting. Often we need to make additions and changes in the middle of a school year and these are always voted on and approved or declined by the parents present at the meetings. These sort of things in the past have been voting to increase the die cut budget to accomodate a specific teacer request pr eliminating a category for "Destination Imagination" a thinking team program that we were not participating in this year, etc. I would love to send over a copy of our budget for your to look at...we love the way the program works for us...just email me your fax #.... This email address is being protected from spambots. You need JavaScript enabled to view it. I would love to see your current budget as well as I am trying to find out what other parent groups pay for...if possible please fax to 503-657-2497 to my att: Lisa - PTSO Treasurer...thank you in advance. :cool:
I got carried away jotting down notes for a future treasurer, which turned into a "Budget How To" Guide. I think the approach I describe in here would be especially appropriate in your situation -- I'll email you a copy. Basically, you should take your checkbook from the last 2-3 years, and categorize every transaction in the check register. You should be able to identify the 10-30 major ways you ACTUALLY spent money and earned money. Those categories become the accounts on your budget. In my opinion, if you base your budget on things your PTO actually experiences, you will eliminate 99% of the potential (emotional) conflicts related to PTO money.
Watch your email for the guide and the worksheets.
What I have explained to the board is that the budget is an ever changing entity which reflects the goals for the current year. Every year the executive board looks at the budget and tweeks it some to accomdate the goals and needs for the following year. The members then give input and vote on the proposed budget. For instance this year we raised the amount we allocate for a book-author because the amount budgeted was too low. However we took out the amount allocated for DARE since our county discontinued this program due to state budget cuts. Except for insurance, carry over etc. nothing is set in stone on your budget. It should be somewhat flexible.
PLEASE HELP! Our new board members are planning on redesigning our budget. It seems that our previous PTO boards have followed the same budget since 1987. Looking back, we've noticed that approximately $2000 in funds have been allocated for certain programs that we no longer participate in each year due to the school taking over program etc. And, it seems every fundraiser profit we make goes into our "playground fund" (we just built a new playground last year. Can anyone send me a copy of their budget or ideas on how to get organized. Thanks in advance.
