Send the organization a bill for $50.32 for cleaning up after the horses. When it is paid you have enough $ to buy the stamp to send them their $50.00!
In April of this year our PTO held it's Family Day Picnic. While this event had many involved, we did select one individual to be the coordinator. The coordinator was the person of contact as well as the contactee. Parents, Students, Teachers and various community members were involved in the overall participation of the picnic. Planning for the event began in December 2001; we were very organized throughout the entire planning period.
Our coordinator suggested to the board that pony rides be added to our list of activities for the children. She contacted a lady who has children that attend our school and owns several horses. The woman agreed to bring her horses and said she had a few friends should would ask if they were interested as well. Our coordinator then asked if there was a fee, the woman replied, no, I can not ask for money. The coordinator then asked if she needed anything for the horses such as hay or carrots. The woman replied, just a bucket for water would be fine. It was presented to the board that pony rides would be available at the picnic at no cost to the PTSO. The PTSO advertised free pony rides in the program and credited the very generous deed to the woman in flyers that were distributed.
On the day of the picnic the horse woman and several others (more than we expected) arrived on horseback. The picnic had already begun and the kids were excited to see the horses and to have the opportunity to ride them. Upon their arrival, the horse woman asked for a "donation". In a haste, the coordinator agreed to give them $50.00 to keep them at the picnic. I (PTO Pres)was notified of the request and I informed the horse lady that this issue would have to be delt with on Monday, nothing could be handled today as far as any transactions without approval. I called an exec. meeting and it was unanimously voted not to pay the "donation". We have now received a bill from an organization (that the horse lady belongs to)that we did not ask to attend the picnic.
Let me add that on Sunday after the picnic, several of our board members went to the school with shovels to clean up the mess that was left on the playground by the horses. Including two bridles that were left behind.
Please help, I need to respond to the invoice and I want to handle this so that community relations are not jeopardized on either side.
IMOVEPEOPLE 
