THis is similiar to our position. Our district has an "Education Foundation" and our district wants the funds to be "under the umbrella" of the EF to help prevent money missing from our booster club funds. Other schools in the district have joined, but ours hasn't. The other schools had told us they have NOT been told no to anything they ask for a check for and are in sole control of the money. Going through the EF allows a tax exempt status and interest. We still get the interest like we are, however, have been told us using the tax exempt number is not really legal. Our superintendent told our principal and a board member that he will NOT discuss fundraising dates for him to approve per district policy as long as we are not a part of the EF. Our club has voted (minus me) to disband and be a totally volunteer with no fundraising unless our principal is our treasurer and in charge of all money. She has said she won't do fundraising because she doesn't have the time. (Principal of a middle school with 650-700 kids not have time to fundraise, go to the bank, buy supplies...I can't believe that one...lol)
I feel like we need to be there for the students. We usually handle a minimum of $15,000/year and can't see the school capable of much without that money.
The EF will basically serve as a depository main account and we can maintain our own account up to $1000.00 if we join them and will receive monthly bank statements from them and interest. We tell them when we need a check and the amount. Make a phone call 24-48 hours later and pick up the check for the big bill or to replinish our $1000.00 petty cash checking.
I know of two schools in our district with a total of about $10,000.00 taken, but returned when it was caught. This money disappeared UNDER the booster club, not through the EF. This could have been avoided if this was in place at the time.
What would you do???
Our principal asks us for money and we typically fund what she or the teachers request. They have to have their requests go through her prior to being brought to us. She doesn't tell us yes or no. I see it stressed so often on this board that a good relationship with the principals and teachers is needed....What happens when this can't be worked out? Do we let our ego stop fundraising efforts and make our children do without even some basic classroom needs?
Thanks for your help!
Our principal sits on the board so she can give us direction in araes we have questions about such as what the district allows for fundraisers and money distribution. She is a source of information on school and district policy and a contact between the PTO and teachers(she will ask teachers for their opinions or ideas during her staff meetings). As for signatures for our account we have the Treasurer and the President. All disbursements must be approved by the board or general membership(depending on amount). Also the treasurer gives a report at each meeting detailing all deposits and disbursements. We have an independent audit each year. It sounds like maybe you need to get some fund handling policies established. I would get a committee together to go through your by-laws and work up a more detailed set of "money rules". After you talk with your superintendent, you may have more info to go on. I would definitely ask the superintendent about district policy on tracking how funds are spent. Does the principal have to present receipts and/or purchase orders for items to the superintendent or school board? I firmly believe that purchases should be approved by a higher authority to make sure funds aren't being used on frivolous or personal items.
I know that PTO stands for Parents and Teachers, but.... I don't think that unless any parent,teacher or principal is on the Excuitive Board they should be allowed to sign the checks. Our principal is great, he came into an established PTO and hasn't tried to take over anything. He comes to all meetings and will request funding from the PTO but doesn't demand money.
Try taking this subject to the parents. They should have a say in this afterall they are helping to raise the money.
On the fundraiser note, our PTO and school has it documented in our by-laws AND with the school theh PTO is allowed (if you will) 3 fundraisers a year just for the PTO. The school has their own that they do and the PTO may offer volunteer help.
Now as far as the money/ accounts go, ours is with the school in a separate account BUT the ONLY TWO that can sign off on the checks are the school's business mgr and Principal with the approprate paperwork done and signed off by the PTO officers. Our Principal has no way of spending our money nor has any intrest (we joke about it sometimes) as she knows we need every cent we earn to bring in programs normally not provided.
I agree with JHB and she knows what she is talking about... to be successful you need the school's admin support and communtication is....I can't begin to tell you....
Fundraising is important and each organization needs to decide what's right for that group.
However, my opinion is that a PTO should avoid being defined by its fundraisers. That is ONE tool used to achieve its goals. For us, our number one goal is volunteerism and support of school programs. We put hours into tutoring, monitoring the lunch room, helping with track and field, etc. The fact that we provide assistance run the school's fundraiser is just one more volunteer effort for a school activity. We don't expect a percentage just because we do the work.
Similarly, our school "owns" bookfair. A teachers serves as the organizer, but the PTO coordinates the volunteers. We don't participate in the funding.
Now keep in mind - in our case - this was all planned in advance for both activities and everyone understood the roles.
The point is, PTOs cannot just assume any fundraising in the school should belong to them - even if they help with it. After all, when it comes right down to it - I'm volunteering as a parent first, a "PTO person" second.
It's just so important for all the details to be hammered out in advance.
Our Principal wants nothing to do with our checking account either. The school librarian acts as our second signer on our checks. Our treasurer signs about 3 blank checks that the librarian may use in case the treasurer is abscent and the librarian signs 3 blank for the treasurer to use if the librarian is out and we need a check. Although there have been a few times funds were taken out that probably shouldn't have been, we have excused it based on the fact that this is the first year it's actually been an organization not just a few here and there doing it.
The fundraiser "owning" seems to be a trend. Our Principal receives 50% of our profit from our Fall fundraiser (which is also our largest and accounts for over 60% of the PTO's money for the year.). This was established before I came on to the scene and I have spoke of changing it to 60% for us and 40% for the school since we do all the work etc. Not to mention all of our funds have gone to big ticket items this year and will again next year that the school can not get with their funds. I have no problem "sharing the wealth" of one fundraiser with the school, as long as our cut is larger. Good luck, this is definitely a sticky situation.
