Jon - thanks for the examples. When I really think about it, we have similar situations from time to time.

This is how we are set up to handle things like the expense of a broken laminator: we have three accounts in our budget with specific caps that the principal controls, but which we define.

"Building Extras" ($900) - is defined as an account for hard goods, maintenance, physical improvements to the school, etc.
"Educational Materials" ($900) - is for books, software, teaching aids, special learning experiences, etc. This money is in the principal's control, so if a teacher wants something specific, she must go to the principal, not to the PTO directly.
"Principal's Reimbur. Fund" ($800) - He can use this money for anything he wants. This year it has paid for an award pizza party, training books for the teachers, videotapes on bullying, etc.

The point is that we don't vote on disbursements from these accounts, unless of course, the principal wants more than we have budgeted. The only time we have unbudgeted money to allocate is if our fundraising comes in over budget, though we could vote to move money from one account to another to cover a shortfall. By approving our annual budget, our members agree to allow our principal the discretion of spending according to our general guidelines.

I have recently read a few posts on the forum of problems in PTOs from members with special interests, or even teachers wanting money on demand. I've said it many times before: an annual budget will save your officers and members lots of angst. Sorry...I think I'm digressing...I"ll climb off my budget soapbox once again!

[ 03-24-2004, 09:58 AM: Message edited by: Critter ]

Critter,
In answer to your budget question, we've had situations where a line item was over spent (requiring an increase to be approved), a new reading initiative that needed materials required funding, field trip funding increase to cover an influx of students mid year... Normally we approve our budget for the upcoming year with our new officers in June. Then the laminating machine (which the PTO bought) breaks and we cover the repairs...... That sort of thing.
Thanks for the recognition, Tim, but a lot of ideas came from these forums and people like Critter. [img]smile.gif[/img]

Hey fitz --

Thought I'd offer my support to the ideas that involve using Robert's Rules and standing rules to guard against ballot-stuffing, rather than using restrictive voting policies.

I can see the problem you're facing. But if you're like most groups, then you also struggle with building involvement and getting new members connected and active with your group. When solving the first problem, you don't want to make the second challenge more difficult. And that's what I foresee happening if you enact the restrictive "who can vote" measures, especially measures that have you counting how many meetings people attend as if those who attend meetings are somehow better.

That last part ("somehow better") may not be at all how you feel. But i'll guarantee you that's how it will be perceived by newcomers and other folks who aren't insiders to your group. That impression could well be an involvement killer.

I like JonWilson's (and others) ideas of instituting standing rules about your agenda and when financial decisions are made that will give you much more control over financial decisions.

Do everything you can to keep membership open and welcoming.

Tim

I'm just curious...what kinds of things do you need to vote on throughout the school year? We vote to approve our annual budget at our first meeting of the year and then in May for our elections. Since we spend money based on our budget and send the committees off to do their thing, there's very few times that we have unexpected business to vote on. One possible example is if we have a unbudgeted surplus from our fundraising, then we usually vote on how to disperse that, but it's not an ongoing thing.

I want to thank everyone for responding, I am printing out the responses and taking them to the next meeting. (that will not be until April 5th so anyone else who has any comments or suggestions please feel free to add on) thank you

Our rule is simular to jonwilson, for any issue to be voted on by the full membership it must be placed on the agenda in advance. Our agenda is published 2 weeks in advance. (it really should be 30 days, but that can be unrealistic). Our executive board has the authority to vote on issues without prior placement in the adjenda IF it realates to an item in the current approved budget. Even then the president has the option to table any item she feels needs more information or because of the the possibility of controversy should have a full membership vote. We pretty much loosely following "Roberts". Rules, love them or hate them can be stuffy at times but can sure save your....you know what in the end.