I am sure this answer is too late to help for this event...but I have found that authors usually cost $300 and up.. Why not try to work with anohter school to help defray the cost? (and a $1 admission isn't all THAT bad) Often if there is more than one place to visit inthe same day, the author (or any travelling program may reduce their cost by wuite a bit!)
Good luck!
Cyndi
I think the committee should do what it thinks is right. Thats' why you have a committee in the first place.
You gave them a budget to work with and as long as they can do the event in the budgeted amount, what's the problem?-- Just because the costs the budgeted amount, as long as they can everything else they wanted to, there should be no problem. And if other people have a problem with how the committee is spending their budget, then they should step up next time and run the event.
I don't think any of us that are recommending having the committee chair present the idea at a meeting are "micromanaging".
I agree that a chair who gets excited about the plans they have made only to be told no, because a non committee member doesn't agree, would be a bad policy. But that's not what we're suggesting. One person at a meeting isn't going to shut down a committee's plans. Most of us recommending presenting the idea believe in the democracy of the entire group. If one member brings up questions and votes No, that doesn't mean that the committee is not going to be able to do what they are looking to do. But at the same time, if numerous members vote No, then likely there is a legitimate reason.
It sounds like you are micro managing your committees. In our PTO we allow committees to operate and make decissions on thier own behalf as long as they are following the proper guidelines the PTO has established.
Who wants to volunteer their free time, get excited about the plans they have made only to be told no, because a non committee member doesn't agree. The way I see it if you care so much, join the committee and have your say there.
As soon as you start taking committee's power away you loose volunteers.
A simple solution would be to get the author and have a $1 admission fee to help cover any additional expenses the event may incur. Just the way I see it.
If your committee brings their plans to the monthly meeting and presents their plans and budget, then you have an open forum. Those attending can ask questions and obtain further details. If other ideas would like to be entertained from the board members that are opposing the author, it can be done at that time. Maybe the committee already looked into those same ideas and it would not have come within the $500. budget.
You have to give your committees an opportunity to act on their own in drafting their plans and doing research, but they shouldn't be shot down just because its not what a few people want. You need to give some creative rights to your committee.
As President for 2 years, I didn't always agree with the plans a committee was planning, but I didn't want to be a dictator either. They met the criteria for safety, appropriate themes and plans, etc. and although my concerns did come to light at their events (details were missed, money was not spent as well as it could have been, kids did not partake in crafts as expected, etc.) they tried and learned from it.
I agree with JHB. Just about always I expect the committee chair to bring the proposal to the monthly meeting and present it. This way everyone can have their questions answered and at least feel as though their opinions count in regards to spending funds.
This is also good because it will make the committee research all avenues. For example, were any other authors contacted? What is a standard fee for an author? Why was this author selected? What will the author do for this amount of money? Will the committee now require more than the $500 that was alloted? Will all age groups benefit from this author's reading? Could the same thing be done with other volunteers? Meaning, instead of the author, maybe local officials and dignataries would be willing to read. Maybe the mayor, the Superintendant of Schools, the Principal might be fun for the kids, maybe local military members in uniform, local sports figures, etc. As you can imagine, this idea can really be pushed given enough time and devotion.
In this case it may be a bit late, but will it truly be worth the $500 for this author to read? That's the real question that should be answered.
