We have adopted a "mini-grant" process for this very reason. If anyone (teachers/administration) requests money not specifically budgeted, they fill out the "mini-grant" application and request to be heard at a general meeting and then the general membership votes after hearing what the requesting person has to say. The only criteria is that it must apply to a "group" of students - a class, a grade level, a department (music, gym)or the entire school - it has to benefit a group and not an individual. The teachers can get pretty creative, I might add - convincing the group that a day at the spa would benefit their class by being more relaxed and rejuvenated (just kidding about that example, by the way). Though our by-laws state that the board can approve anything under $500.00, this has worked well for us - hopefully we won't have to incorporate it into the by-laws, but if we do, the general membership is used to it already and undoubtedly would approve the change.
I agree that it should have come to a vote. UNLESS the item(s) they are requesting are totally not in the scope of what the PTA/PTO are for. Like, a lawnmower--then I think the Pres or whoever can just simply explain, that kind of purchase does not benefit the children.
We always have several thousand leftover each year as a courtesy for start-up (including any summer seminars for the new board). You might want to review your bylaws and remind certain members that purchases must go through a vote--there are procedures in place that must be followed.
I guess my message was a little confusing. I feel that if a staff member requests additional funds say 100.oo to purchase class supplies and our officers say no. this should have been brought before the parents for their input. otherwise why do we need meetings? there is a limit of what officers can approve without bringing it before a general meeting but what gives them the right to deny requests if the money is available without bringing it up for discussion? it's almost like saying the parents who help support this organization don't truly have a say. any ideas on how to politically handle this issue?
I'm not sure I understand your post. Any monies left over should have been earmarked for something, whether it be Teacher Reimbursements, playground equiptment, administrative supplies, etc. You are not supposed to hold money over that doesn't have a specific purpose. In the event that this is what happened, I hate to say it, but it is up to the new officers to spend it. As I understand your post, I believe you are saying that they are not bringing any of the ideas on what it should be spent on to the general group to be voted on, they are just choosing and spending. If this is the correct assumption of your post, then I suggest you get a copy of the group's bylaws and read up. MOST bylaws have a set amount that the prez (or other designated officer) can spend as long as the other officers (or majority) agree on something and it falls inbetween meetings. Ours was $150. Anything over $150 had to go before the parents/teachers at a meeting. Anything that came up and was under $150, I would get the other officers to give me their opinions and then, if we agreed on whatever it was, we all signed a form so that there were no questions later about who agreed and who didn't. Check your bylaws. If there is nothing to prevent what they are doing, bring it up at your next meeting.
in the last year our group has changed officers. the new board feels it their sole duty to vote on what the money that has rolled over is used for. yes we have allocations however in years past we have always given to teachers even if $ was not allocated. afterall that's what pto is there for. how do we let our board know that we parents want the decision making power of where the funds go? this is becoming a very dificult subject to approach and any ideas would be great. they say texas is a "big" state and i would like to see the "big hearts" of our group.
