I am in my second year as treasurer on a board that was controlled by a handful of folks for several years. Although they didn't do anything too terrible, they were very loose, spent down the account in slightly questionable ways and were just generally disorganized with the paperwork--previous treasurer especially. I am pretty nit-picky (which I think is good for a treasurer) and I question everything, remind the other members about how much we have, how much we will have to spend and what we make and lose money on (my big gripe is producing yearbooks at a lose of about $1500 a year when only 1/4 of students purchase them--it's elementary school!) I constantly say "we can't lose money!" Everything we make is spent on the kids and teachers. The more we make, the more we can do for them.
As far as giving away food, this is how we do it. We charge for tickets (actually a punch card this year). 25c each punch or ticket. Most people send in $5 or $10 for their kid to "spend" at the event. But in the end the PTO gives all the kids who did not pay a punch card (or tickets), too. This way no one is left out and we make enough to cover expenses.

Robert's Rules of Order has an example agenda. It's what I've always gone by. GOOD LUCK TO YOU!! [img]smile.gif[/img]

Once again, thank all of you for responding. I feel better already. [img]smile.gif[/img] I will try to respond to all of your comments, questions and advice.
One thing I have witnessed is that we will have stocks of food and the such and it is given away the minute a teacher or administrator asks for it. For example, I had stored hot dogs in one of my freezers which were left over from an event and they gave those to a teacher luncheon that we did not 'sponsor'. Ice that we use for snow cones is continuously given away, as well as days where they decide the 'graduating' class needs more food!! Another issue that bothers me is there is no accounting for the Cost (our overhead) for these supplies and I am trying to address that. This group has never followed any Parliamentary procedure and I am easing them into the Robert's Rule of Order by being the first to take minutes. I leave a copy in the office so it is all in writing when I address, (and the MOTION is approved)the need for more accountability (which I don't think is completely understood) I can go back and have that in writing. I think you're idea for popsicles is so reasonable!! But my group wants to offer UNLIMITED quantities. I wish I had thought of popsicles and the such to bring up today. As far as the Principal...the school is less than 10 years old and the first PTO Prez stole thousands of dollars. So, when the Prez we have, who is ending her term this year, came in I think they were just so grateful to have someone who wasn't a crook!! And, I will give Kudos to the woman. She turned it around, was honest and made a go of it. She did implement some great things and I have so much respect for her because of that. She just wasn't organized and I think because it is her last term (her daughter graduates this week) she wanted to impress her 'Generosity' so much it has affected us coming in (We are so close to starting out with a deficit like she did, unfortunately). She isn't aware of by-laws and procedure. And the admin. supported her because she did do so many good things and were just grateful to have a PTO. Also, her career plans involve a possible mentorship in the school and I think that was a driving force. I am not excusing her behavior....and I am aware for the need to change the mentality of the Admin and the fresh and inexperienced people. I have moved so much with my husband's military career and learned so much through other organizations I am just shocked with the way things have been run. I don't know how to address not only the ridiculous number of 'meetings' where nothing is accomplished and the length of them, other than to just say it, record it, and go home feeling like I made another enemy for the moment!! :confused: The Principal is obviously VERY worried about the new people and in my minutes for today I recorded her concerns for accountability on the handling of the PTO funds. I have been here such a short time and worry that she will think I am being 'power' hungry if I address her so early into my term..I think incentive rewards are wonderful too. The one grant we approved was for 'drug free' misc. items for a drug-free campaign the Family Resource Dept.puts on for the kids. Basically, the teachers put in writing how much a proposal will cost--the limit being $500.00 and I have not seen any waste there... But $200.00 for gowns?? I offered to do it myself...but, like I said before, they have to drag every task out for as long as possible. By spending the money for something like that, it enabled them to drive around, feel important and be busy. But that is money from every parent/guardian who has been so generous to support us!! I have 4 children and have spent a fortune in these few months on field trips and will address the issue of being fair by spending the same on every grade. Again, we have 3 people on the 'board' with graduates...The focus of the extravagance is evident, isn't it? As far as meetings, we are nearing the end of the month and have already had 3 'official' meetings (this does not include the hours where they want to sit around a table and shoot the breeze)and have 2 more planned for this month!! I am working on agendas.. If anyone has a copy of how to make one to pass out so we can follow a schedule I would love it!! I tried to address the 'business' aspect today and was treated like a leper. They were shocked. Also, if anyone has a good way to present a potential 'budget' that I can put in writing, I would love that too. Thanks again and I hope to succeed with your support!!

I am all for free food for the kids, incentive awards and all that good stuff, but I think the grad gowns could be hung in a bathroom with a steaming shower running and that would be just fine. LOL!! I see your frustrations. I think the kids should eat first and if there is no money for teacher grants next year then they may have to break a piggy bank until you can get more money raised. How much do your grants usually run?

The group before me played favorites and gave and gave catered lunches to staff and so on. For field day we buy popsicles at Walmart for 500 students and spend less than $50. First thing I would do is get the expenses for the year and line item each thing to show that $X,XXX is too much for graduation. We buy cookies and punch and a small gift for each grad and this is less than $200. I think if your parents knew where all this money was being wasted, they would be furious and would jump ship on all of your fundraising events. If this upsets your prinicpal, why doesn't he/she get involved and put a stop to it? Also, the longest meeting I ever attended was 2 hours-1 hour for a normal meeting and another hour for a demonstration. You are not crazy for thinking there is something wrong with your group but I would make a list and prioritize it and get started recruiting parents like you who think it's ok to give as long as the money is there to give. One more thing, if they want to spend so much on grads, would they be willing (or able) to do this for the other grades if they needed supplies or a field trip or something (heaven forbid) education related? Get your admin involved. My principal would kick us out if we tried tying up a room for a PTO meeting for 4 hours. Good luck.

Thank you so much for replying!!! [img]smile.gif[/img] Yes, we have to pay for the account that is in arrears. This has been part of the problem with the spending. They have owed this money for over 12 months and had an inventory of well over $1000.00 still left over (Originally a bill of over $7000.00, they returned most of it and kept a bunch for some reason)and one day the previous prez (obviously in a 'giving' mood)walked around and handed alot of it out to teachers just giving it away. Then the principal got word of the unpaid goods being given away and got on the intercom asking for the stuff back!! Most of it was not returned. We recently returned about $600.00 0f it but still owe almost $3000.00.(This was a botched attempt at selling school supply packages, by the way) They want to give, give, give, even when that means losing money. Just with the X-mas shop and the $3000 still owed, they lost over $5000.00 last year!! The cost of this graduation has run into the thousands. Last year they spent $200.00 on 'Welcome Back' gifts for the teachers, the $1000.00 bill for trophies, the grants, I could go on and on. They truly don't see a problem with losing $2000.00 on a X-mas store (While still owing thousands to a local company who eventually notified the school board--how embarrassing!). The day before we had our 'dance' the prez and one of the teachers used most of the popcorn giving it out free to the graduates (her daughter is a graduate)because she didn't feel their parents bought enough pizza for them and felt sorry for them. This is a middle class neighborhood so most of our students are not 'starving'. So, we had to pay for more popcorn for the concession. I guess these people don't see that she had started a tradition of saying YES to anything across the board- from principals to students- and I am now working with people who have very little if any PTO experience. Another thing they decided to do is approve 2 women to go around and buy gifts for the x-mas shop. They have already spent $500.00 and there is very little inventory. The attitude is that we are to basically pay for this school to give presents to their friends and family. I am so frustrated!! I have tried to breach the subject of budgeting (example: not spending $400.00 on free food) and was shot down and was not feeling too popular haha . Another problem is these women are at the school all day, every day. They drag every possible PTO task on and on and on....Our meeting today (which, by the way, I was not aware that there was an 'official' meeting until I got there)dragged on from 8:00 am until almost 12:00pm. I have the minutes and the exact same things have been discussed verbatum with very little actually accomplished and that is another issue I would like to address. Shouldn't we have a LIMIT to the lengths of these meetings? These woman are seriously there every day ALLLL day. There are only 5 women involved. I tried calling parents (I was handed a pile of about 40 people that had signed a PTO form showing interest)and some of these people had filled out these forms in September and never been contacted (I have only lived here a few months and got involved through my son's teacher who basically told them I was 'ok'). I see a 'clique' pattern and they don't seem to understand they are excluding people. We are planning a candle campaign, raffle, cookbook, x-mas store and who knows what else. People are going to get sick of us asking for their money but they seem to think the cash flow is endless and we can spend endlessly. Help!!Any input on how you guys run your meetings and deal with money issues even while being voted against would be sooo appreciated. I'm already ready to step down!!!