It seems to me that this is a by-law issue. Your chairpeople are violating the duties and responsibilities of the PTO offices they hold by acting independent of the board. A form isn't going to solve that and, honestly, every dollar of PTO funds needs to be approval via a motion from the board before expensed anyway.

Just as with any other board member who is acting contrary to the by-laws, it's time for the board to enact censures or dismissals. If these two insist on continuing to operate autonomously, they will need to understand that they do so as a separate entity from then on -- not as PTO board members with the backing of PTO funds and resources. At that point, your board should also nominate a new Fundraising chair to handle all future activities in that area.

Also, the board needs to meet with the principal to explain that he/she does not have authority to approve the distribution of PTO funds (unless your by-laws allow it -- in which case, the board needs to present a motion to change that portion of your by-laws).

Lastly, encourage the pastor to speak directly with the principal about his concerns.

Our PTO's new Fundraising Chair along with our Auction Chair have set a financial goal and what the funds will be used for without the approval of the board or our Pastor (we're a small private, church affiliated school). The principal of the school has given her okay. As PTO President, I found out about their plans when it was announced at the New Parent orientation.

I am trying to communicate to the two chairs involved that they could be left hanging with a whole lot of problems if they don't start to get the board more involved with their decisions. They continue to say they want to work automously. But now, the Pastor is concerned because they are making big financial decisions without consulting him first. (Rightfully so, he doesn't like surprises when it comes to financial issues.)

So, my question is: Would it be appropriate to develop an "Event Budget Approval Form" that would have to be submitted to the officers and/or board for any income or expense that would be above a certain amount ($250)? The form could be distributed to all of the Chairpeople and they would have to submit it if their event was expecting to take in more than $250 or have expenses more than $250. Not only would this help with keeping the board "in the loop", it would help to plan for events that may need night deposits made so that the chairpeople don't take the money home as has been common practice in the past.

Any help with this situation would be greatly appreciated!