We carry over about $1500 to start up the new year. This pays for printing, ice cream party the first week of school, back to school lunch for the teachers (most of the food is donated but we buy paper products), postage, etc. Since our first income is from membership drive we must have some funds to start up.
Unfortunately we have also carried over large amounts of funds that were not spent the prior year. This year we are being more aggressive about addressing this problem. As a non-profit group you are really supposed to spend the money as you earn it!
We spend about half of our money on "smaller" items. When there is a need for large capital investments we have funded those. (Computers, playground equipment, etc.) I think that while the large items are great, the smaller items are what brings the most heart to the school.
Get your membership together (or your board if that's the way your bylaws are written) and do a budget. Try to split the money (maybe to keep the peace you can start with a 25% split to the "smaller" items).
We can only carry over $500 to the next year. There has never been a problem at the start of the year with this amount. Never any problem spending the money to get to $500 either.
walker8888,
2 years ago I would have agreed with you that the money earned should be spent the same year. However, now that I am the PTO Prez I have a different opinion. First off, we fundraise for next school year. If you were watching this website just before school started you would see the 'Urgent' messages from PTO's that were starting their year out with no money. They were grasping for quick fundraiser with instant results and I am sure were stressed along the way. None of those messages were from my school. We are in the position to pay for our assemblies for the next year at a booking discount for scheduling in advance. Also, since the events of 9-11, we as adults, are watching the economy however, the children in our school would not feel the belt tighten because we are in the position to carry our PTO events for over a year with no fundraising and no interruption. Capitol Expenditures? Maybe you need to attempt to change this, I agree with you that dances, family nights, holiday programs, assemblies are some of the most important school events. These efforts generate memories in children's minds that are much better than a new computer or items that will last for years. Also...Did you know if your PTO purchases items for the school it is then the property of the school district not the PTO. If the school district should choose to move the items to a different school that is in more need, they have the legal right to do so. Example, 2 years ago, our PTO purchased $10,000 of computer equipment. Now we may be getting 2 new schools and the district may have to balance the school's equipment. I am in a position that my children could stay at the school now or could be going to a new school depending on where the boundaries are. So, I would want the new school to be up to par like the existing school. Ask your parents what they want their money spent on via a written survey. Be careful if you ask your parents regarding finances. That should be a choice for your executive board with your principal.
Our PTO board is currently having a similar dispute over when monies are to be spent. I think that if the money is being earned early in the year, it should be spent in that school year... this gives parents and students incentive to do well in the fundraisers that they have and they receive a more instant reward. For monies earned late in the year (most of our PTO's money comes in during the spring fundraiser), it makes more sense to have that money act as the basis for next year's budget - you can't spend what you don't have. If the PTO's by-laws dictate that the budgeting be done a certain way, then you probably have to do it that way unless you want to pursue changing the by-laws. I, too, have a problem with the all of the fundraiser money being saved until next year, but that's because our school doesn't invest the money in anything interest bearing and because the school is primarily a preschool... the majority of students (more than 2/3 of the current enrollment) are only there for 1-3 years.
As for what the money is spent on, I can't believe that your PTO is expected to pick up the cost of capital improvements! Our PTO exists to provide a bridge between parents and the school administration & staff. The money that the PTO earns is spent on social activities that encourage parental involvement and things that improve the quality of the students experiences (classroom materials, classroom gardens, better/safer landscaping solutions, etc.) We also give the faculty a certain amount of money to help send them to Montessori seminars & training. Most specifically, we do not pay for capital improvements at the school... those items are included in the school's own budget.
<BLOCKQUOTE>quote:</font><HR>Schools are much more than bricks and mortar.<HR></BLOCKQUOTE>
I'll go you one better, Tim, and argue that the physical structure is irrelevant.
There is a hymn that goes:
A church is not a resting place.
A church is not a steeple.
A church is not a building.
A church is the people.
Well, I'm saying that the same logic applies to a school. The physical plant can help or hinder the process of delivering an education, but the people -- students, teachers, parents, staff, neighborhood -- are what makes or breaks a school.
A few years back, our district had an elementary school building struck by lightning one night. When the sun came up that morning, it rose over a building that was completely gutted. While their building was being rebuilt, the district bussed the students to a closed junior high building.
There were nearby schools that, between them, could have accomodated the displaced students for the interim. That idea was never seriously considered. To do so would have struck a critical blow to the sense of community that this school already enjoyed.
Was it a hassle to get the kids up early to ride the bus? Sure it was. But the parents developed a stronger sense of community through the shared sacrifice. Did it cost the district more to provide the bus transportation? Of course, but all involved considered it money well spent.
That's why we ALL need to remember why we are doing this. Does your school need 10% more parents turning out for a meeting? Or does you school need 10% more parents getting involved with their children?
[This message has been edited by KC Swan (edited 10-22-2001).]
I couldn't agree more strongly with KC Swan's last point -- events that get parents involved and foster a "community" at your school are invaluable for the kids and the school.
Schools are much more than bricks and mortar. The best schools have a hard-to-describe spirit where everyone works together to create a great atmosphere for learning. I think family nights and socials and fairs go a long way toward those ends.
Carryover funds? There's no "right" answer. If you have some long-term FR goals (a playground, for example), you may have quite a bit carried over. Other groups spend every penny every year. One observation: you'll see better fundraising success when the folks you're "hitting up" see tangible results from their fundraising support.
