We do have a budget. It is set at the end of the year by a combination of the existing board and the new board, the thought being that the new members can benefit from the experience of the outgoing members. At the first meeting of the school year the budget is approved. Any changes of $500 or more are brought to vote at a general membership meeting, so there is a lot of flexibility. We found this part necessary because we made more on a fundraiser than anticipated, therefore rather than carry that money over when expenditures were already approved, we thought they should be spent on those who raised the money. Each year you will have a grade that "graduates" but who participated in the raising of the funds. If they aren't spent in that way, then parents of the "graduating class", their teachers, and even the students would rightly argue that they shouldn't be asked to participate in raising the funds. So YES we have a budget, but we also stay very flexible. It works for us.

As in the previous post, we do not operate with a set budget, nor has our organization done so in the past that I am aware of. Our money is spent on teacher requested "mini grants", assembly programs, and everything else you probably spend your money on in your organization. We vote on all spending at general meetings. Most requests, if not all, must be put on a grant request form and is put on the agenda at the next meeting for discussion and then voting. We have never had a problem with this M.O.

I am curious how many other organizations do like ours?.......anyone......
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First: This sounds a bit like what I had to deal with last year. First the Treasurer says suckers and chips, now she is saying pencils. Sounds to me if it isn't her idea, it is going to meet with resistance from her. Pencils, unless ordered from Oriental Trader, are not cheaper than the pumpkins. If they are ordered from Oriental Trader, the pencil leads break too easily for them to be of any actual use. Not saying that Oriental Trader is a bad choice, just noting that their pencils leave something to be desired. Good pencils run anywhere from .15 to .75 each.

Second: Last year we operated without a 'set' budget, as we have in all the years past. We always figured out what programs and events we were going to sponsor in April and May of the school year prior. We run our first fundraiser two weeks into the new school year. We are careful not to commit ourselves until we have the money. If there is left over money (and there was last year), we then look at additional events and programs. It was only at the end of last year that a 'real' budget was even brought up at a meeting. We still do not have a set budget.

MO2- I beg to differ. Each set of bylaws is different, but in most cases, the treasurer is responsible for keeping the books in order and then it is simply a game of CYA. Some bylaws do not say that everything has to be voted on. Most do not. As long as she is given receipts, approved meeting minutes, or a written request from the prez, she has covered herself. It is only when she cannot prove where expenditures went that she can get into trouble. That is why most treasurers do not write checks without first being given receipts or the like. Seriously, it's all about keeping the books and covering one's own arse. She has to know where the money goes, not decide where it goes. I agree she should question some expenditures, but refusing to write a check because she thinks she has a better idea (as seems to be the case here), NEVER!

I know you all are being a little critical of this treasurer, however she is just trying to do her job. There is no budget item for Halloween treats or really anything else. This has not been voted by the board, nor is there a clause in the by laws. If there is an audit done at the end of the year ( there should be), this treasurer is accountable for the monies spent. Not one person should be making all the spending decisions... treasurer, president, vice etc. Our parent group has line items for all expenses (which are voted on). In the event of a pressing matter that is not on the budget and is in between board meetings,our by-laws state our exectutive officers will take a vote on the matter. They are allowed to spend up to $100 on their own. This offers a good checks and balance without them spending too much without some approval.

Thank you all for responding. I would love to hear viewpoints from others as well. :cool: [img]smile.gif[/img]

We do have by-laws that state they can only spend on what the budget is. We do not have a yearly budget. They have never done this before. I just found out that we made $16,000 from our fall fundraiser this year. That is the most we have made in over eight years. I plan on getting the executive board together to budget our money within two weeks from now.

We have never had bylaws before last year.
We have always had everything donated for Halloween. chips, lollipops, Mc Donalds coupons, and Wendy's halloween bags.

I spoke with our other officers who were for the pumpkins, but after reading the bylaws it states that we must have approval for spending the money. I explained to the halloween chairman that she must solicit business for possible cash donations to purchase the pumpkins for this year.

I also spoke with our treasurer in regards to my decision as president. She stated to me that we should purchase halloween pencils instead of pumpkins. I told her it wasn't up to her what the committee would do.

Has any other PTO gone without a "real" budget? I know the officers in the past have estimated a budget to the different programs but only directly to the chairman and not on paper.

I'm trying to change things around for the better. Our new vice-president wanted the pto to donate a gift card from Barnes and NObles to one member for joining PTO. Once again she voted it down.

Well thank you all again for your responses.

Renee

If my memory serves me correct (and I will not be offened if someone finds different) in Robert's Rules of Order the President can veto the Treasurer! The Treasurer is serving under the leadership of the President and weither she/he agrees or not, the President is in that position for a reason!
Please don't take this wrong, I'm all for peace just as much as the next parent but nothing is more fustrating than hearing "Yes" from the Pres. and have a board member say "no".
In Roberts Rules of Order Edition 9 (were're working with gas now!!) pages 438-471 with detailed description on page 451. Okay after all that it really just gives a description for the office BUT this clearly sounds like a lack of communication and needs to be addressed FAST!

Hope I have helped.....