The big problem is that we don't have a budget. I have just spent 5 months trying to get a set of by-laws approved! They were finally adopted last night. What a relief! Our PTO has been running for years without by-laws which equals absolutely no organization, and a lot of hurt feelings along the way.
I guess the next step is to work on a budget for the group. If I start working on it now, it might get approved by next August [img]smile.gif[/img]
I moved into this very rural area 2 years ago and am still considered an "outsider" by many of the locals. I'm learning that many of them think I have "big city" ideas and "big city" ways that I'm trying to bring to "their" small town.
In reality, I saw a definite need at the elementary school and offered to help.
They even complained that the by-laws had too many big words and I needed to simplify it. I made a by-laws "Cliff's Notes" and that's how we got them adopted.
Fortunately, the majority of the parents and teachers genuinely appreciate the positive changes I'm trying to bring to the school.
Sometimes I get so weary dealing with everything, but when I go up to the school and see the kids, and am stopped 50 times along the way for hugs, it lifts my spirits and makes it all worth while.
klm is right on. If a budget is approved all the money is granted - no more approving things. In our By Laws the PTO Board may approve new items not to exceed $500.00 That was by design. We wanted to keep the meetings to more of an town hall meeting environment rather than a board imposing it's will.
We feel it works pretty well.
As for the parents - they are always there. Publish a newsletter on a regular basis. Try to hold family social activities (we do a Family Hoe Down, Movie Nights, Bingo Event, Mardi Gras Party, Ice Cream social) to build community. Then there will be sooooooooo much positive info out there that it will diffuse the complaners.
If you hear them complaining are being nasty at the meeting, ask them to step up and take a leadership role. It may be uncomfortable at that one moment, but then after that they may either be part of the solution or they may be gone - either way, you win.
Remember that you are an open business that the parents are a part of. Be open with all of them about everything.
If a budget was approved at the beginning of the year and the expenditure was within the budget, no approval is needed. I believe the general members should have a vote on expentitures outside the budget except in the case of an emergency (limit of $200 for emergencies). More than the board members usually work hard for the profits and deserve a say in how the money is spent.
Our bylaws state that any expense above $500 must be voted on at a general meeting, anything under that the board may approve. As with the other posters - we keep a current budget statement at each general meeting, but do not itemize the checks that are written. If we know of an expense over $500 - we discuss it at the board meeting first and vote as a board as to whether or not to approach it with the general membership - this has always worked well.
Just a thought - if these people are determined to ask about each nickel and dime you spend - perhaps state "that is an interesting question, would you be so kind as to volunteer for our audit committee at the end of the year?" If you say that enough, perhaps they will learn that your time is valuable and you could use more volunteers. They may stop coming to meetings, but then is that the worst thing in the world? It beats getting defensive which I know would be my first reaction if I felt they were questioning my spending decisions.
Our bylaws says that we need a majority vote from our 8 executive committee members (the board) unless we're voting on something greater than $500. For those items over $500 we need a quorum (which in our bylaws is majority of executive committee members and at least 10 regular members because we only have about 20 to 25 total people show up at our regular meetings).
Our by laws state that the board needs membership approval for all expenditures over $200. We have a cash reserve amount each year of $1000 that we use for small expenses (stamps, etc). The membership has never questioned us on this. We present a current Treasurer's Report at every general meeting, but don't give details on what every check was for. Anyone who wanted this information could ask the treasurer, but we rarely have that happen.
