Hi, The cost ended up being $11.95 per person, I would have been willing to cook it myself for that, Our next general meeting is tomorrow, and she is too busy to attend (surprise). We put her in charge and she was able to do what she wanted, so we didn't feel the needed to check on which resturant she was using. I just trusted that she would stay within her budget. Our board has been accoused of mico-managing in the past, so we were trying to give some space. I've learned my lesson. Thanks.

My goodness!! I echo the other 2 replies--SHE should definitely be the one explain the overrun on her budget!!
I have to ask--how many teachers & assistants do you have at your school? Please say it's at least 200. Yes, we all appreciate our teachers, but that first figure of $750 seemed to me to be a generous amount for just lunch--- $1000 sounded outrageous, but $1450??!! Didn't this volunteer have to report her choices to anyone BEFORE any contracts were signed? If the volunteer isn't a board member, is the contract binding? Generally, our exec board takes care of deciding what will be done for this sort of thing and we work very hard to get donations to limit the amount of cash we have to use. There are many ways to make a gift LOOK generous without having to spend a lot of money.
So sorry you're in this situation.Hope it works out.Mark this experience as an item to file for future reference--you've learned something and I'm sure every board has a horror story.Don't beat yourself up too much,()it happens.

Now the "plan b" (if you will) if she had the comtract signed in her name as "PTO *****lunch chair " would anyone feel confortable calling and seeing if the bill can be negotiated? Have you seen the final bill yet? I hope part of that total isn't tax and tip!

I agree though, I would have a hard time putting her in charge of anything with a real budget attached! I'm sorry to hear about this and I really don't want to say this but maybe the food will be awful and she will really look bad!

PS- make HER ask for the extra 450 bucks! Demand to see the contract! It's not YOUR fault someone can't follow a budget!

Whose name was on the contract? If it was just hers than I'd tell her she would have to pay the rest out of her pocket since she was aware of the budget that was voted on, but since you organizations name is probably somewhere on that contract than I would let her stand at your next meeting give the report, explain what happened, an ask for suggestions. Maybe someone could come with something that won't put a strain on the rest of your budgeting.

Hello, We had a lunch for out teachers and staff we had a volunteer arrange it. At first her budget was $750.00 She said that it was too little and asked if we could raise it to $1000.00, so we took it to the next meeting and it was approved. Now she signed a contract for $1450.00. We can't get out of it. My question is, Has anyone dealt with something like this? I know I will not ask her to chair anything again. The extra $450 will have to come out of another line item. How do we explain to the general PTO why we were so over budget. Thanks