Thanks Guys- it sounds like our bylaws need some clearity. The sad thing is that our parents don't have a clue as to their PTO rights. Our current pres. feels "that is their problem" So, I would like to get things right next year.
Ouor bylaws allow the Exec Board to approve unbudgeted expenses up to $100 without a member vote. We don't distribute or post our agenda early, but we do send home a 1/2 sheet paper reminder the day before our monthly meeting. If there's something special planned for our meeting, it will be announced on the 1/2 sheet reminder.
Same here. We send out the agenda the week prior to the meeting.
Our executive board can okay items up to $200. If it's an emergency, then the PTA president will call the board (6 people) and get everyone's okay. Otherwise, we'll just wait until the once a month board meeting. Really don't have to do that very often since we have a fairly accurate budget.
We have a similar situation we can make executive purchases and approve overages of up to $200.00, we also have executive meetings once a month between the regular PTO meetings to conduct small business and see where we stand on finances and with the principal as she is a member of the exec board. Hope this helps!
Our by-laws state that the executive board can make decisions on items up to $100 without presenting to the membership for a vote. This allows the board to handle small items and most unexpected small purchases without waiting for a general meeting. As President, I would usually contact 3-4 of the board members(50%) to get their approval-CYA you know. It's also time consuming to have to go thru every little item and vote on it at meetings. We do make sure that it is mentioned in the Treasurer's report.
Once you have a budget approved, I would say that discrepancies of such a small amount wouldn't require a membership approval, but you know your parents better than I. Would they have a fit over that change? Maybe this is an area of your by-laws that needs a little tweaking.
On a second note-we also did the pre-meeting agenda. I would send it out two weeks before the meeting and give people one week to call me with any additions. It seemed to draw a few more people to the meeting. It also helped shorten the meeting because it reduced discussion and people had their questions/comments ready when they came.
Our PTO has very little parent envolvement. So, it makes it very difficult to remind other board members that certain items should be brought before the membership. Next year I will be president (running for the position unopposed - as usual) and plan on distributing our meeting agendas so that it might spark some interest. Anyway, today our school sec. said that the magnets that are ordered for next year will be more expensive and will go over budget. Would this type of situation be an example of the pres. making an executive decision with input from the treasurer? Or would it go before the membership or the executive board for approval? It is over by 61.00. I'm just trying to get a feel for what most PTOs do. Our bylaws simply state that a member must be in good standing to participate in business meetings-later it does state that the budget is to be approved by the general membership. Are fundraisers approved by the general membership-which ones to host etc? Thanks for any input-I realize that there is day to day stuff that just has to get done - but what is brought before the membership?
