She doesn't expect to get reimbursed for the TV until January when it is voted on so no problem there. The problem will come in the amount of reimbursement. The Holiday Sale is another story. They are invoices from an outside company. There are two (one within budget, the other is the amount over budget). So I will be paying the bigger one which is within budget. The other one will have to wait until voted on. Since she is the other signature on the check, I know she will ask about the other invoice. That's when she's going to be upset when I tell her that I CANNOT pay it according to the bylaws until it gets voted on.
I think that I would agree with reimbursing them the agreed upon amount to be spent. Write them a check and then let them know that you have no authority to cover the difference until it can be voted on by the members.
I'd be hesitant to not write a check immediately though. We had a treasurer who never wrote checks until she was satisfied with what you did. It took an act of congress to get her to write a check. The treasurer has to act according to the bylaws, not make her own decisions about reimbursement.
I am the President of our PTO, but being President doesn't really mean anything...it is just a name to me. We are a team and what the TEAM says goes.
But, what you are talking about just came up with me. I was asked to spend "X" amount of money for our kids for the Holiday Party, which would be reimbursed to me with receipts.
Guess what..I went over, I knew I went over a few bucks but I was more than willing to eat the difference. I haven't been reimbursed yet for the items I purchased and it may end up that I will have to eat the difference, but like I said, I knew that going into it.
So I guess my point is just like someone else pointed out...Stick to the budget, If someone goes over the budget, then it is out of their pocket, not PTOs.
No, we have a spending budget of $1000. We expect to bring in $2200 with a $1200 profit (based on last couple of year's). So far today, we are only about 1/2 way there, so it will definitely prove my point when we don't make our expected profit! (but too bad for the kids)
Let me ask a dumb question...was the holiday shop budget an expense budget or a net profit budget? Here's why I ask. For our income-producing events like bingo night, we post a net profit budget on our annual budget document. That might be $200. In fact, it costs way more than $200 to put on bingo night. Maybe $1000 depending on the food and prizes. As long as the event brings in $800, the committee makes budget ($1000-$800=$200).
I've been treasurer before, and I struggled with the best way to present this situation to the committe chairs. "How much do I have to spend?" they would ask me. "I don't know...as long as your profit is $x, that's ok." I'd say. Not a great answer. The key to the answer is keeping good records from year to year so you can see how much total expense an event requires, not just how much net profit it makes. Unfortunately, our committees don't always keep such detailed records.
It sounds like your Prez isn't respecting good financial controls and needs her hand slapped. But is there any chance she thought the budget was for net profit, and figured she could spend whatever she wanted as long as she was confident it would make the profit goal?
We are 7 members mostly a 50/50 split with someone who plays both sides of the fence (and lies to both!). Haven't involved the principal yet, just waiting to see what happens at next week's meeting. Next two days are our holiday sale so it should be fun!!!
