Need to vent - Parent Teacher Organization (PTO) related

[sunterp]

I know you guys have had PTO discussions before and I am venting about our PTO, please feel free to call me crazy, but I have no where else to vent without it getting back to certain PTO members.

I feel that our PTO is doing many things right. We meet at night and we are pretty open to new ideas. This year's board is trying to do away with the schools Coke Sale and replace it with an onion sell (we are in GA). We are also trying to get the teachers the supplies they need to change over to the CC. These are all good things in my opinion. However, we have a few older members, mostly our treasurer, that missed several of these meeting where we made these decisions. Last night the treasurer found out about our plans and basically said no to all the ideas and acted like that was the end of discussion. For example at a previous meeting we told the 1st grade teachers they could price out vacuums for their new rugs (provided by PTO) and we would surely approve them as long as they didn't come to us asking for a Dyson. The teachers did their job and we as a board were ready to approve but the treasurer said no because they had to have money to cover other items. It was also brought up that the school needs a new camera for yearbook and again I suggested they bring us information on cameras and prices and the PTO would look into funding. The treasurer says no don't bother there will be no money. At this point I am pissed and asked her for the PTO budget, we have none. I ask her for our average spending and what items must be paid, she has to look it up. I also, ask what is in our accounts, I have a good idea from all meetings from this and last year. She tells us and our checking is over 7 grand and the savings is over 10 grand. WTF lady! Why are you telling me we can't give the 1st grade teachers a 100 bucks for a vacuuum? I did keep my cool and asked if there was a grand plan for all our money, which I have asked since last year, and she does not have an answer.

So next meeting I want her to bring a budget, a spending plan and any documents that tell the new PTO what this money is earmarked for so we can have an actual fundraising goal. I feel like our school is just fundraising and never spending the money.  I feel like the treasure and past PTO president were left a ton of the burden of PTO and had the only votes (due to lack of interest) about spending but we have turned a new leaf with volunteers and members and the treasurer is unwilling to change the way things were done in past years. Am I crazy for thinking this is a large amount of money for a PTO to have amassed and refuse to spend on our teachers?

Thank you for letting me vent and any ideas would be appreciated.

[secretlyevil]

I have nothing productive to add or advice. I thought this was going to be a thread about paid time off.

[y4m]

Sept 18, 2013 8:12:14 GMT -5 secretlyevil said:

I have nothing productive to add or advice. I thought this was going to be a thread about paid time off.

+1

[mommylikestattoos]

I can certainly understand wanting to keep a cushion of $X readily available, but that does seen like an excessive amount if money to just be sitting on.

[sunterp]

Sorry for the confusion. Maybe in the past the threads were called PTA.

[LoveTrains]

Does your PTO/PTA have by-laws regarding the decision making process?

[sunterp]

Sept 18, 2013 8:26:03 GMT -5 LoveTrains said:

Does your PTO/PTA have by-laws regarding the decision making process?

Something I would love to know and will ask about at the next meeting. It appears the past president just gave the new co-presidents a huge binder with no order and said good luck.

[Deleted]

I don't know much about PTA specifically, but am involved with a non profit and can say that they definitely should have a budget that is provided to the board members at each meeting and that accounts for each month's expenses and donations. I do not find that to be unreasonable at all. Get your hands on a copy of the by laws and see what procedures are supposed to be followed, because that should also lay out the voting process. Are you on the board? If so, perhaps the executive board could come together and have a separate meeting to discuss new procedures and to get input from the treasurer and to make sure everyone is on the same page as far as goals and projections.

[vanillacourage]

I would ask about bylaws and guidelines for fiscal responsibility.  Locally we had a PTO president embezzle $15k, so those general questions aren't unreasonable.

[sunterp]

I am on the board they needed a Vice-President so I said I would do it. I also think I am going to ask the Co-Presidents and treasure to meet with me to create these documents if needed. I am new to this state and school district so I spent last year attending meetings and try to get a better understanding of the PTO but I think my job as Vice President may be helping them get everything in order.

[pugz]

yeah there needs to be a budget and accountability, keep pushing back, hopefully others will back you up

[Deleted]

Contact the national organization to get the laws, rules and such.

[BAMFMrsB]

I'm starting to pay more attention to these PTA issues (new parent here!) and one thing you see over and over in the news is a Treasurer misappropriating funds. I'm not throwing around accusations. I'm saying CYA. And by that, I mean, keep an eye on someone who is supposed to be spending $$$$ on you know, teachers, and then saying "there are no funds, except for the 5 figures we have in savings." ^o)

 Yeah, none of that seems sketchy.

[doxies]

Yes, this is strange.  We have a meeting at the beginning of the year where the treasurer provides a detailed budget listing all the anticipated revenues (from fundraisers, box top collections, etc.) and lists all the expenditures.  Our PTA supplies things like field trip buses, assemblies and other school events.  Pretty much our whole income is spent every year.  In the event there are bigger things we would like to fund, money is set aside each year for that project.  At the meeting, the PTA votes on the budget to approve it.

It seems very odd that you would have that much money in your PTO account without any concrete plans to allocate it.

[auntie]

Coke sale? As in the stuff you snort or the kind you drink? Some districts are in bed with the Big Soda, so this may not be negotiable. Or you might have meant cake? Who knows.

PTO/PTA is a PITA. Often they get so caught up in a balance, they won't spend it do to improve the school. I can't wrap my mind around why they need to buy janitorial/maintenance equipment for the building. But if it's a need, they should spend down. DS's elementary held a $30K savings and $10K in spendable funds. I stopped supporting at that point.

[ttt]

Sept 18, 2013 8:40:54 GMT -5 vanillacourage said:

I would ask about bylaws and guidelines for fiscal responsibility.  Locally we had a PTO president embezzle $15k, so those general questions aren't unreasonable.

Embezzlement was my thought too. I think a treasurer hoarding that kind of money is a wee bit suspicious.

[Bad Dingo]

It sounds like you your plan to meet with the co-presidents and treasurer is a great idea. I'm just wondering, isn't there janitorial staff that has vacuums? Maybe for things like vacuums, cameras etc you can send out a mass email to the school and ask if anyone has older models that they'd like to donate?

[KB]

Who actually monitors the treasurer/funds in the past? Ours runs a tight ship but is very transparent with the funds.

[Deleted]

Careful. Your kid has to be in that school for a while.

[sunterp]

The Coke Sale also was strange to me but apparently Coke is big in GA and they have school fundraisers, where children sell cases of coke products. It makes a ton of money but several families and PTO members this year felt that selling Coke was not something we wanted to continue and wanted to look for more healthy and local companies to team up with for fundraisers. It might not work out but we are willing to try. I think the treasurer is doing her job but is not use to a full board and members changing or inquiring about the budget and long term PTO plans.

Oh the vacuums were asked for because the 4 new rugs were causing the janitorial staff longer cleaning times and the teachers wanted to have a way to do a quick pick-up of their classes.

[vanillacourage]

Sept 18, 2013 9:07:29 GMT -5 @spenjamins said:

Careful. Your kid has to be in that school for a while.

Just wanted to say that I agree with this.  Asking about bylaws and gently pushing back at first is fine.  Demanding that the treasurer bring stapled copies of budgets and bank statements to the next meeting is a little aggressive for the first shot across the bow.

[Deleted]

Sept 18, 2013 9:16:47 GMT -5 sunterp said:

The Coke Sale also was strange to me but apparently Coke is big in GA and they have school fundraisers, where children sell cases of coke products. It makes a ton of money but several families and PTO members this year felt that selling Coke was not something we wanted to continue and wanted to look for more healthy and local companies to team up with for fundraisers. It might not work out but we are willing to try. I think the treasurer is doing her job but is not use to a full board and members changing or inquiring about the budget and long term PTO plans.

Oh the vacuums were asked for because the 4 new rugs were causing the janitorial staff longer cleaning times and the teachers wanted to have a way to do a quick pick-up of their classes.

If it makes a lot of money and is their *big* fundraiser, I would be wary of ending it before you have a concrete plan in place to replace it, especially if it is popular and you are new to the board and district. Perhaps carry on with it this year and try to recruit another organization for a fundraiser next year, or do two fundraisers. Its all about keeping money flowing in so that you have money to spend for the school.

[sunterp]

Sept 18, 2013 9:25:03 GMT -5 vanillacourage said:

Sept 18, 2013 9:07:29 GMT -5 @spenjamins said:

Careful. Your kid has to be in that school for a while.

Just wanted to say that I agree with this.  Asking about bylaws and gently pushing back at first is fine.  Demanding that the treasurer bring stapled copies of budgets and bank statements to the next meeting is a little aggressive for the first shot across the bow.

I will ask nicely as I do like the treasurer outside of PTO, hence the reason to vent here. I think a lot of this has to do with the old and new board members adjusting to each other. The treasurer usually does a fiscal report so she would not be surprised by this request. I also know her last child is going to move onto middle school so it would be great to have a clear record and budget in place for the next treasurer. I think the current treasurer has been in the position for several years and has most of the information in her head, hence the need to write it down.

Thanks ladies I will use this as a way to get this group a little bit more organized.

[sunterp]

Sept 18, 2013 9:29:14 GMT -5 @mjmksb04 said:

Sept 18, 2013 9:16:47 GMT -5 sunterp said:

The Coke Sale also was strange to me but apparently Coke is big in GA and they have school fundraisers, where children sell cases of coke products. It makes a ton of money but several families and PTO members this year felt that selling Coke was not something we wanted to continue and wanted to look for more healthy and local companies to team up with for fundraisers. It might not work out but we are willing to try. I think the treasurer is doing her job but is not use to a full board and members changing or inquiring about the budget and long term PTO plans.

Oh the vacuums were asked for because the 4 new rugs were causing the janitorial staff longer cleaning times and the teachers wanted to have a way to do a quick pick-up of their classes.

If it makes a lot of money and is their *big* fundraiser, I would be wary of ending it before you have a concrete plan in place to replace it, especially if it is popular and you are new to the board and district. Perhaps carry on with it this year and try to recruit another organization for a fundraiser next year, or do two fundraisers. Its all about keeping money flowing in so that you have money to spend for the school.

When they decided to do away with the Coke fundraiser I was the only voice that suggested we keep it for this school year and look into alternate ideas for the following year. As the treasurer was not at this meeting I was the only one from the previous year that had any idea how much money this fundraiser contributed to our fund. Although I hate selling coke I am still unsure about how this will play out without a year of research but I was assured that other schools have done the onion sale with great success in lieu of their coke sale.

[IIOY]

Sept 18, 2013 9:25:03 GMT -5 vanillacourage said:

Sept 18, 2013 9:07:29 GMT -5 @spenjamins said:

Careful. Your kid has to be in that school for a while.

Just wanted to say that I agree with this.  Asking about bylaws and gently pushing back at first is fine.  Demanding that the treasurer bring stapled copies of budgets and bank statements to the next meeting is a little aggressive for the first shot across the bow.

I agree to an extent but the parents do have a right to know how the money is being used. She wouldn't be the first newbie to ask questions, since those are the folks who tend to have the energy and inclination. There is a way to do this politely and in the spirit of a constructive exchange.

ITA with running for the board yourself. Present yourself as someone genuinely interested in getting involved in a friendly (i.e., non-confrontational) way.

[downtoearth]

Coke sales to support schools - sounds like a drug cartel instead of a PTO.

Just kidding.

Anyway, yes, that sounds like a lot. I've never been to our PTO meetings, but my friend is on the board (VP) and I know our biggest fundraiser brings in around $15k (250-300 kid public school) and that by the end of the year, all that money is allocated back to the teacher's classrooms and the general fund that the principal can spend on certain items.

So basically, aside from a few thousand in savings, we spend it all on the school each year.

[Deleted]

Sept 18, 2013 8:57:12 GMT -5 doxies said:

Yes, this is strange.  We have a meeting at the beginning of the year where the treasurer provides a detailed budget listing all the anticipated revenues (from fundraisers, box top collections, etc.) and lists all the expenditures.  Our PTA supplies things like field trip buses, assemblies and other school events.  Pretty much our whole income is spent every year.  In the event there are bigger things we would like to fund, money is set aside each year for that project.  At the meeting, the PTA votes on the budget to approve it.

It seems very odd that you would have that much money in your PTO account without any concrete plans to allocate it.

This is ours - at the general PTA meeting and back to school night last night, they had budget handouts for all parents to review, and asked if there were any questions before approving it.  It was very detailed for all income/expenses etc.