Our principal has made a major purchase for the school and has stated he expects us to fund a portion of this purchase. We did not vote on this expense, nor did we have a say in the amount we would contribute. He assumed that we would fund the purchase according to the balance we reported in our budget. He did not assume however that money was allocated for the upcoming year. (He did recieve an estimated budget for the upcoming year in May.) We can only hope one of our new fundraisers is successful and will allow us to remain in budget. Our board needs a diplomatic approach to this situation. I don't feel fighting with our principal solves anything. But I also do not want our board to be viewed as "pushovers". Anybody have ideas?

I can't believe your principal put you in this uncomfortable situation. Your board is going to have to tell the principal that all major purchases have to be put to a vote prior to the purchase. You have a budget to maintain and until all fundraising money is collected you can not consider allocating a portion to his/her project. In the future you will be happy to discuss any possible "needs" that the school might have for further funding.

The principal certainly can not force you to write a check and if you start it now, what's to stop them from continuing this practice down the road?

We are in a similar situation with our principal. Our problem is that the principal has been able to man-handle our PTO for a few years now. An example - Our PTO set a goal to do two hallway murals last year. Budget $2750. The PTO took 3 bids and saw work from all three artists. The vote was taken and a muralist was hired. The contract allowed the artist to complete the work over the summer (July 21 to be exact) The principal got anxious and with out talking to the Board, brought in a different muralist to start the work in May. Once the Board found out - we showed up to stop the work. Unfortunately the artist was two days in and was caught in the middle. We paid the muralist for work done. It wasn't his fault. How do we approach the principal? HELP!

We are in the opposite situation. Our principle went back to teaching during the summer after we donated $7000 to the playground and the school was to match funds,now the new principal thinks we should raise more money to continue on. It is so frustrating..

One solution should be looked for in your own By-Laws. What do the By-Laws say about who can commit PTO funds.. and how?

If not already happening, get your Principal to attend your meetings and publish your minutes to the meetings, including approved budgets.

I assume you have a PTO treasurer, who keeps the check book? The treasurer should know the rules. Set up your accounts so that over a certain dollar limit, checks have to have a dual signature (usually the treasurer and president).

Keeping it all on the up and up... and in public is very effective. Commitments made in writing, minutes and budgets that have been approved all go a long way to keeping all participants from taking advantage.

The very simple answer to someone who thinks they can somehow corral you into a commitment is to put it on the agenda for the next PTO meeting. Tell the person they need to be there to present his/her "case" for discussion and then the membership can vote on whether to approve or not. etc,. etc., etc....

I had a teacher approach me the day AFTER school was out last summer.. wanting me to commit the PTO to pay $1800 for some student assemblies. I have told her repeatedly, that we will include it in the proposed budget that will be voted on at the first PTO meeting of the year. The woman just doesn't get it. She has bugged me 2 or three time a week all summer as to whether or not they are getting the money. Heck I even wrote a welcome back to school letter to all the teachers & staff inviting them to the first meeting and telling them that we'd be voting on the darn budget. (I guess some teachers don't read either.)

In any business environment, someone who spends money they are not already authorized to spend is personally liable. In the contracting environment, it is against the regulations to ratify (approve after the fact) such procurements.

Assuming there are some spending controls... always offer to bring the subject up for discussion and voting at a PTO meeting... this shows good faith.

Hi,
I can realate to you. We got a new principal last year. Things seemed just fine. We even raised enough money to fix up our playground.
In the past we have always has a pizza party for the students. It was called pizza for the peaceful and was to enourage peace keeping skills.
The kids love it.
This year without even talking to the PTO the principal did away with our program and created her own. This has caused some hurt feelings and,
has brought up trust issues. As to why she didn't talk to the PTO.
Am I wrong for feeing this way??
Thanks!
Copy Mom