To answer the question- Yes you can charge for copying of these documents. But they must be reasonable charges- You can advise her BEFOREHAND to remit the charges and you will then forward the copies. In a nice letter simply state. Dear Mrs Jones, we received your request for copies of our tax forms filed for the last 2 years. In order to process your request please remit a check for $xx.xx to cover the cost of copying and postage.The address is above. Our tax copies are available for inspection (onsight only)((meaning she can't walk away with them))with 48 hour notice given to us. Should you have any questions please contact john Doie at 555-1111.

I would charge what the copy store charges you, get a receipt and keep it for your records in case she wants proof of your charges.

Oh...just one more thought to ponder...Our soccer team just finished our raffle ticket fundraiser and over 100 players have yet to turn in the money or do the buyout. As I was preparing to make all the calls to these families I was told three of my players belong to the same family that would amount to $60.00 for our league...the only problem is their single father who is raising them alone is in the hospital and is gravely ill. Before I knew this information I was all set to call them and demand the money...now it seems so petty. I guess what I'm trying to say is people have their reasons for not particiapting sure most of the time it is because they don't care...but sometimes they can't and until you know all the details they should not be judged.

I have never heard of doing a buy-out for a PTO sponsored fundraiser...I have done many buyouts for my kids soccer league however. Especially if you are a public school you can't demand anything. When people choose to do a fundraiser of any sort it is usually to help the kids be it sports or school, PTO's do not have the right to say that their efforts are more important. Most parent groups do not affect the kids educational needs only the extras that the kids love. I am a PTO President and have chosen not to do the school fundraisers because I feel I donate my time, heart, and soul to this school...not to mention all the little things I buy out of pocket throughout the year. I am also the registrar for my kids soccer league who is in charge of over 500 players. When PTO's begin to feel that they are in the position to look down upon people who choose not to participate in a fundraiser perhaps they need to step back and see if the problems lies within the group instead of with the parents. Copies of the audits should not be too hard normally our audits consist of three pages and we use the copier at school all the time...you might also want to include your current budget. If your audits are not current, perhaps you can send her the the last years monthly treasurer's report's...we always keeps a few copies of these on hand. For this woman to write two letters she is obviously upset and instead of getting nit picky about copy charges your best bet is to give her even more info than she asked for so that she can see exactly where the money is going...without saying. "Well, if she came to the meetings she'd know". Because in all reality even if someone don't come to the meetings but have at some point done a PTO fundraiser they have supported your group. Keep in mind that how you handle this now will effect the future relationship with this family. And please no more letters call the woman directly.

I agree an apology letter (or phone call) is need and let it go. Why is she asking for your documents? Do you feel she if going to take this further? If so, I would not contact her. I would contact your school district adminstration to advise what has happened and I am sure they can give you advise regarding how to handle. Start with the principal then a business administrator, or assistant super. Cover yourself now.

Maybe I am misreading what actually occured. If you are upset about a parent refusing to become involved in a fundraiser that's one thing. To offer parents the opportunity to 'buy out' of a fundraiser seems to be a no-no. We all have obligations to other things in the community besides school. I am a PTO president. If I did that to any parent I would be fried at the next meeting...if not sooner. If someone can't offer finacial help, there may be a really important way for them to be involved, ie: volunteering, ect. The real point here doesn't seem to be a difficult parent. I would have had the same impression about the 'buy out'....I wouldn't have asked for copies of stuff, I would have come directly to you to ask if you knew people were upset by the approach taken. My guess is that she's not the only one feeling this way, just the most verbal. Why not get things straightened out at the next meeting? Let her , and other parents like her know what your intentions really were? Sure can't hurt to try to keep other parents happy and keep a PTO around for the long haul.

I agree apologize to this parent but after that DROP IT!! I really hate to tell you this but I would have been at you meeting with the chocolate and a few words.

I have sent many fundraisers back to school and the PTO and have NEVER recieved a letter. With four children I hate to think about things to come!

I know there is no obligation but parents feel obligated and can and will get fundrairer to death!