If your bylaws give the executive board allowances to approve expenditures up to a specific dollar amount, they can do this. Sometimes there are things that have to get done before the next meeting. Our bylaws give us leeway of up to $150 for this reason. We just ammended our bylaws last May and this was one of the modifications we put in place because it does happen sometimes. Now video tapes or this "mini grant" request probably could wait for your next meeting or maybe the teacher needs it right away. Personally, I would tell her to wait for the meeting. (and not wait for the last minute to give me a grant - get organized! - Not!).
We had a request for a subscription for magazines in spanish from the spanish teacher at the end of the year once. The general meetings were over and we had to make a decision, so the executive board voted yes. It was granted and noted and discussed at the next general meeting (September). The expense was on the treasurer report. It was not kept from anyone. Sometimes these things happen. We try to put all things up at a general meeting and vote on requests since we want a vote and approval. Sometimes it is not possible.
One of the responsiblilities your board has is to conduct business all month long not just at meetings. Decisions have to be made, bills have to be paid, etc... As long as it is discussed and noted at your next meeting either by listing it on the agenda, or on the treasurer report and not kept from the membership it should be ok.
Gosh, this sounds familiar. I just got a request today for FIVE THOUSAND DOLLARS from the School Board Chairman (private school) to pay for a speaker to come speak at our school to the teachers and parents. He knows that our board can approve that without asking the general membership. I'm afraid it's not going to be a popular decision, if we approve that. ugh....I'm awaiting feedback from the VP,Sec., and Treasurer.
Shelly
"The duties of the board shall be . . . . Approve spending up to $200.00 when time restraints exist, without meeting with the general body of the PTO."
We only exercise this duty if the expense MUST be dealt with before the next membership meeting. We meet monthy - so we try to always hold off until it can be voted on.
Perhaps your bylaws could be amended to give only emergency spending approval with out a membership vote?? Good Luck!
I need some advice. Our current board (includes last year's president and treasurer) is using a loop hole in our by laws to get around body approved expenditures. A request was made to me by a teacher for an item and I instructed him to follow proper procedures and ask the board to list it on the agenda. I asked him today if his item was on the agenda and he told me the president told him if he could find one for under a $100 that we wouldn't have to go through all that mess!! Our next meeting is next week and he would have approval by the following day, so this is not a time sensitive issue. Our by laws state that if there is an expected expenditure of more than $100 there will need a general membership vote for approval. We have never had a problem in the past with approving requests from teachers. At the end of last school year, the board did a similar scenario. The body did not know about the expense until we noted the $125 expense in the treasurer's report. When it was brought to their attention, one of the board members stated they would pay the extra $25 so they "wouldn't get in trouble". I could see if this was an emergency issue, but the teacher had requested VIDEO TAPES!!!
My question is, how does someone stop these types of expenditures without coming across as a witch? Any advice you can share would be great.
