We have a fund request form that has to be filled out anytime anyone (school staff member, PTO member, etc.) requests funds that are not budgeted. The fund is reviewed by the PTO board and if they deem it appropriate it goes to the general chapter for a vote.
Stacie, As kperret said, it is typical that groups have some stipulations in their bylaws of how to vote on/approve these funds. If you are talking about improvements that are not an emergency, then it would also be typical to post ahead of time that a vote will be taken at an upcoming meeting. This gives parents notice to come to the meeting and vote.
We have our bylaws written so we can adjust our budget by $100.00 without the general members voting to approve but are required to notify them at the next meeting. We also can make purchases of up to $750.00 for a non budgeted item (with a 2/3 executive board approval) without a general board vote if we are in between meetings and there is an urgency, otherwise it has been passed in our budget or we bring it to the general meeting for voting. During our general meeting we go with a majority vote to pass agenda items, including financial requests.
How does everyone handle voting for request for funds during their meetings? Our PTO needs to make some improvements and was just wondering what procedures everyone else uses. Thanks!
