our past VP was taking cash. We (the treasurer and I) would pay in cash and when the deposit was handed into the treasurer there was NEVER any cash, only checks.
Since she left, we decided that we want all paper work and tally sheets handed in with the deposits and we(the treasurer and I) go over every deposit very carefully. We have learned from mistakes made in the past. You can now call me a "Control Freak" and I'm very proud of my new title, it's so much better than a few of my other titles!
I also suggest not giving her money to purchase things but a check, but we even have trouble with people turning in receipts for these so we now ask that a shopping list is given to the treasurer or that a receipt for preapproved expenses be submitted for reimbursement.
The irony of commitment is that it’s deeply liberating-in work, in play, in love. The act frees you from the tyranny of your internal critic, from the fear that likes to dress itself up and parade around as rational hesitation. To commit is to remove your head as the barrier to your life. --Anne Morris
When we run event that people pay to attend there is a form they need to fill out and return with payment (Name, phone #, Child's Class, How many tickets they want). We keep track of these. We make a copy of each form and keep the copy and give the chairperson the original. This also serves as a back up in the event something happens to the ones the chair has. This would allow you to know how many people paid for the event and how much money you should have.
Also...Normally our chair does not collect the money. It is turned right over to the treasurer to deposit.
If you give your chair money to purchase items for an event...they should be turning over reciepts to you to account for what they have spent and to know if they should be giving you any money back. You can't give a chairperson money and then not expect them to be accountable for it without handing in receipts.
You can still access how many people attend the event. Ask for a list of the names of all the people attending and then sign them in at the door. We always do that to make sure someone that did not pay does not just show up and try to get in for free. If the # of people that show up and sign in does not = what the chair gave you in money then you will have the proof to question her as to any discrepencies. Doing a sign in may also make the chair pony up any money she took if she realizes that you can snag her.
Does anyone have a way to keep tabs on chairpeople who run events that have admission fees in advance. We have just been very trusting and hoping we have honest chairs but I think we just were robbed!! People sent in money to attend event in advance and only checks where turned in and I know some people payed cash! We also gave this chair money to purchase for the event beforehand and I'm not sure things are going to even out! What to do??? Any ideas???
