Tell her you'll pay her back next year when you use the stuff... until then it's her stuff,,, don't pay her. I see no way she could write a check for more than what's in your account without it bouncing... yes, take back your books,,, give her a "buddy" to work with...actually oversee her books, etc. A Co-Treaure or something.
$2,000 over budget??!! I hope she gave a detailed explanation of what the hell she spent the money on, and if she didn't--find out what it was! Something sounds suspicious here--that's alot of money to go over budget with something like Secret Santa Shop. If she doesn't have details--out she goes, PLUS an audit by someone in the group (or CPA if you have access to one) with other "necessary measures" if so warranted. If she can't see why you all have your panties in a twist over this she needs to be taken in hand, and MAKE SURE YOU GO THE BANK TO REQUIRE TWO SIGNATURES ON CHECKS FROM NOW ON!!!
Get rid of her....don't waste any more time. See what the bylaws say about termination and take it to a vote. In our bylaws it states that the PTO Board can approve up to $100 and the Executive Committee up to $200. Anything over that requires a review by the Executive Committee and a vote by the General Assembly. The Treasurer has failed to uphold her duties and responsibilities, has become a liability to your group and has defrauded you. Regardless if all that stuff is there that she claims...she purchased them without proper authorization.
One thing you can do is to go to the bank and require that all checks have two signatures. That way no one person can write a check. As was mentioned earlier, demand an accounting of all funds (receipts and expenditures). Whether you're a board member or assembly member, it's your group and you have the right to know what your current financial status is.
Go to the school board? Or maybe have the members or parents sign a petition. They are the ones spending the money and volunteering to make things run smoothly. The parents have a right to know where, and how much money is being spent. Also do you have anything in your bylaws about removal of an officer. You need to know how much funds you have available to spend on other events so that you don't have a negative balance.
LynnRichar and Daddio044--Yes, our bylaws state all that very clearly, but she did it anyway, we have already lost one of the Co-Presidents over this mess and the other is very close to leaving. Our principal seems to want to run everything and doesnt' want to "hurt anyone's feeling".She thinks we should just let it go and move on. But we are not so sure we want our funds in this womans hands with her control all attitude. Any suggestions on how we can get her or the principal to stop running everything?
Our by-laws also require an annual audit. I suggest you do it too just to keep the books in order if nothing else.
As far as "formal" my comment is this. The PTO is a business. It is run by volunteers and it can be run fairly loosely, but it needs to be fiscially responsible like any other business and run in a manor that preserves it's benefits to the school and it's future existence.
Our by-laws also limit the amount of spending with out a membership vote. We could not have spent $2,000 with out approval unless it was pre-determined to spend it. I'm sure that the parent felt she was doing a good job by getting a good deal, but could those funds have been better used this year?
