Critter's absolutely right. We had the exact same problem with a Girl Scout leader (whom we knew for years). The leader's daughters left scouting, so naturally she didn't want to be in charge. But the next year, we could not get the checkbook from her. Excuses, excuses, excuses.
She finally handed over a handful of wadded up cash (less than $100) and one check (maybe $300) that should have been cashed the previous year and was months past the allowed date to honor.
We never could get any records or the checkbood. It was a nightmare. We had no way to prove anything, but by our rough calculations, we should have had $1000+ in the account.
It's difficult to believe someone you know well would do that - whether it was intentional theft or just extreme carelessness. So be on your guard.
Any time a treasurer(s) is reluctant to provide documentation, a red flag should go up. It's probably due to one of three situations: they're busy and the PTO is low on their priority list, the records are in disarray and they are embarrassed/unprepared, or they are doing something underhanded and don't want to get caught. Most likely, these are honest people, but you have every right to expect compliance, and they have the responsibility to comply if they want to be treasurer.
This is not your money or their money you are dealing with. It belongs to the PTO. So...give them a list of the specific items you need for the audit. Give them a deadline. Remind them that an audit must be done every year (blame it on the IRS or just basic good business practice) for their own protection, as well as for the PTO's protection. If they don't respond, are you ready to remove them from office for failure to perform their duty?
Here's what we provide to our volunteer auditor: the bank statements for the fiscal year, the check register (but not the checkbook), the year's cancelled checks, monthly reconciliation reports, the monthly treasurer's reports, all supporting transaction paperwork such as reimbursement requests and check requests with invoices. Also can include minutes of the meetings to highlight spending decisions, bylaws/procedures for advice on tightening financial policies.
An audit can be done by one or a few volunteers, as long as they are not authorized to the bank account in any way. You don't have to pay a professional for the kind of review most PTO's need. At minimum, you want to ensure that the bank account has been reconciled each month, that only authorized disbursments have been made, that basic financial controls have been applied, and that the balance your PTO thinks it has matches what the bank says. It can be pretty straightforward if you have all the supporting paperwork.
Thanks that is how I feel. In fact I just asked my other officers to get involved. I also gave the treasurers a deadline this week to turn everthing over.
Ask them at your next meeting as part of the meeting to immediately turn over records for audit. Get your other members and principal involved. Do not let this issue drop.
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
I am the President of our PTO and I have been asking our treasurer(Husband and Wife, that were voted in before I took over as President)to prepare the records for an Audit. This is supposed to be done annually.It has not been done ever,to my knowledge. My problem is that I have been requesting these records since May. The treasurers keep making excuses as to why it isn't ready. I didn't think this would be such a big deal and they have done a good job in the past. But, I'm starting to get concerned. The last time I asked when they would be ready, they became upset and said I was pressuring them. What do you think I should do?
getting worried
