I'm the treasurer for our PTO, and I also chair the book fair, and also chair and co-chair other fundraising activities.
Like ScottMom#1 says, there should be at least 2 people counting money. I created a cash verification sheet that is signed by at least 2 people. The bank deposit slip is attached to it for our records. The treasurer should definitely be one of the people counting the funds since he or she is in charge of the group's accounting (and also becasue he or she is usually the one who deposits the money).
I think we used to leave the fudnraiser chair open to anyone who was willing to do it. I would say that this is the most tedious job we have. I have filled it a treasurer, because no one else would, and as president. We have had past money handling issues, but with the right controls in place this is not an issue. There are always 2 people on a money counting project together, always at least 2 people in the room with money, always 2 people to count and agree on the deposit and seal it until it reaches the bank, and always 2 signatures on checks-which is how we withdrawl startup cash for events. We only have 2 parents on our board. Is this somewhat challenging to make our schedules work? Yes, but we put the rules in place, and though we trust each other, we want to make sure we can never be questioned or put in a bad position by anyone else. If anything, I think the Treasurer should be responsible for fundraisers and be at least one of the people counting all funds received or spent.
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 don't see a problem with it (I do it all the time). But to keep any questions from arising, make sure someone else on the committee signs off on the money too.
Our treasurer is doing more than I am for our Winter Fest. She is also an experienced teacher. I don't know what I'd do without her. We always discuss about what we are going to spend and what we want, she doesn't take it upon herself to do things without discussing it with me and our principal (he is very supportive of the PTO).
Hi! We had in the past a treasurer who chaired our book fairs for a few years. Our current treasurer works full time so she is unable to chair anything. If your bylaws do not stipulate the treasurer cannot chair a fundraiser then I really see no problem with it. If there is concern then the board or president should review the receipts, orders, etc... depending on what the event is. The same way a chairperson is accounted for by the treasurer someone can take a few minutes to review her stuff to make sure it adds up.
I am hoping to get some advice/direction on what role the Treasurer can ethically take with fundraising. I am a first year Treasurer with our PTO, and was told by the outgoing Treas that I was not supposed to chair any fundraisers, as it would be a conflict of interest. Previously, our group had loose financial controls. Due to the binder/software we purchased through this site, I learned a LOT and I have managed to tighten our system and have created a paper trail for our transactions (using the forms supplied in the binder). As such, the people who head our various fundraising events collect the funds, fill out a deposit sheet, turn it over to me for verification and deposit, ensuring that more than one pair of eyes views and signs off on the income. Given that system, would it be problematic for me to handle raffle ticket sales at an event, or help collect sponsorship checks for an event, etc? I want to help where I can, but I don't want to create an air of impropriety. Our bylaws are very thorough, but they don't cover this. Does anyone have a plan in place for this or a policy that governs their Treasurers role in these types of events? Thanks!
