You should always have 2 or more people counting money with the treasurer, especially "big" fundraisers. I'm our group's treasurer, and I ask other board members to come to the school on such and such day to help count money that needs to be deposited. I never count large amounts of money at home or by myself. I have a "cash verification form" that has an area for coins, currency and checks, and 2 spaces for signatures. If you're interested in a copy of the form, email me at This email address is being protected from spambots. You need JavaScript enabled to view it.
Talk to your treasurer about the uncleared checks and let her know parents are concerned that they have not been cashed. She may not have received them at all. Our students turn in their fundraising money & orders to their teachers and then the teachers give their envelopes to us. One year, a teacher forgot to turn in some money that students turned in late. We the PTO didn't know about it until the parents called asking why their checks weren't cashed. On one occasion, the child had the check in her backpacks and the parent discovered it a few weeks later when she was cleaning out her child's backpack.
I would think this as a conflict of interest.I would bring it up to her & talk to her about it. Ask her what happened to the checks. Does she give you a treasurer's report every meeting? This would definitely be a red flag & time to have the books audited. It might be time for a new treasurer. Also check your by-laws. If she is allowed to be in charge of fundraising then there should be 2 people to count the money at the same time & to be done at school. Good luck!
If she can't deposit checks in a timely manner, she shouldn't be handling your money, period. It seems she doesn't have the sense of fiscal responsibility needed to be treasurer. And even if she had been a great treasurer,she shouldn't also be in charge of the fundraising campaign. Having one person do both eliminates an important check and balance, plus it eliminates the opportunity for another volunteer to get involved.
Find out where the missing checks are asap. There may be other issues in her records that need to be addressed, but aren't quite as obvious. Has she reconciled the account each month? Does she provide a detailed report each month? Poor financial management reflects on the entire leadership team, and the entire PTO, not just the treasurer. I would suggest she take on a different role next year, one that doesn't include money handling.
Hi, we are holding our PTC elections and there has been a read flag brought to me by a few parents. Our treasurer, who sits on the board for 2-3 years, and this was her first, has also put her name down for the fundraising chair. There are a few things that she was supposed to do this year, that haven't followed procedure and also a few checks still not deposited from the fundraiser in November. (parents have contacted board members as to why they have not been cashed) Do you see these two positions as a conflict of interest? Should she be the one keep track of money and raising the money? Or should this be 2 seperate positions to keep records more efficiently? This is what the parents have come to me with and I am starting to think that maybe they are right. I will talk with the school principal tomorrow, but just wanted some other input as well! Thanks
