Previously, the treasurer was a former banker, and she kept the cheekbook at home. She was a very honest and trustworthy person. Last year her son moved onto middle school and I went to the bank and had everyone removed from the bank account since they had all moved on. I had the principal and secretary and two teachers put on the account. I suggested keeping the checkbook at the school and it is locked in the principal's filing cabinent in her office. This is much easier as our PTO is now almost all new members.
Our treasurer has the checkbook wtih her. We require 2 signatures also. Everyone on our board works, so I found an easy way to get my reimbursment checks. I mail her my receipt with a self addressed stamped envelope. It works great. We also communicate alot via email and pass things via the office staff and our kids. We haven't had any trouble as of yet.
Our bank doesn't enforce 2 signatures either. I don't think that's all that unusual. HOWEVER, we don't tell our members or even other officers that the bank will honor a check that has only one signature. Two signatures is our internal control, which we enforce consistently, even if the bank doesn't. We order our checks with 2 signature lines and have 3 authorized signers (prez, trez, vp) on file with the bank. 2 of 3 must sign EVERY check, no matter how small, and no one can sign a check to themselves. People respect the rule and are patient to wait for the second signature on checks. Even though your bank doesn't enforce the rule, YOU SHOULD.
Those seem like good checks and balances, pun intended.
We also sometimes pay things with CASH, straight out of the funds, even with no receipt ie as with donations to staff for supplies and such....it does seem like an archaic system and one which does seem to open up a whole can of potential worms if you know what I mean.
Some of you seem to have quite well run organizations and poliicies in place which does give reassurance to your parent body, I am sure.
