The checkbook stays in the safe at the school. the treasurer can get it and do what she needs as long as she stays at the school. All of our checks are two signatures. We have not had any problem with this so far. We are lucky that our treasurer has no time constraints and can do the book at the school. Last year, we did not have this. The treasurer took the check book home and kept "forgetting" to bring it back. At the same time, she had kicked her hubby out and was going through serious family issues. I like her and she is a friend, but having that checkbook around can be too much temptation for even the best people. And when it comes to money that affects the education of our children, then we can never be too secure, IMHO. I am very anal when it comes to security with the money. But to be honest, if someone is going to steal, they will find a way to do it.

Good luck and try to stay positive and focused.

Thank you so much for all the responses, it is good to see prospective from all sides. I like all the suggestions and have done quite a few already. We weren't implementing the 2 signature signing of checks and that was one of the problems, had we been doing that all along I would have been aware of what was in the account and maybe she wouldn't have gotten so defensive. I really like the idea that the checkbook doesn't leave the school but how do you implement it. Do you have a sign out procedure? That is one of the ideas that we have and that way you know who has the book at all times. The treasurer came on board 2 months into my presidency and I had to handle the books. I think that is where I feel I should be able to view the books myself. I think it is just good business practice to have the books viewed by more than one person for 9 months. No one is perfect and it's not personal. Just smart for the PTO as a business.Thank you. [img]smile.gif[/img]

I'm a little bit confused? Why are you the one who has to "explain certain expenditures and/or deposits"

I am the treasurer of our PTO and I don't write a check that hasn't already been approved in the budget or by vote at a meeting. I provide a report at every board meeting and general membership meeting. Any questions are usually directed at me, the treasurer.

I would be very reluctant to hand the checkbook over. I do give our bank statements to someone else to balance (required by our bond insurance). We also have an audit committee that meets bimonthly. When it comes down to it, I am responsible for that checkbook and if something happened, I would be "blamed."

Is there a reason you don't want to review the checkbook and bank statements in her presence? I think that would be a reasonable solution.

Maybe you could suggest meeting the Friday before your meeting. Explain to her that although it is her job to handle the checkbook, it is yours to ensure the accuracy of all the reports. try approaching her with how grateful you are to have someone handle the checkbook and what a good job she is doing. people get very defensive if they think they are being questioned where money is involved.

Also--it sounds like she is the only one who signs the checks. Do yall require 2 signatures per check? i would definately think about it if I were you. It is just a matter of protecting everybody involved. Plus, where do you keep the checkbook? For a while there was a lot of talk about this on these boards. In my group, the checkbook never leaves the school. But it really depends on the group and the treasurers situation, if they work, and time constraints, etc. It is just a matter of covering yourself.

Good luck--money makes people go crazy. [img]smile.gif[/img]

Maybe she's just terribly worried about the documents getting lost. Imagine how hard her job would be if that happened! Would she be willing to provide photo copies and/or sign up for the bank's online servies?

It's great that you're hands on and want to view the documents. I truly believe all accounting practices should be transparent. However, maybe she thinks you don't trust her so she's resistent to your requests. Maybe the two of you could arrange to meet one a month, say a week or even a few days prior to the meeting, to review the financials.

I am having issues with my treasurer. She doesn't think I should be able to take the checkbook and bank statements to view for myself. I think there shouldn't be a problem. I am a hands on kind of person. I make notes and prepare for the monthly meetings. She does give me monthly reports but not until the day of the meeting which is hard for me to be able to explain certain expenditures and/or deposits if I haven't had a chance myself to go over it before hand. She said I could look at the checkbook and bank statements as long as she was there but that she is the only one to control when and where any other officer can view it. I say no way, is there a balance here? Please help! Frustrated in Tennessee, Sherry