We have an audit performed by an accountant every year in July. I have been part of our group for some time now; and President for the past 3 years and we have always had an audit each year. It is the best thing a leader can do for the group and it's members. This being my last year, I want to make sure that the incoming President abides by the same rules as we have done; so Bylaws have been amended to request an audit each year.
We have multiple safety precautions when it comes to our school account. Three people are on file that can sign checks, each check must have two signatures to be valid, there is no cash withdrawals on our accounts, paperwork and deposit slips are mandatory or no reimbursement is issued; and there is no debit card for our account. Protecting and using the money earned by our group is most important to us; and we let our members know this.
We also keep very good records of each school year and keep them for 5 years. Our events are divided up into binders with all pertinent information; including expenses and income earned. Board members must fill out an Event Summary form to let us know everything that went on for that event. These are all filed into their binders for all to review at any time.
london713;149859 wrote: This whole experience has been horrific. Not only dealing with ugliness of theft itself but also having to defend myself from people saying I am on a witch hunt and lets see how I do over the next year and then I can judge someone else. I hope people read this and decide to get their finances in order because this is 100% the pits.
So people are complaining that you are trying to straighten things out? I like the idea of the CPA becoming involved to do an audit. I wonder if the school administration will simply do a big cover-up and then tell you and the others that, "it's all in the past now" and some such nonsense. If thousands of dollars were stolen (and that's what is; stolen), then those people should be prosecuted.
To do anything less would mean that the school administration is condoning the theft.
London713-
Thanks for posting so others can learn from your experience! Sorry that your introduction to being the treasurer has been such an ordeal. Check writing to 3 different variations of a name - ugh. Sounds like you have things heading in the right direction though. Best of Luck and keep us posted.
~Lisa
Well we have given it over to the admin. since we are not independent and there is so much bad blood we feel like it needs to be dealt with, for now, by the school. It was discovered by someone else that there are checks made to the ex pres.'s husband using his middle name as a first name. That seemed to put everyone over the top, sloppy book keeping does not explain using 3 different variations of a name to write checks to. So we shall see what they do. This whole experience has been horrific. Not only dealing with ugliness of theft itself but also having to defend myself from people saying I am on a witch hunt and lets see how I do over the next year and then I can judge someone else. I hope people read this and decide to get their finances in order because this is 100% the pits.
It will give you on paper from an outside source where you stand-- that way there is no misunderstanding from anyone.
you may have crunched the numbers and checked everything out... but if you have someone that is unbiased and has nothing to gain or lose by the outcome-- it looks better to everyone involved. Plus it's a good practice to start so each year when you get audited, everything can be checked out. I guess now you need to make expenses and income columns and start from scratch or close to it-- this is what it sounds like to me from your previous reply.-- again good luck on the coming year!
