Thanks for answering my questions. Everyone is ready to quit their positions. The President feels like she was attacked.
Our treasurer is leaving our school. Her family is going to another school. (not becasuse of this). She found her own replacement. No flyers or anything was sent out to parents. No one knew the position was going to be open. A motion was made after being asked three times if we wanted to vote in the new person. Then a second was asked for two times. I voted no, the V.P. of Activities voted?, the other V.P. Activities person shook her head yes. It was so uncomfortable. None of us even knew that it was going to happen. Now we have a new Treasurer (in training).
I am so frustrated. All I want to do is have some kind of order. Everyone is lost. No one would ever bring up these questions. The reason that I did was we got a profit/loss sheet in May and had a certain balance in our accounts, then in August we got another profit/loss sheet and the balances were over $30,000.00 different with no explanation. No profit/loss sheets for June or July. No one questioned that.... Shouldn't we know? Am I making to much out of this?
It is the Treasurers responsibility to keep the books. It is everyone responsibility to know whats in them.
Our Treasurer keeps the actual checkbook record up to date, then after she reconciles the account with the monthly bank statement she gives it all to me and I enter all the months transactions into a Quicken account on my computer(many people use quickbooks). Then I reconcile my electronic version with the statement. If my electronic version matches her hard copy then all is well. If not, we find the discrepancy right then instead of carrying the descrepancy to the end of the year when an audit is done.
Yes, your treasurer has the responsibililty to report all the activity every month. If the numbers on your reports don't add up, the Board has a responsibility to your members (it's their money after all) to clear up the errors. You can tell your treasurer that these discrepencies won't pass your year-end audit and you want to help her resolve the errors now before they trickle through the whole year and she must spend hours following up during the audit. You can also refer to Roberts Rules as the outside authority on reporting.
It's probably due to sloppy record-keeping, or handmade errors (is she using a computer-based system?), or maybe she is leaving details out because she thinks they're too small to be relevant. It's human nature to think there' something fishy going on, but it may just be that she's not as fastidious about record-keeping and numbers as she should be. She might even be embarrassed about her skills. Did she get good training from the previous treasurer - assuming that treasurer was doing a good job.
Roberts Rules of Order recommends a basic Treasurer's Report with the following info:
Bank balance at beginning of month, Receipts Total for the month, then list Accounts and detail amounts; Disbursements Total for the month, then list accounts and detail amounts; at the bottom show the ending balance for the month which should also match the checkbook balance.
You can get a summarized book of Roberts Rules at the local bookstore for about $5. There are several authors, so you might want to splurge on more than one version.
Try to nip this in the bud so you don't spend the whole year uncomfortable with the numbers and your treasurer's work. Good luck!
I need some advice. Each board meeting we are given a profit and loss sheet, and the balances in our accounts. The numbers just don't add up.
Should all board members go over the books each month? If so any suggestions how to bring that up?
Shouldn't we see a detailed sheet, checks deposits, and withdrawls?
