Might also be an opportunity to revisit the PTO's role as a bank. It's way easier for a club to send their checks and money through the PTO's account than to manage it themselves. But, it could lead to problems like this and maybe others (your balance doesn't match what the club thinks it should be, a check written to the club bounces - who follows up to collect the fee and $, the club needs a check when you are not available).
There is no fight given those circumstances. You acted as their bank. They made deposits and they made withdrawals. The balance is now at zero and the funds simply aren't there. Explain it to her just as you've explained it to us. If this person was not the chair of the group for whom you generously offered to act as the bank - point her in the direction of the person who is.
No, this person will not be happy, but surely they will understand the limited role that the PTO took in this circumstance. Perhaps all those who worked on this group will want to take up a collection to reimburse this person - but it certainly is not your responsibility.
the actual committee is not a pto committee we just were serving as their bank until the funds ran out! I just don't know how to handle this without a fight
It's a great time to visit your bylaws and committee descriptions on these points. If the person was informed that their committee was out of money, and it sounds like they were, and they overspent without authority to do so - then I think if they are legitimate committee expenses you just need to tell the person that she will have to wait for reimbursement. Too many chiefs and not enough indians (no racial slur intended, y'all!) If this spending was just out of left field and has nothing to do with the committee and is not serving the purpose of her job description, so to speak, then you may need to tell her that she is not going to be reimbursed and that proper protocol must be followed. I hate to hurt volunteer opportunities as much as anyone else - but PTO has a budget, not a blank check.
we have a problem someone is chairing a committee and they have no funds left in their account and have been notified of this by the treasurer in writing but now we just recieved a reimbersement request for new purchases. HELP what to do!!! We don't have moneey to hand out it is the start of the year and the PTO is broke!
