I agree with the responses. I am currently the president, and I would never ask our treasurer for a blank check; it would put us both in a potentially bad position. Often we will know ahead of time how much something will cost, and then she will have a check already prepared and completed, so that we can then pay the vendor. Our treasurer is also very good about getting reimbursements back quickly, as long as the proper documentation has been submitted.
Another take on Critter's idea would for the PTO to supply those shopping with a gift card for so much to the store.
You are all lucky enough to have the option of having a checkbook! If I need something I need to buy it THEN be reinbursed OR wait for the Treasurer to use our PTO credit/debit card.
Right now all I need is $5 to purchase tag board, so I play phone tag with the treasurer or just go and get it. Yup, so I'm off to the store!
I'm a fourth year treasurer and I agree with Tim. It's all about financial control, not about who one trusts or doesn't. How about this for a compromise: estimate the amount of the expense and which store. Ex: $50 at Wal-Mart. Sign a $50 PTO check for Wal-Mart and have the buyer pay any extra cost out of her pocket. The treasurer then reimburses the buyer a much smaller amount than if the buyer were expected to front the total cost herself.
I agree 100% with your Treasurer. She shouldn't sign (and hand over) a blank check to anyone.
The biggest A#1 key to smart financial controls is having good policies that are followed for everyone. Doesn't matter if it's the president or the principal or some new member you've never met -- the smart rules are the smart rules. It's not personal, it's just the only way to run your finances. In fact, it's probably most importnat that those smart rules be followed for officers.
As president, you should be supporting the treasurer in insisting on these kind of policies, even if there's a slight inconvenience. A big part of your responsibility as an officer is protecting hard-earned funds and implementing financial controls.
I can understand where your treasurer is coming from. Everyday we read more headlines about PTO officers embezzling funds. The thing to remember is she is the one ultimately responsible for all PTO money. As president I usually pay up front with my own check or credit card and submit the receipt to the treasurer. We have an awesome treasurer and she usually reimburses me within hours! If you don't have that luxury it would be a severe inconvenience. Could she maybe give you a check that is already made out to the store? That would provide her with some limited liability at least. Or perhaps she could go shopping with you and she would have the receipt immediately. Good luck!
I am the PTO Pres. and we are having a fundraiser and I needed to go get the prizes for the students that sell the most. I ask the Treasure to sign a check so I can go get the items. (BLANK CHECK.) We both have to sign the checks. I fill that since I am Pres. I should be able to get things for the PTO. She would not give me a signed check. I even ask the Vice Pres. What did they do last year and she said that I am able to have the check to get the items. What is your input?
