I think failure to hand over--or even keep--materials from PTO jobs is a pretty widespread problem, although hopefully not to the level of potentially criminal behavior! One suggestion I've found helpful is to keep your computer records from any job you do for the PTO (or any other volunteer organization, for that matter). A disc with that info doesn't take up much space, and it sometimes comes in handy when you find someone who followed you managed to lose all the records.

I just started as VP of my son's PTO. One of the new co-prez's and I have been working hard on getting our PTO running right. We are starting Project Folders for all of our events and positions. The very first thing we both came up with, nearly simultaneously (it's amazing how alike the two of us are), was to have TWO folders for each activity/event/position. One would be passed out as the "Chairperson's Copy" and the other would be kept in the school with the PTO files as the "Board Copy". At the end of the year, any new info will be copied and placed in the Board copy. This way, if someone doesn't return their folder, for whatever the reason, we still have a copy and only have to make up for one year's worth of information. Just a suggestion.

Thanks for all your input and advice. As Michelle noted, we seriously do believe there may be some mental instability at play.

We have since come to find out that the one order we could not stop was already paid for (they were ordered and paid for the week after the new board was sworn in). The kicker here is that the items totaled over $1,300. We could not understand why the outgoing treasurer complied with this. Well, apparently the ex treasurer was going away for vacation and as is the policy she left the checkbook with the old prez (although it should have been left with the new Prez technically). So here she was left to her own devices with the checkbook.

The old Treasurer is due to give the new one all the books this week. At this point we do not know if the old treasurer is aware of what this woman did But either way she will soon find out because the new treasurer is fit to be tied and on the warpath.

The other members on the board want to legally go after this woman, but for the sake of the town and the school we won't.

As for the folders...The new Prez is literally at the point of just telling her to keep her folders and stick them where the sun doesn't shine and that if something goes wrong that it will be the children who suffer and that she will make sure everyone knows why. The members of our board have been involved in the PTO for some time now and have chaired many events. So collectively it will be more work on our part, but we can certainly go it without the folders if we must and yes there is an older ex prez we can go to for assistance if need be.

Right now of course there is a lot of anger and I am not one who believes in reacting in anger. So we still are pondering the posibilities.

It is sad to see that so many here have been stuck with a folder hoarder. It is a shame as they belong to an organization and not any one lone lunatic. You supposedly get involved to help the kids and this behavior benefits no one and certainly accomplishes nothing for the culprit other then make them look petty and foolish,

Thanks again for all the input!!!!

We have a requirement in our by-laws that states that all materials relating to the board position must be turned over to the incoming officer within a certain period. We've never had a problem with this(and I don't know how much the by-laws would matter to someone who just wanted to be a stinker)but at least it's there for all to see when they get involved in the organization.

There are a lot of issues happening here. Keeping the books, technically could be a violation of IRS laws (if you are a 501c3). Like nonsequitor said, if she's making purchases and she is not authorized to do so, it's technically fraud.
I have 30 units under me and many of them have had trouble collecting the books. One in particular, sat outside the woman's house until someone came home. I even had one with a police escort (they can't do anything about collecting them but their presence generally gets the job dons) go to the home to collect the books. In both cases, it was the treasurers books. Other's had a problem collecting procedure books from a President or whoever, in which case, after numerous attempts, worked with a former but responsible board member to recreate whatever they could.
The biggest concern in your case, is the purchases that she is making. She can't do that. If you have tried everything else, (sitting outside of the house worked really well but it's pretty extreme) A legally drawn, "Cease and Desist" letter builds the foundation to a case later if you are asked to be held liable for the actions or even if you go through a civil suit.
See if you have a lawyer in your group of parents or if their is a lawyer that will donate the time to draw it up.

I just have to add something that happened this morning. I got a phone call from our new 2nd VP(she'll be in charge of fundraising)she's been trying to get the books from our out going VP since the beginning of June. Well for whatever reason shes unwilling to give up HER books.

I've place numerous phone calls to her, even went to her house to pick them up(cars in the driveway but kids say shes not home). This is the same person who has not been handing over the money all year. Guess she really doesn't want us to see what shes been up to.

Anyway, as president I do have some of the info needed and between my stuff and our treasurer we'll copy stuff and start a new book for our 2nd VP.

The not turning over the books does happen but you have to make the best of it. By the way, I did send out a letter to all committee chairs and officers in May stating that the books are the property of the PTA and MUST be turned over at the dinner meeting. Whatever good that did!