RobinD;130030 wrote: PTOMomofThree.. now that you have some good info.. you should type it all out, so your people understand why this policy is a good one... ..
and go read my response to you under " top message board requests- do we have the right to say No?"
Your not kidding, I have already passed all these postings on to the other bored members. Thanks so much to all of you!! Thank god I found this site, you are all a wealth of information.
Oh and by the way, I called the school we do have a safe. I figured you were all saying you put the money in your sshool's safe, I figured we have to have one!! So, That is where the money will be going!!
Our Library does the book fair (2-weeks) as their fundraiser. I do know that their money is counted at the end of each day and turned in and receipted by the office manger.
As for our PTA, only board members can handle the money at any function or event. It's counted at the end of each day or event by 3 people (1 of which is the treasurer). A deposit slip is made out and 2 go to the bank to make the night drop. We only keep a small amount $100 or so for change. We've made it very clear that we want to protect ourselves and the money. We DO NOT put any of our PTA money in the school's safe. It's considered
co-mingling of funds by our PTA and our school district. If a school district auditor were to show up one day and there was PTA money in the school's safe they'd be in so much trouble. Only money that is receipted can be placed in their safe and since we are private funds/separate entity they can't receipt our money and therefore can't have it in their safe. I hope that makes sense? Even after the carnival/auction, when it's a very large amount, we count it at the end of the night either at school or at one of our houses (still at least 3 of us) then do a night deposit that same night. This is all written out in our officer expectations. We've even had our State PTA rep. attend a couple of our meetings to clarify our policies for a couple who were confused. But, definitely, write it down and do it for all of your board positions and go over them at your next board meeting.
I can remember at my second meeting as our president, I did this and also stated that while I am presiding as president our procedures for certain things will be as follows.... one thing I did implement was that if a board member misses 3 meetings without calling then they're off of the board. Little things like that make it difficult to ensure a quorum to be able to vote on important items. It's just easier if everyone is one the same page and knows what's expected from the start.
I'd be happy to share our procedures if you email me. This email address is being protected from spambots. You need JavaScript enabled to view it.
Our PTO is in charge of the scholastic book fairs at our elementary and middle schools. I am treasurer of the PTO and I go in every day after school (if I am not a book fair volunteer--which I do volunteer there almost every day of the fair) anyways I go in every day and collect the money and deposit into the bank account. The money is counted by 2 of the book fair volunteers there that day and then I recount before the deposit--we all sign a form for the days amounts.No money is taken home by any volunteers. If for some reason I cannot make it to the bank that day I leave the money in the principals office for safe keeping.
Our PTO does not take any profit from the book fairs we do the book profit option--the librarian goes thru the books all week and takes off what she would like and we have the teachers make wish list and we go thru the last day and set an amount for each teacher(usually $50-$75 per teacher) and get them as many books off their lists as we can. We are very lucky with our book fair totals and we average $3000-$5000 book profit from each sale we do---2 sales per year per school.
Our librarian does the Book Fair. The PTO has very little to do with it other than get her a couple of people if she needs them. We don't touch any money. It's all filtered through the school accounts and it all goes to the library.
I'm the president of the PTO for two schools and I know we do Scholastic Book Sales. Not the PTO itself but the school. I didn't know the PTO does that. If the school does it, does the money go to them or PTO? I know are principal deposited money into the account and I had to write a check for same amount to the Scholastic company.
Erica
