Not only am I president of our PTO, but am also employed with the school system. Our treasurer does not keep accurate records of the money that is spent. There was a substantial amount at the end of last year that could not be accounted for in receipts and invoices. So, I held an officer's meeting and asked that the treasurer prepare a monthly report, and asked that she makes sure she has receipts and invoices. Also, we voted to have 2 signatures on all checks issued at the first meeting. We are preparing for our 3rd meeting and she has informed me that she wrote a check, without my signature because she couldn't get with me, (we work together at the school) and doesn't remember where she wrote it or for how much. That's one problem....hold on.....there's more......today I was told that "we" don't need to use the copy machine at the school for our newsletter, don't know why yet, and our best parent volunteer was greatly offended today, and left the school in tears because of the way she was treated by the school secretary, who is good freinds of the treasurer, for making copies of our newsletter reminding parents of our meeting Tuesday nite. I am getting very frustrated, and honestly cannot decide what is the most appropriate way to handle these "negative" situations without it affecting the whole organization. Anyone got any discreet ideas????

Be the leader that your position demands. Hold your ground on the financial controls and inform the treasurer that if she continues to ignore or "forget" the rules that she will be relieved of her duties. A treasurer can never take such a casual attitude about the money. Maybe she needs more training, maybe she's lazy, maybe she's just not good with numbers, or maybe she's taking advantage of the position. Start by assuming she needs more training. If your PTO doesn't have its own treasurer's manual, you might want to get a copy of the one available here on this site. Review it with her. She probably won't like being told how to do a job she has already been doing for a year, but it's for her protection as much as for the protection of the PTO. One easy place to start is to implement supporting transaction forms with every check/deposit. You can download a set of forms from the Bonus Tools page of this site.

Check your bylaws on what it takes to remove an officer, but from the situation you've described, this gal isn't doing the job. Give her a time frame to improve, but don't spend the whole year struggling with poor financial management.

The copier issue is separate, regardless of who's friends with whom. You, madam president, should step in and meet with the principal to clarify copier usage. S/He must then inform the school staff what the policy is. No disrespect to the school secretary, but she's not the keeper of the school copier.

Be strong! Good luck!

[ 10-21-2006, 11:12 AM: Message edited by: Critter ]

Thank you, Critter! The discussion of asking for the treasurer's resignation has already been discussed. With all that has happened over the past year, I can't help but think the only way to change the negative to a positive is to "remove the negative factor". You know, Critter, I am really beginning to love this site. I've read your advice over and over, and I am beginning to feel better and not so bogged down. It's nice to know that there IS help when you need it. I truly appreciate the advice and the support.

Can't really give better advice than what Critter has offered. There should be a general sit down with the prinicipal anyway to find out how you guys fit into the school supply program. We do everything independently (copier, paper, supplies) but are given a room (which is invaluable). I never presume to have authority to use anything unless the principal has already nodded...

Good luck in the treasurer department. A smart leader told me once that two things will get you into trouble in a leadership position, money and matters having to do with boys and girls (not using the three letter word here). Certainly in a PTO the money thing is paramount so good luck...!

d

I feel so badly for you and for your PTO. Our school doesn't allow any parent to be treasurer. Our fourth grade math teacher has been the PTO Treasurer for years. This makes everything so easy.

I agree with dlf. I would definitely talk to the principal regarding this matter. Good luck!

I agree with the parent volunteer who was offended....over the past 5 years, our organization has approved large amounts of money to provide supplies for our school and for our teachers. We have always been given the approval to use the copier to promote PTO events including sending out a monthly newsletter of upcoming dates. I do plan to talk to the principal. I cannot see spending the funds to have copies made at another location, when PTO funds so many supplies for the school already. That, to me, is an unneccesary cost.

Ya' know, it's a crying shame that money is paramount, such as you stated. I will have to commend past PTO officers for the heart that they had while serving the organization and the school. We didn't strive for power, or control....we did it for the students, and because we truly care about our school. That in itself is reason enough to be particular who you vote into these positions.