I am a new PTO President so despite my natural intelligence I have no clue re: a presidency. This week our tresurer funded a teachers luncheon without the consent of the officers of our PTO. I as the president am not a cosigner of the checks, (the principal is), so she signed the check and this event was catered!!! I do know any funds to date that we have distributed had been voted on in the presence of the parents and teachers. I am so frustrated. Our only school fundraiser raised $10,000 dollars which started the account that had a zero balance. We did not elect this treasurer she was established by the principal from last year, and to top it all off when we need reimburements and funds we have voted on , she takes her time at giving them, even questioning whether the funds should be given. Help!! Somebody help me!!!Anybody!!
did I mention that the fundraiser was done without help from anyone else by me and the co president!!

I believe the President should sign the checks also. The treasurer should have been nominated & voted in. If it's not in the budget (or if it's over the budgeted amt.)it needs to be voted on. We use reimbursemnet forms & I try to have the checks signed at the meetings. The treasurer is suppose to come with a treasurer's report & show all transactions on it. Refer to your by-laws about elections & auditing your books. If you would like a copy of mine email me: thepamperedchef49721@yahoo.com
Good Luck!!!

Hmmm. From what I've seen (and I've been around this business for 6 years now), the president is usually one of the check-signers. But, I know each group is different.

Does your group issue warrants (a.k.a. check authorizations, check request forms, etc.) for each check? It's a simple for that basically supports the check--it tells what the funds are being used for (event description, items, etc)--and more importantly, if the amount was approved in the budget or if it was voted on and approved during a meeting. If you don't sign checks, you should at least see and approve all of the check warrants/requests.

I think you should talk about this at your next meeting. It's not good business for the treasurer write checks without the approval of your board. If your treasurer and principal needed to pay for items without board approval, they could have paid for the luncheon with their own money, and then ask to be reimbursed at a board meeting.

I also agree with what Renee says--all checks should be written and signed at meetings. If you want a sample of the Check Authorization Form we use, write me at annmoore@cox.net

Here's what our forms look like. Hope this helps.


East PTO Authorization for Payment


Amount: ______________________ Date: _______________

Pay to the order of: ____________________________________________

Address: _______________________________________________________

________________________________________________________________

Disburse from: Teacher Acct. ( ) General Acct. ( )

Name of Teacher:__________________________________________________

Description: (Please attach copy of invoice, order form, receipts, etc.)


__________________________________
Signature


Date paid:____________ Check#________ Ok’d by:_______________


EAST ELEMENTARY P.T.S.O. DEPOSIT


Date:____________________

Teacher/Grade _____________________________________

Profits from the sale of :______________________________

Total Deposit $_____________________________________

Currency:

$50.00______________
$20.00______________
$10.00______________
$ 5.00_______________
$ 2.00_______________
$ 1.00_______________


Coin:

P___________________
N___________________
D___________________
Q___________________
H___________________

Checks:____________________

Other:______________________


Signed:

___________________________


___________________________

I thought so Renee..thanks for filling me in. We have planned an executive board meeting to discuss this issues and our bylaws. We did not even discuss much re: bylaws prior to me becoming President but we have to now. I would love to see your PTO's bylaws. Are you from California?

I'm from Michigan. But PTO's do not have state by-laws like PTA's do. email me at: thepamperedchef49721@yahoo.com & I will send you my by-laws. Good luck!