I am the VP and I am not sure whether or not the Pres. is mishandeling our funds...I started out as Treas. but Pres. didn't want to give me books or check book until they were balanced...6 monthes later, I became VP and the new treas. has yet to get books. There has been some "iffy" comments made by the community and there have been several situations by board members and community members where use of funds by pres. have been "caught in a lie"...what do I do..I am receiving our bylaws tomorrow and will review them but I could use some advice for now...

Is there anyone else on the account?--if so perhaps you can go to the bank with that person and get a look at what is going on. Make an appointment with her and the principal or advisor you might have and let her know you will be going to the bank to sign things over and want to see the books as a group before you head out. Ask her to bring the books and if she balks explain to her that time is up and it is the treasurers responsibility to have things in order before the start of the new year. Time for being nice is over...personally-I'd be up front and tell her there is talk that abuse may be going on and the organization MUST set that right immediately to ensure the integrity of the group is maintained.
I'm not saying this approach won't change the environment but it seems you are being given no other choice...
d

Thanks so much...I did go to the bank today and had copies made of the past years transactions and found out there were 2 accounts open through PTO...no one knew abou this other account, and there has been some hefty withdrawls made from the account as well. I went through the known summary sheets and there are some "iffy" checks that were written (like the one made out to her and signed by her---bank teller said she received cash) and a few other electronic transactions made at walmart. The pres. is out of town so I am going to get all my ducks in a row and I will call an executive meeting as soon as Monday. At that time she will need to produce receipts and hand over the books and if necessary...resign! Thanks---

What a shame that you have to catch someone like this. You are doing the absolute right thing for the children of the school and I applaud your courage in taking this on. They are lucky you are there. It is possible to file police charges if you are able to determine that abuse and fraud has taken place and now you must review your procedures to ensure that your group is fortified. No president should be able to hold the checkbook and write/sign the checks. In most groups the treasurer holds the checkbook and it requires 2 signatures or in my case the president or VP signed but not the treasurer. Of course there can still be abuse but it is much hard and quicker to catch with eyes like your out there...

d

All-3-boys - Hi, I'm new here, but wanted to interject my 2 cents, if I may. In our school, PTO money is handled by a member of the administration. If PTO wishes to buy something, we have to go to her to get a check and then a receipt is required after the purchase is made. Many times, our PTO members will buy something with our own money and then we are reimbursed when we hand over a receipt. Perhaps you can suggest this to your principal and other members of PTO, so that (if this is a case of mishandling funds) this never happens again and the community has no reason to ever wonder. Trust is very hard to build, yet can be gone in the blink of an eye. You never want your community wondering if their money (fundraising) is being spent on something other than PTO.

Hope this helps!

Might I suggest that when you review your bylaws that you pay particular attention to the area(s) on treasurer's duties, handling of funds and accounting. That is, if your bylaws have those sections. Get those areas tightened up and very clear cut as to who is responsible for handling all financial transactions and the processes they need to follow.

It's really ashame that your group is having to go through this situation. Good luck with your efforts.