Question: Transition of treasure

Our PTO board was completely new this year and had very little to go by. As the year ends, we are having difficulty as a new treasure has been voted in. Every request from the president or vice was a complete fight, payment reimbursement was very difficult for everyone ( teachers and principals included), we have never received a complete or accurate treasures report. Our treasure for was extremely difficult and it has only escalated now that she has been replaced on the board. She refuses to turn over the records from this year, insists on doing her own audit and has recently informed us that she will not turn over the books or bank account until mid August. Our by laws clearly state that her term is up the last day of this school year and the audit is to be down and released to the new treasure by July 31st. Can anyone give us any recommendation on what to do?

Asked by Carlyvvpto



Advice from PTO Today

Rose H writes:
We don't press panic buttons, but in this case, you need to take action as soon as you can. It's time for you and the board to demand the treasurer turn over all documents (completed or not) and it is time to get her name off the bank account. Also, ask the bank to provide you with monthly statements from the school year so you have at least a basic account of transactions. We wouldn't suggest that the treasurer has done anything wrong -- maybe she's just not easy to work with -- but such reluctance to cooperate can suggest things weren't handled properly.

Community Advice

Carlyvvpto writes:
Thank you for your answer. We have called an emergancy meeting with the principals this week. We are going to make copies of the books and have our new treasure put on the account seeing as the outgoing treasure is the only one now. The board has had no control over the account due to her not being willing to do so. Whenever anyone would ever question any thing she would get defensive and throw that she was former law inforcement ( a park ranger) at us. We are at our trying to be as polite as possible with her but it is getting us no where.

Advice from PTO Today

Rose H writes:
So, if you are still getting no where with this person, head to the bank, make sure her name is off the account and put the new treasurer's name along with the group's president. There really should be two people on the account so that someone other than the treasurer always has access to it and knows what's happening with it. You might even consider asking the principal to be on the account, but that would depend on the relationship you have with the principal. Think of it as a back-up, another person "watching the store,'' if you will.

Hang in there. You will get this all sorted out. In the meantime, here are a few good resources to help you on the financial front. Stay in touch and good luck!

5 Smart Financial Controls

Handling Cash: Six Simple Steps

Annual Audit: How and Why

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