You need to have bylaws and clearcut rules as far as the treasury goes, with forms to be filled out for check requests and for deposits of funds. Monthly treasurer's reports should itemize funds in and out of the account for all to see. Your principal should not have access to your account under any circumstances but should be able to request funds via the correct channels like everyone else. You may need to explain to him that this is for the safety of everyone concerned so that there can be no allegations of mishandled funds. His job could be jeopardized by allegations of mishandling of funds if anyone were ever to question where $ had gone and he did not have a good paper trail. You can provide a good paper trail for all involved.
Your mail should come to a box in your name in the office or to your home. Speak with the secretary if you have one about making sure that your mail comes to you only.
I would call the Principal on anything that goes out with your name on it without your approval. You may need to point out that you end up looking stupid when you get calls about something that you know nothing about.
Be firm but fair and you will prevail.
I cannot believe how badly your principal is overstepping his role in the PTO.
In my PTO, the funds are managed by, and the responsibility of, the treasurer. Treasurer presents monthly statement at each meeting that is voted on for approval. Lots of scrutiny. President and treasurer have the ability to sign checks. All expenditures exceeding $150 must have membership approval unless they are budgeted (budget is approved in Sept by membership vote). Principal has no access to funds, no authority to pay our bills or spend funds. Principal is a member, not an officer. We have a "wish list" which is proposed and voted for at years end, and teachers and principal can make requests for items...but ultimately they cannot just pick out what they want and spend PTO funds.
We strive to focus our expenditures on items directly benefiting the kids educations (as opposed to furniture, supplies, drapery...which should comes from BOE funds).
Your Treasurer should have all account books and receipts all in one place. Sounds like you need to talk to the principal and change things, being new it wil take time to change and get used to a PTO in the school. we still have trouble with respect sometimes pto is a "no glory" job. Set your bylaws and rules then give principl copy . We have a box in the school office marked PTO and all mail with our names on it or PTO mail goes in that box, we also have enevelopes with all officers names on them so we can exchange info.
Sounds like your group could use a good look at your by-laws. or if you don't have any, now seems like a good time to get some. Rules like preskaren's $50 rule can vary by PTO, but it is good to have those rules in place to avoid the kind of things you are talking about here. I don't know any reason why the principal should be involved with your funds in any official way.
In our by-laws, the treasurer has responsibility for the books. Two officer signatures are required for all checks over $300 and we also have an audit every year before the new treasurer takes over.
I'd say your principal is doing things the way they've always been done, but that doesn't mean it's not a good thing to change them.
THANK YOU FOR YOUR INPUT. WE DO HAVE A BOARD BUT THE PRINCIPAL WALKED AROUND US ON OUR FUNDS. YOUR ANSWERS WERE THE ONES I WAS LOOKING FOR. I SHALL BRING THIS INTO FULL VIEW WITH OUR MEMBERS AND THE PRINCIPAL, ASAP.ONE OTHER SPECIFIC QUESTION WHICH COMES TO MIND: WHERE/WHOM SHOULD THE PTO FUND BANK ACCOUNT INFO AND DOCUMENTS BE KEPT? MY NAME IS ON THAT ACCOUNT WITH OUR TREASURER AND VP,
WHEN DELIVERED TO THE SCHOOL THEY WERE HANDED TO THE PRINCIPAL, AND I DON'T BELIEVE THAT'S WHERE THEY SHOULD BE. SORRY, BUT AS A NEW PERSON AT THIS I NEED SOME REASSURANCE THAT MY THOUGHTS ON SUCH MATTERS ARE FOLLOWING IN SUIT OF WHAT IS CUSTOMARY. THANK YOU.
LORI
