The police kept us informed as to the investigation and as to what we could and could not say during the investigation. Once it went to the D.A., they kept us up to date and let us know again, what we could and could not say. After an indictment is handed down and an arrest is made, the whole situation becomes public record and may be discussed freely, with name(s) included in discussions.
Until the indictment, we were allowed to say that money was missing, that the police had been notified, that they were investigating. Once it went to the D.A., we were allowed to say that the police had finished their investigation, that the evidence had been given to the D.A. and that they were going through to determine what charges would be filed. Once victim services were notified, we were able to confirm the embezzlement, what we would be able to recover (not the amount taken, only what we could prove or the embezzler had admitted to), what the charges are and what steps we can expect to be taken next.
The best advice would be to ask whomever is investigating what you can and cannot say.
You will hear other opinions on this, but I believe your first step on the suspicion of theft is a consultation with the detectives (your Board can make this outreach) in your local police department. They are trained in investigating this kind of thing (embezzlers tend to be fairly crafty). Going to the police does not mean charges must be filed (though I recommend filing charges if the investigation turns up theft); it just means you'll have professionals looking into this, rather than amateurs.
I'd also keep your principal in the loop.
You want to stop any theft (or chance for more) immediately. You want to take actions that will result in your getting your $$ back (police), or as many of your dollars back as you can. And then you want to manage impressions. When you have your facts straight, an honest description of events that have transpired (and how your board has acted quickly and smartly to address those events) is appropriate.
we have just found out our funds from fundraisers last year were taken by a pto board member. can this be discussed at future meetings or is this suppose to be kept quiet. who is responsible for filing charges against this person? can :confused: bank statements be made available to the pto or are they only for the board members to have access?
