If the ribbons are already paid for, and the president just wants to wipe out the account by reimbursing the principal, THEN IT CAN WAIT!


Is this something the school or the PTO usually pays for? That right there should tell you who is responsible. I didn't have alot of help my first year as treasurer so alot of my decisions were based on the previous year's entries.

If it's not a usual PTO expense, stand your ground and ask for a membership vote. You don't have to have a meeting for this. Send a note home explaining the expense and ask for the response to be sent back in a SEALED envelope to your attention (or the president if it makes her feel better). It can be anonymous. Give a deadline of a few days and tell the president that they are to be opened with both of you present and any already envelopes are void.

Good Luck!

$800 for ribbons? How big a school do you have?

As treasurer you have a fiduciary responsibility to the organization to ensure that expenditures are appropriate to the will of the membership. If there is no record or even recollection of a vote on this expenditure you should not make it.

In our group, we have a budget and the Treas. is not allowed to write a check that exceeds the budget for any line item - we need to get the membership or Exec Bd. to approve a transfer from the General Fund to the budget item first.

Oohhhhh, OK. Yeah, I guess I answered way more than you asked! I tend to do that.

The only part I'd change about the first part of the answer though is from "I'd say don't do it." to "I'd say definitely don't do it." It sounds like someone is trying to ride off in a blaze of glory at the PTO's expense. Good for you for doing the right thing!

CrewChief, Having never done this before when I read your response and reread my post I did fail to mention two things which I am not sure if your response would have been any different. 1)The items were 1st thru 5th place ribbons for our Field Day Events, 2) The school has already paid for the ribbons out of their Activities fund. By the way thank you for your response. In my mind I knew what you were saying but to have someone else validate it was a good feeling and gives me more confidence in what I have to do. Again Thank You!

FroggerMom - I had to spend some time thinking about this. Your group has so much going on that it's hard to focus on your main question.

Specifically, about paying for this $800 item, I'd say don't do it. It isn't a matter of being nice or not nice. It's the treasurer's job to make sure sound financial practices are followed. Lacking bylaws, you still have sufficient reason to deny the request. There is no record of an approved allocation; draining the account to near zero is irresponsible; without open discussion among the members, no one knows for certain that this is an item that's wanted or needed.

It sounds like there is a personal issue going on and, in a way, you're being asked to take sides. Don't allow them to do that to you. When personal issues rule the decision making process it's up to someone to take a stand, say "Enough" and get the focus returned to what's best for the entire school. As one of the executive officers of your PTO, you can and should be that person.

If I may be so bold as to offer advice for you going forward:

*You're right to expect to recieve a copy of the bylaws. Suggest to your incoming president that a copy be given to all voting members. Also have copies on file in the school's library, the main office and the district office.

*If no bylaws exist, or the current ones no longer apply, draft new ones. Your executive board, along with a bylaws committee can work together to draft bylaws specific to your groups needs. Refer to Robert's Rules of Order - www.rulesonline.com

*Even if there's no official secretary, minutes should be taken at every meeting. It's the president's duty to assign the task to a member, or take on the task him/herself if the secretary isn't there.

*If your bylaws don't specify carryover limits (minimum and maximum) suggest a revision. Some groups spend down to the last penny. Others manage to allocate for all of the next year's events. My group requires "a minimum of $800 but preferably $1500" be carried over in General Funds. All other funds can be spent or allocated.

*Use this change of leadership to return to the basics. If you've had no secretary and little community involvement, now is the perfect time to turn things around. Get the principal, some teachers, the incoming executive board and a handful of active members to work together to focus on the kids, the school and the larger community. If everyone else sees you having fun, being positive role models and really contributing to the school, they'll come out in droves to help!

I am the treasurer of our PTO and I have been asked by our outgoing President to pay for an item that we as whole did not vote on. The president in a meeting with our Principal and a teacher said the PTO would pay for a certain item. We have had no real secretary to take notes in our meetings so there is no record of this being voted on. And quite honestly this outgoing president has told me she is basically doing this because of some hard feeling between the incoming president and herself. She has also stated to me she wants to leave the bank account with very little in it so as to affect our new president. We are talking around $800. This past year was my first year to be a board member on the PTO and quite honestly I knew nothing about by-laws and such. I feel this totally unethical and am having some serious issues with this situation. I do plan on asking the previous president or treasurer if there are any by-laws. Does anyone have any suggestions on how I might handle this situation?