Doesn't that send out a bad message? "We want you to be the treasurer, but you can't have full authority over the checkbook, because we're not sure if we trust you or not."
If the Prez/V.Prez monitor the funds, and the reports are presented as required....what's the problem with the treasurer having more "authority" over the account??? As long as this person is deemed trustworthy.
Also....too many pots in the fire....if this person is nominated treasurer....then this person should understand the responsibilty AND the consequence of this duty. That's the way it is for us.....if she messes up, she has to account for it. And then...we try to make sure that the person nominated is a "fit person" for the job.

As a current treasurer, I concur.

Don't necessarily spell the exacts of where and how in the ByLaws, but in an additional Policy Procedure Document which is easier to update with each incoming set of officers/board. With different officers, your group may need a different procedure. IE: if you have a full-time working treasurer, maybe keeping the book at school would work better for them. Maybe another, who has open time to be able to get to most of the events would prefer the opportunity to carry the checkbook with them.

Personally, I can't do any of my job if I can't take it where I can do it. In our case, I would have to spend money to make copies on the school copier and then take it home to complete the register and update budget reports on my computer. We have no room to work at the school. We have a small portion of the custodial closet to store some of our supplies, I don't relish the idea of standing in there trying to do my treasurer's work. We have no extra classrooms, closets or corners. Our school is filled to capacity and still growing.

I also represent the "control". I do not have signing priviledges on the account. I prepare the checks according to our budget and requests which were approved. I then get in touch with one of the signers.

I understand the "couldn't get ahold of the checkbook holder" issue, but I would think it would be difficult to ask someone to be a treasurer under those conditions. The keeper of all financial information and then say they have no control over the checkbook to make sure the budget is being followed.

:confused: Lucella, who prepares a treasurers report for you? Does the VP come to events outside of school and bring ready checks? or do you work stricktly off a reimbursement system after events? Just curious how it works.

Like Katydid, I have the checkbook with me at any meeting or event I attend. I also have made my phone & email available for anyone to get in touch with me. While I have the checkbook one of the signing officers needs to be present also for the check to be complete.

Originally posted by Critter:
I agree such policies should be documented in a separate document, not the bylaws.

I have been a treasurer for several years, and I would have found it very difficult to do the job if the checkbook had to stay at the school. I kept it with me, secure, but in my possession. I did alot of the trez work in the eve after kids are in bed. Was your past treasurer an employee or maybe someone who was routinely at the school? I wonder if that rule will be a roadblock for someone considering taking on the job. Other financial controls can add protection so maybe the checkbook storage rule can be loosened.

As another past treasurer, I agree with this. I did most of my work at home and needed to checkbook to (1) prepare checks for the president's co-signature and approval and (2)do data entry into our computer system to prepare reports. I also made it a habit to carry it with me to every PTO meeting or event (not all were in the same building) to be ready for reimbursements and/or paying vendors.

I agree such policies should be documented in a separate document, not the bylaws.

I have been a treasurer for several years, and I would have found it very difficult to do the job if the checkbook had to stay at the school. I kept it with me, secure, but in my possession. I did alot of the trez work in the eve after kids are in bed. Was your past treasurer an employee or maybe someone who was routinely at the school? I wonder if that rule will be a roadblock for someone considering taking on the job. Other financial controls can add protection so maybe the checkbook storage rule can be loosened.

We actually had a hard time getting ahold of our treasurer when we needed a check. We now have our principal as vice-treasurer & signer on the account & have the checkbook at school. It is in our bylaws. However, it might make it hard to balance etc. if noone was allowed to take it home.

GaMom - I think it's a good idea to have written policies but just maybe not in the bylaws. I think it's common for most groups to have a seperate Policies and Procedures document. For example, my last group had very specific rules about which photocopier to use, which times of day were best for visiting the teachers' lounges, how to manage younger children who must accompany you during the school day, etc.

The policies document should aboslutely be taken as seriously as your bylaws. They just serve a different purpose. Perhaps you and your fellow officers could work together to draft the document and present it for a vote, as proof of how seriously you expect them to be viewed.