LS -- your issue is much less whether the president is a signer on checks and much more bylaws and an understanding (by your principal) of why a parent group operates best when parents are empowered.
Several things jump out:
1. Principal hand-selecting treasurer.
2. Treasurer no part of the disbursement process (ie. questioning/delaying approved expenditures).
3. Catering event without group OK.
They all point to a fundamental misunderstanding about how groups work best. You've got to start there -- fixing that basic stuff -- if you want to have long-term success.
I'm from Michigan. But PTO's do not have state by-laws like PTA's do. email me at: This email address is being protected from spambots. You need JavaScript enabled to view it. & I will send you my by-laws. Good luck!
I thought so Renee..thanks for filling me in. We have planned an executive board meeting to discuss this issues and our bylaws. We did not even discuss much re: bylaws prior to me becoming President but we have to now. I would love to see your PTO's bylaws. Are you from California?
Hmmm. From what I've seen (and I've been around this business for 6 years now), the president is usually one of the check-signers. But, I know each group is different.
Does your group issue warrants (a.k.a. check authorizations, check request forms, etc.) for each check? It's a simple for that basically supports the check--it tells what the funds are being used for (event description, items, etc)--and more importantly, if the amount was approved in the budget or if it was voted on and approved during a meeting. If you don't sign checks, you should at least see and approve all of the check warrants/requests.
I think you should talk about this at your next meeting. It's not good business for the treasurer write checks without the approval of your board. If your treasurer and principal needed to pay for items without board approval, they could have paid for the luncheon with their own money, and then ask to be reimbursed at a board meeting.
I also agree with what Renee says--all checks should be written and signed at meetings. If you want a sample of the Check Authorization Form we use, write me at This email address is being protected from spambots. You need JavaScript enabled to view it.
I believe the President should sign the checks also. The treasurer should have been nominated & voted in. If it's not in the budget (or if it's over the budgeted amt.)it needs to be voted on. We use reimbursemnet forms & I try to have the checks signed at the meetings. The treasurer is suppose to come with a treasurer's report & show all transactions on it. Refer to your by-laws about elections & auditing your books. If you would like a copy of mine email me: This email address is being protected from spambots. You need JavaScript enabled to view it.
Good Luck!!!
