I would like to know what you all used to open a bank account. They are asking for a Board of directors list something that states who is who and who can open the account. If someone has a form like this can you please email it to me. If you know what I am talking about.
Myrna This email address is being protected from spambots. You need JavaScript enabled to view it.
Thanks for your feedback. Our PTO approves requests at the monthly meetings. Teachers/staff may make requests up to hour before meeting. All members present vote yea or nea, teachers/staff are informed of decision. This was the part I am not sure about... but I'm assuming that at that point the treasurer (now me) makes arrangements to pay invoices/ reimbursements as necessary within a certain time frame. I just don't want to get stuck having to go places around town to pay for various items and having people take advantage of me... I want to set the boundary early on.
As treasurer, I checked the mailbox every time I was in the building. That's just part of the job. There were very few cases where a check had to be prepared immediately.
From your post, it sounds like your PTO accepts check requests directly from teachers. If they are ordering merchandise or paying invoices using PTO funds, they need to understand the process on the PTO's end and respect the leadtime you require. They need to understand that you need xyz in the way of approvals (at least two signatures on the check, maybe approval of your Exec Board or the principal) and that takes time. They need to understand they have to fully complete the check request form and provide all supporting paperwork such as a copy of the invoice or the order form completely filled out. I think it's fine to document the process and send out a note to all the teachers so everyone understands the process.
Which leads me to a question: who approves the teachers' requests? Does your PTO pay for things first come, first served, or is there an approval process? Do you spend against a predefined budget, or just as requests come in? Depending on the spending philosophy, your job as treasurer can be easier or harder (harder if you have the added responsibility of evaluating the merits of requests). Hopefully you can keep politics out of the treasurer's job.
Our standard procedure, and everyone is informed of this, is to accept requests up to one hour prior to our monthly meeting and that all checks for the month will be written and distributed by the end of that week. They can always send me an email if they need something quicker but I really like to stick to our policy with over 70 staff members. Though I have to admit, I check the mailbox whenever I am near it just to I don't fall too far behind. I think as long as your staff knows what's excepted, it won't be a big deal.
The irony of commitment is that it’s deeply liberating-in work, in play, in love. The act frees you from the tyranny of your internal critic, from the fear that likes to dress itself up and parade around as rational hesitation. To commit is to remove your head as the barrier to your life. --Anne Morris
I am new to treasury politics. I know I need to keep a paper trail, good notes, monthly reports, etc. I'm wondering what the etiquette is in getting teachers and staff to fill out requests without having to check the PTO box every time I go to school. Is it cool to say I will be available at certain times or that I will write checks on certain days?
