Hi there, I would like to tell a sad story about a school district a few years ago who experienced not one, not two, but three incidents of PTO theft. The end result of two of them were jail time. This is a serious offense and should be handled just as serious. First of all you should explain to your treasurer, just how serious it can get, not just for her, but for the whole board and district. I would triple check every account and balances immediatly. When one account has gone bad it effects all others in the totals. Don't let her bamboozle you with her smile and promises. When PTO members go astray, dont let them take you down with them. It sounds like it has taken you many years and sacrafices to get your PTO in better shape, dont let this girl mess it up with her dishonesty! Fight for your PTO!, stand tall and tell her No, this is going to stop now! Don't think of the consequences or being embarassed or not being nice. You need to think of the parents who will question YOU on how you will handle it. If she tends to gossip, let her, it just makes her look even worse because eventually she will let everyone know on her own how dishonest she was. Let her continue to dig her own! I do wish you the strength its going to take to get the job done. Sometimes you just have to take the bull by the horns and SHAKE like the dickens!
Our bank reminded me that they can't/don't enforce the two signature rule on our checks. The bank manager advised me to just ensure that our officers THINK the bank will enforce our policy. It is really our own internal controls at work here.
Another thought. We found out last year that the two signatures required don't have to be the two that go on the check. Our old treasurer had a board member sign who wasn't on the signatory sheet. The bank's lawyer told us that nothing illegal was done since the treasurer was on the account and authorized the other to sign. So what's the point with two signatures? They couldn't answer us!
Just a note...in Washington state our banks can no longer set up two-person signature accounts. I just want people to be aware of this. Our PVC (Parent Volunteer Committee) has set it up so that our President, Treasurer and the School Principal are the only people that can sign on the check. Because the bank does not require two signatures we have made it a rule that we still must get two signatures before writing any check. This is my first year as Treasurer so I don't know all of the ins and outs but I would say this woman has got to be removed. Taking care of someone else's money is such a huge responsibility and whether she realizes what she is doing is wrong or not, she shouldn't be in that position with the flippant attitude she seems to have towards the job.
If two signatures are required on checks, and something has not been voted on - anyone else who is allowed to sign checks should refuse to sign them. I know that it is common practice for the treasurer to keep on hand several checks pre-signed by another approved signator so that she can pay expenses without an act of congress - but this is a bad practice and must stop! First of all, banks will cash that check if it has a signature unless it is spelled out on the check that two signatures are required AND unless a bank teller actually looks at that. Sure you can go back to your bank and try to get it reversed, but by then the damage is done. If you have checkpoint charlies in place for all expenditures through your bylaws (approval by general membership, approval by board, etc.) and that isn't there - the president should be in no position to approve an expense or pay it. Good luck.
While this topic is addressing the treasure's improprieties let's move a step further. What if it is your group's `President, who has lied to the group (proof provided) taken control over what is spent and for whom. Yes we have bylaws but they cover nothing on this topic. What can we do???
