Ok another thought item. You all ever think about issuing an Annual Report? This would cover all the information that has been posted here.
As a part of any general meeting the Treasurer is required to give a summary of the financial activities since the last meeting. Looking at my handy dandy Roberts (10th Ed) easy referance guide this rule can not be waived.
With that out of the way if you are incorporated you are probably required to issue an annual report (see your state requirements) in any case it is a good idea because it is a great vehicle to explain to the membership what has been going on.
Please note an Annual Report is not a financial statement although a section of it does report that. It also reports all activities, accomplishments, any pending law suits and problems, as well as a host of other things. If provides the membership with information that they have a right to know.
There's a fine line between too much info and too little info. Some people want more than others and there is only a finite amount of time at meetings.
Since we are a member organization, we feel that the membership should know how much each fundraiser brings in and any problems or successes. Typically, the committee chairs or the president will announce the profits made and we usually then have some time to discuss what went well and what was a problem. Sometimes when you are working a fundraiser you may not see everything that goes on or see it through the eyes of the attendees. Discussion during our general meeting has helped us learn what things to keep and what changes to make to many of our fundraisers. Not having open discussions and providing some details is a great way to make people feel unwelcome and unneeded. Next comes the perception of the clique.
Same here (and I'm pta) we do a treasurers report every month that has cash flow listed which would include every check written or monies deposited. We also try to include any active committee and especially ones that have a budget so we know if we are on track. Actually, I think the treasurer's report is one of duties that's in our bylaws for the Treasurer.
At every meeting we supply a treasurer's report which list how we spent money and raised money in the past month. We have the members at the meeting review it and ask any questions and then it is "approved" for the month. We also have a brief verbal "report" from each chairperson as to what has occured in the preceeding month. Our minutes are kept in a binder in the main office of the school so that anyone who was unable to come to the meeting can view them at a later time.
After any event we do it is "required" that a report is given at the general meeting. Whether it is a fundraiser or a family event we try to give all the important details from expenses, profit, how many took part, how many volunteers, etc. WE also send our minutes out to every family in our school telling them alot of this. One of the biggest complaints when our pta ended and we stareted this pto was that no one knew where the money was spent ... so the first thing I installed was alot of information going home detailing everything we do!!! It makes a difference in our fundraising!!
"When you stop learning you stop growing."
