Spring means baseball, cookouts and gardening, right? Well it can also be a busy time for Treasurers of PTAs and PTOs. Behind T-ball practices and car-wash fundraisers there are PTA and PTO Treasurer transitions taking place and to ensure your changeover is a smooth one, we have some tips for success.
Here is how to organize your Treasurer transition:
Make a Checklist
Whether you were formally voted in or simply asked in the parking lot at drop-off, there is a certain amount of responsibility and accountability that comes with serving as the PTA/PTO Treasurer. A great way to get a handle on the job is to educate yourself by requesting information from the outgoing treasurer.
Here is a list of documents that will help you:
- A list of all tasks that the Treasurer must do.
- The policies and procedures for performing each task, even if these are jotted down in an old notebook.
- Tips and other ideas for making the job easier. (If I knew then what I know now.)
- Upcoming commitments that the incoming Treasurer is expected to keep.
- Supplies and documentation like old files, keys, receipt books, etc.
Schedule a Meeting
Nothing beats a little face-to-face interaction. Once you have requested your checklist of items, plan a meeting with the outgoing Treasurer. Soak in some of the spring sunshine at an outdoor coffee shop and plan to spend an hour or two gleaning helpful insights from your predecessor. This is the perfect time to gather information as well as all of the keys, files, passwords and other items that you will need.
Plan in Advance
We recommend at least a month of transition time, which allows both Treasurers to work together. If you can schedule a month of training, you will definitely start your Treasurer experience on the right foot. Take notes during this transition time for improving the process in the future. After your training session, schedule a meeting with your group and share your experience.
There are accounting software systems that have been designed just for PTAs and PTOs like yours. If you are seeking a smoother transition, financial transparency and an easier experience over-all, MoneyMinder might be for you. Managing contacts, tracking payments and receipts plus a bunch of helpful reports can really be quite handy for the busy volunteer Treasurer.
Follow these tips and your transition into Treasurer should be seamless and leave you plenty of free time for enjoying that soccer game.