Expert: Richard Stolp - 4/10/2011

Question
I was recently appointed treasurer of our High School Booster Club in NJ. I was expected to deposit funds into account after football games as well as keep records of expenses/checks written. Since I'm a CPA I thought this job would be easy. Oh no. I found out the way it has worked the last 10 yrs is that each sports club has a parent representative like me. We are only reporting to THE MAIN TREASURER, the amounts we deposit and checks written. She gives each rep approx 3 -4 checks at a time. Then you have to beg to get more...Well, being an accountant I started asking for financials or at the least bank reconciliation with all pages of bank statement attached. That was 2 months ago. I went to bank asking questions and found that this treasurer is not even on the acct signatory list. She swears she is but cannot get in writing. She has had the position for 5 years. Two members from yrs ago are still listed. There are no board meetings or minutes. Most members have graduated children. Treasurer also told me she filed 990's. I researced online and found that the last (1 of 2 done) 990 was for year 2002. Treasurer said she knows she filed. Does not know what happened. She, nor the president will hand over any documentation on tax-exempt incorporated co. nor any bank statement/recs. This organization is outside the school. I know our team alone should have at least $15,000. This is a large High School. Do no know who has authorization to demand records from here. I want to take the proper procedures going forward. At a meeting I requested, the President of the organization kept talking about all the good that has been done for the players. When I kept directing the conversation towards the treasurer (in attendance), he (a doctor) leaned forward to me and said "what are you after? What are you trying to gain here?". I calmly said that I was appointed to this position by the outgoing team rep. and because of my CPA designation I have a fiduciary duty to the fooball coach and team member as their treasurer to account for all funds. Who can I go to in the state. We do not want to spend alot of money, if any. How can we get to these records? Thank You In Advance. A tired working parent who didn't sign up for this....

Answer
Hi,
Yes, lots of politics. Our local high school had some very difficult days after the person accepting donations on the schools behalf was found to be skimming off big bucks. So, in your case I would elevate the problem to the principal of the school as quickly as possible. I would hand the problem off to someone that has the clout to get answers immediately. Best to pull the information you have together and ask for a personal meeting with the principal - maybe breakfast? No one representing the school and the children has the right to anything but fully transparent. If that doesn't work I would start talking to the local newspaper. Your requests for records have been ignored so far - I don't see that changing without a larger group taking interest.