State School P&Cs – Who’s Responsible?
For the smooth running of a P&C, it’s important that members of the executive know what their responsibilities are.
By not knowing their responsibilities things, unfortunately, will fall through the cracks and get missed, or you may do or allow something that you may not be able to do. As a result, the auditor may have to report some non-compliance and, worst-case scenario, fraud occurs and cash goes missing.
For those on the executive committee (President, Vice-President, Secretary and Treasurer) the Accounting Manual for P&C’s clearly sets out each role’s responsibilities.
The executive committee is responsible as a team to ensure that the association and its subcommittees follow appropriate financial management procedure (as set out in the manual). It’s not the sole responsibility of the Treasurer.
The President, similarly, has the responsibility to ensure the executive committee and subcommittee executives carry out the processes and procedures as contained in the manual. This includes ensuring the reporting requirements for monthly meetings are done by the relevant executive member, to ensuring day-to-day operations such as depositing of funds are done as required.
The Treasurer’s ultimate responsibility is to ensure that the financial requirements of the manual are complied with. This will cover reporting, recording and handling of funds, etc. Also, the Treasurer must set the example for other subcommittees so that the association’s funds are held and handled as required.
You will note a lot of reference to the Accounting Manual.
The reality is that it sets out all things that will make for the smooth and successful running of the P&C from a financial point of view.
To that end, we think the first responsibility of all on the executive is to put time aside, read and discuss the manual’s requirements as a team.
All who put up their hands to be part of the executive committee ultimately do it for the betterment of their school and its students. By knowing their responsibilities they will be best positioned to make that happen and work effectively as a team.