Grad night Treasurer
The basic job of the treasurer is to write checks, make deposits, and keep the check book balanced. Bring the checkbook to each Grad Night Committee meeting so that you can easily answer questions about how much money is in the account and/or write checks if needed. The following describes in more detail what you can expect as the year progresses.
 

1) As a new treasurer you will need to contact the past treasurer who will get the signature card from the bank to transfer signing authority to you. (See attached list of phone numbers and add your name, phone number and address.)

2) Surprise--the account balance is not zero. Each class leaves some funds to get the next class started. You should try to leave at least as much for next year and not less than $500.

3) Your first fundraiser will probably be the Fall Flea Market.  [Note: there may not be a flea market as a fundraiser in other years.] Details on running the flea market are elsewhere in the Grad Night binder, but you may need to get change; quarters, ones and fives for whoever is running your flea market. You will have to go to the end of the flea market or make arrangements to collect the money earned. Take along a sturdy purse, lock box or heavy manila envelope to put the money in after counting it, and some paper and a calculator to help with the counting. If you don't get enough food donations to sell, you may also have to write a check to reimburse whoever shops for the food. Be sure to ask for all receipts.

4) Use the checking account deposit slips (from the back of new checkbooks) not the savings deposit slips. Put rubber bands around stacks of l's, 5's, etc., and put coins in paper sleeves if you have enough to fill the sleeve. Endorse each check with "Lincoln PTSA Grad Night" and the account number.

5) Donations are the only other deposits until ticket sales start in the spring. Be sure each donor gets a thank you letter. (Usually someone else does this, but you may need to tell that person when a donation is received.)

6) Once ticket sales begin, arrange with the person in charge to get the checks and cash periodically for deposit. You want to do deposits as soon as possible to get the checks cleared and avoid bouncing checks.

7) For bounced checks, you can call the issuing bank or credit union and ask if funds are available for the amount of the bounced check and then redeposit it.

8) During the year you will probably have to write checks for deposits and final payments for Camelot Park or wherever Grad night goes, for the buses to take the kids there, for the DJ and other entertainers, for mementos--T-shirts, keychains, etc., and any additional food items not donated.