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Board debates posting credit-card statements as treasurer defends check-register process
Summary
A board member urged posting district credit-card statements for transparency; the treasurer said each credit-card transaction is already itemized in the district's check/transaction register and tied to purchase orders and voucher packets, warning that posting receipts online would be labor-intensive and could raise redaction/security issues.
A board member at the Stow-Munroe Falls City School District meeting on Aug. 4 called for the district to post credit-card statements on the public agenda so residents could see transaction-level detail.
"Where that money's going," the member said, asking for credit-card statements to be posted alongside the checkbook so the public could examine specific transactions. The member said the public wants to know how every dollar is spent.
Treasurer Gallano responded that credit-card charges are reconciled into the district's detailed transaction register (often called a check or transaction register) and that each purchase is tied to a purchase order (PO) and a voucher packet containing the PO, invoice and receipt. Gallano said the register already breaks transactions down by vendor, date, account and purpose, and that the information is available for review or public-records requests.
Board members and the treasurer acknowledged trade-offs. Gallano and other members said posting every receipt or duplicating all voucher packets online would require substantial staff time, possible overtime, and a careful redaction process to protect sensitive account information. Some members suggested providing clearer, lay-friendly monthly reports (charts, comparative trends and plain-language explanations) rather than raw transaction packets.
Sheehan pressed for a "targeted view" and asked whether receipts could be attached to transactions for easier public understanding; the treasurer said doing so would require scanning and uploading each packet and could add hours of staff work per week.
Why it matters: The discussion focused on balancing public transparency with staff capacity and data-security concerns. The treasurer said the district already provides a check/transaction register that contains itemized transactions; the board agreed to explore clearer presentation formats in coming months.
What’s next: The treasurer said he will pilot a new financial-report format (including charts and comparative language) in the next month and bring examples to the board; members suggested following up in two to three months to evaluate whether the new presentation meets transparency goals.
