- Contact Attendance and Awards Committee Chairpersons and let them know what their roles and responsibilities as documented in the chapter manual.
- Provide 1st Vice-President with any deposits needed to secure meeting sites.
- Prepare bank reconciliation with the assistance of Quicken.
- Prepare the tax return from the previous program year that needs to be filed by September 30th.
EACH MONTH DURING THE PROGRAM YEAR:
Meeting Duties:
- Receive the reservation listing from the Attendance Chairperson the day before the actual meeting and prepare the spreadsheet for the meeting. (I have attached the sheet currently being used for the monthly meeting. On the bottom of the form is a quick profit/loss statement for each meeting. The attendance records can be used for planning and pricing meetings the following year.)
- Take the following items to the meeting: check book, change fund, attendance sheet, receipt book, deposit book and stamp, several pens, bank reconciliation from previous month, financial statements from previous month and any other schedules for another officer to review and approve, normally the President.
- Arrive at the meeting 15-30 minutes in advance to set up the check in table. I normally go ahead and fill out some receipts with the date amount and signature to speed up the receipt process when everyone arrives.
- After everyone is checked in, I balance the money received to the attendance sheet and prepare the deposit.
- After meeting, stay around approximately 15 minutes to pay the restaurant for services.
- Prepare invoices through Quicken for all Companies that prefer to be invoiced. Quicken has an email option that I have found to work very well and quickly.
- Record cash receipts and disbursements into Quicken.
- Forward the final attendance record to the President and 1st Vice President for their record keeping needs.
During the month:
- Receive checks, record amount and make deposits.
- Pay bills and perform appropriate accounting.
- Prepare monthly bank reconciliation and financial statements for the President.
At the end of the program year:
- Accumulate information and give to the individual performing the audit.
- Prepare the budget for the next program year.
- Transfer boxes of prior years information to next Treasurer.
OTHER DUTIES:
- Oversee the Attendance and Award Committees and provide assistance to these committees as needed.
- Maintain a file of pertinent records and correspondence, passing it on to successor at the conclusion of the Chapter year.