TREASURER
January
Prepare for Winter Executive Meeting:
* Summary of Society financial status and current account balances.
* Summary of cash flow for year.
* Summary of membership status.
* Summary of meeting-expense/income.
* Prepare tax return (fiscal year 12/1 to 11/30).
* Pay cost of dinner expense.
* Reimburse Executive members for travel and hotel for Executive Meeting.
* Provide any needed support to Annual Meeting Chair to Establish Meeting Budget.
February to March
* Work with Website Administrator to send electronic notice of Dues to all Active and Associate members.
* Establish which members have not paid dues as members with unpaid dues for three years should be eliminated off membership rolls.
* As electronic payments are received the names of members associated with payments should be recorded into Quicken Financial Database.
* Donations to the Resident Fund need to be separately transferred from automatic checking account deposit into appropriate Resident Fund. As moneys are transferred a letter of appreciation that also serves as document proving Charitable Donation needs to be sent to each individual donor.
March
* File Form 990-EZ (non-profit organization tax return) with IRS. Due April 1 of each year. Fiscal year December 1 to November 30.
April, May to June
* As payments for annual meeting are received from exhibitors and meeting registrants, track these in conjunction with Vice President and Local Arrangement Chairperson.
* Send second dues notice to non-paying members in May or early June.
June In preparation for Executive Meeting:
* Prepare summary of Society financial status-current account balances.
* Prepare summary of cash flow for previous year.
* Prepare summary of membership status:
• Number of Active and Associate dues paid.
• Number of Senior Members.
• List of names of members with dues in arrears for previous two and three years.
* Prepare summary of meeting expense/income to date.
* Prepare recommendation, if needed, for any change in dues or fees.
June to July
* Pay all expenses for annual meeting in conjunction with Local Arrangement Chairperson.
* Reimburse the Honored Guests for:
• Travel expenses, hotel, car rental for them and spouse.
• $500 honorarium and thank you letter.
* Reimburse resident award winner
• Travel reimbursement to program directors and awards to individual winners.
* Pay hotel expense for Society President.
* Pay hotel and travel expense for the Local Arrangement Chairperson’s office assistant.
* Society President reimburses cost of beverages at President’s Dinner to Society.
August to September
* Compile income-expense statement for annual meeting in conjunction with Local Arrangement Chairperson including:
* Number of paid registrants and amount received.
* Number of exhibitors and amount received.
* Summary of expenses.
* Send statement to Members of Executive Board for review.
* Prepare annual meeting summary for CME underwritter (AANS) Due mid August. Must list income and expenses for annual meeting and a list of corporate contibutors. Also need to include a budget reconcilliation. Balance for CME services due to AANS.
December
* Prepare tax return documentsand submit to accountatnt
• List of Officers
• List of Annual Meeting exhibitors and support
• Annual Category summary report 12/1 to 11/30
* Prepare to mail membership dues notices
* Prepare Annual meeting Budget
Throughout Year
* Record in Quicken database all receipts and expenses.
* Transfer funds as needed between checking, savings and CD’s.
* Keep all physical receipts and account information on file.
* Make timely backups of Quicken account database and FileMaker Pro membership database and store in separate physical location.
Prepare for Winter Executive Meeting:
* Summary of Society financial status and current account balances.
* Summary of cash flow for year.
* Summary of membership status.
* Summary of meeting-expense/income.
* Prepare tax return (fiscal year 12/1 to 11/30)
* Pay cost of dinner expense.
* Reimburse Executive members for travel and hotel for Executive Meeting
* Establish budget for forthcoming annual meeting
February to March
* Send dues notices for current year to all Active and Associate members. Note: Do not bill senior, inactive or deceased members.
* As part of dues mailing, have members update membership information such as address or e-mail change.
* Enter all membership information changes into Society database (FileMaker Pro program can be obtained from Society Webmaster).
* Bill members with outstanding dues from previous one and two years for those dues. Members with unpaid dues for three years will be stricken off membership rolls.
* Record all dues money received in Quicken financial database.
March
* File Form 990-EZ (non-profit organization tax return) with IRS. Due April 1 of each year. Fiscal year December 1 to November 30.
April, May to June
* As payments for annual meeting are received from exhibitors and meeting registrants, track these in conjunction with Vice President and Local Arrangement Chairperson.
* Send second dues notice to non-paying members in May or early June.
June In preparation for Executive Meeting:
* Prepare summary of Society financial status-current account balances.
* Prepare summary of cash flow for previous year.
* Prepare summary of membership status:
• Number of Active and Associate dues paid.
• Number of Senior Members.
• List of names of members with dues in arrears for previous two and three years.
* Prepare summary of meeting expense/income to date.
* Prepare recommendation, if needed, for any change in dues or fees.
June to July
* Pay all expenses for annual meeting in conjunction with Local Arrangement Chairperson.
* Reimburse the Honored Guests for:
• Travel expenses, hotel, car rental for them and spouse.
• $500 honorarium and thank you letter.
* Reimburse resident award winter
• $400 honorarium and thank you letter.
• Travel expense and hotel expense.
* Pay hotel expense for Society President.
* Pay hotel and travel expense for the Local Arrangement Chairperson’s office assistant.
* Society President reimburses cost of beverages at President’s Dinner to Society.
August to September
* Compile income-expense statement for annual meeting in conjunction with Local Arrangement Chairperson including:
* Number of paid registrants and amount received.
* Number of exhibitors and amount received.
* Summary of expenses.
* Send statement to Members of Executive Board for review.
* Prepare annual meeting summary for CME underwritter (AANS) Due mid August. Must list income and expenses for annual meeting and a list of corporate contibutors. Also need to include a budget reconcilliation. Balance for CME services due to AANS.
December
* Prepare tax return documentsand submit to accountatnt
• List of Officers
• List of Annual Meeting exhibitors and support
• Annual Category summary report 12/1 to 11/30
* Prepare to mail membership dues notices
* Prepare Annual meeting Budget
Throughout Year
* Record in Quicken database all receipts and expenses.
* Transfer funds as needed between checking, savings and CD’s.
* Keep all physical receipts and account information on file.
* Make timely backups of Quicken account database and FileMaker Pro membership database and store in separate physical location.