Area 81
Treasurer
Term: 3 years, elected,
commencing January 1, 2009
Purpose:
Handles all Area 81 collections and funds and
distributes receipts. Pays all bills for expenditures
approved by the Area World Service Committee.
Roles and
Responsibilities:
1.
Attend
all Officers meetings as requested by the Chairperson, usually in Jan / Feb and
AWSCM and Assembly
2.
Process
and record all funds of the BC / Yukon Area Assembly. As of 2010 our year end is now JUNE 30 and the interim cut-off is at
the end of February. This allows the
Treasurer more time to complete a written financial statement and other work required
getting reports etc in to the Secretary for inclusion in the packages.
3.
Deposit
all monies in the bank and keep the cash reserve (or prudent reserve) in a term
deposit. Tries to get an account for
non-profit groups. We are currently with
HSBC where we have a “Community Account” with no charges and still get interest
4.
Balance
books and reconciles bank statement.
5.
Pays
all expenditures approved by the BC/Yukon Area Assembly upon receipt of an
expense sheet accompanied by receipts. 2
signatures are required on all cheques. The signing officers are the Treasurer,
Chairperson, Secretary, Delegate and Alternate Delegate.
6.
Purchases
stamps, envelopes and other supplies when required.
7.
Reconciles
and displays the most current bank statement on the wall at both AWSCM and
Assembly.
8.
Send
out an appeal letter for donations to all the Groups, if agreed by Officers and
when necessary (if funds are low)
9.
Sends
the “Suggested Group Fund Allocation of expenses” sheet along with the “Group
Contribution” (2 sided) sheet for inclusion in the January or February
Bulletin.
10. Sends receipts to each group/district
when donations are received. (NB we no
longer save and distribute receipts to the DR.
We now prepare donation sheets to post on the wall at AWSCM and Assembly
that the DR is encouraged to take back to their District).
11. Prepared sheets for DRs for AWSCM and Assembly showing donations contributed by
them (This is now done from August through end of February and August through
end of July). Sheets are then displayed
on the wall at AWSCM and Assembly.
12. When term is complete, hands the
materials over to the new Treasurer and shares experiences and recommendations
about the position.
13. Prepares a written Financial
Statement for AWSCM and BC/Yukon Area Assembly.
14. Reminds DRs
/ GRs & coordinators in advance of AWSCM &
Assembly about Area Guidelines covering expenses, either through Bulletin and/or
in the DR package sent out by the Secretary in the early spring. Expenses sheets are to be included as well.
15. Motion 1988: That the Treasurer be authorized to shred or burn all copies of receipts,
deposit slips and correspondence more than 5 years old. This is to be done each year at the
Treasurer’s convenience.
Primary duties:
1.
Pay
Central Services Office $250 at the beginning of each year for storage of
archives. This went to $300 starting 2010
2.
Pay WSO in US
Funds the amount they request in their equalization payment request letter,
usually in August or September.
3.
Website is
held by Vancouver Community network – pay donation annually.
4.
Pay
godaddy.com for domain (this is paid to 2011)
5.
When GIC comes
due we just roll over and put interest into chequing
account.
6.
Pay for new
groups Area 81 Bulletin. (this may change with the new online availability of
the Area 81 Bulletin)
7.
AWSCM:
a.
Cut-off for
financials and District sheets is February 28. (This gives time to do the bank rec and get to the secretary for printing).
b.
Financial
statements is July 1à February 28
c.
Supply expense
sheets for travel & accommodation expenses for DR’s,
Officers and Coordinators.
d.
The DRs and officers get ½ accommodation and travel and meals
e.
Allocation of
funds form comes from secretary
f.
Hand out the
Officers/Coordinator expense form at O/C meeting prior to AWSCM
g.
We pay
i.
DRs – travel to bus fare
& accommodation to double
ii.
Officer /
coordinators - same as DR but meals to
$35/day
8.
ASSEMBLY:
a.
The Cut-off
for financials and District sheets is July 31 (which is the year-end)
b.
Financial
statements August 1 à July 31
i.
Effective 2010
– July 1à June 30 (June 30 being year end)
c.
Comparative
statements – 5 year
d.
Sheet with
travel, remarks etc
e.
Officers /
Coordinators get ½ accommodation, travel and meals
f.
GRs MUST have prior
permission for help with travel. Always
make sure they have first gone to their groups, then their district first.
g.
Donations:
Record in donation by District/Group binder
h.
Send receipt
and new contribution sheet
Communication
with
WSO - little
with
Area – at officers meetings and area meetings
with
Districts – as asked
with
Groups – as asked
Experience/skills required
Some
idea of how books balance would help. It
has been done both manually and on spreadsheets.
Time commitment
About
6 hours once a month and the meetings
Length of term – 3 years