DUTIES AND RESPONSIBILITIES
ROLE
To serve as a member of the Executive Board
To serve as Chairperson of the Finance Committee To serve as Chairperson of the Telephone Committee
DUTIES AND RESPONSIBILITIES
- To comply with all instruments governing the PART of Laredo
- To know all accounts belonging to the PART of Laredo
- To keep records for each account: Administrative Checking Account, Scholarship Fund Account, CD Account and Stock Portfolio
- To provide the bank officer a copy of the minutes certifying the election of the incoming officers which are required to approve signatures and account access to the Treasurer, Table Director and First Associate Director
- To send Annual End-of-Year Financial Report to the State Director by June 15
- To prepare fiscal information for the appropriate IRS form
- To assist Table Director in filing the appropriate IRS Form within the specified time frame
- To send a bill to those members who have not paid their dues by the October Meeting
- To inform the Director of members who have not paid dues by the November meeting
- To collect and record all dues, meal fees and donations made to the Table
- To maintain separate accounts for the Table Administrative checking account and the Scholarship savings account
- To ensure that the Scholarship Fund not be used to supplement the Checking Account
- To transfer any interest accrued by the CD Account and the Stock Portfolio to the Scholarship Fund
- To process reimbursements to Table members for Director approved expenses
- To collect and distribute Local and State Scholarship Fund donations
- To process the Table's $50.00 donation to the Table Scholarship Fund in memory of deceased member, member's deceased husband, and/or member's deceased child and/or grandchild
- To communicate to the Directors of the Day, that table decoration expenses per table is $10.00 and any additional expenses incurred for their program i.e.meal, travel, hotel, etc. is their responsibility and will need previous approval from the Table Director for reimbursement
- To reconcile the checkbook as bank statements arrive
- To keep current the checkbook Transaction Register
- To record and maintain current all transactions in an Accounting Ledger (permanent record book) detailing the account of all monies received and paid
- To clearly identify operational expenses as: meals, postage, publications, gifts, etc. (specific captions must reflect all credits, debits, and fees for State and IRS Financial Reports)
- To verify that all balances in the ledger reflect bank statement balances
- To require the review of the ledger by the Finance Committee at the end of each PART year
- To indicate in the ledger the date and signature(s) of auditor(s)
- To maintain a file which includes: the checkbook with the bank statements and deposit slips for the Administrative Account (checking), the Scholarship Fund (savings account) bank statements with deposit slips, the CD Account statements, the Stock Portfolio statements and the Accounting Ledger
- To present a complete report of the Table's financial standing to the Finance Committee prior to the September meeting and after the May meeting
- To prepare the monthly Financial Reports to be presented or emailed for each regular meeting
- To prepare the monthly Financial Reports as a summary of the collections and expenditures which should also call attention to any unusual items
- To prepare a complete list of the yearly donations made In Memoriam to the Scholarship Fund
- To file the Financial Report for audit
- To keep copies of Financial Reports on file
- To Submit at the end of May complete books and files to her successor
END-OF-THE-YEAR-REPORT: To submit to the Table Director recommendations pertaining to the duties and responsibilities of the Treasurer to be stated in the PART of Laredo Handbook
