• In the absence of the elected secretary, the person taking her place, if not appointed as recording secretary, should be identified as“ acting” or“ pro-tem”
• Check with the state president at the close of all meetings to see what assistance may be rendered to expedite the business of the organization.
• Submit the original copies of all minutes with all attachments to the historian at the appropriate time. All motions should be identified by a Motion number, and all other attachments should be identified by an Exhibit number.
• Consult Robertʼs Rules of Order Newly Revised( latest edition) for sample minutes. Treasurer Qualifications
• Be experienced in finance and bookkeeping
• Give meticulous attention to detail and accuracy
• Have integrity and responsibility
• Be prepared to perform the duties of the office in a most efficient and timely manner
• Understand the amount of time required for the office * Have her own computer and possess basic computer skills
Specific Duties in addition to those set forth in Bylaws, Article XIV, Section 6:
• Be responsible for all monies of BPW / TN and ensure that funds are deposited in the appropriate accounts, i. e. Working Fund bank account, Interim Board / Convention bank account, and any other special accounts established by the state. These accounts shall be in a bank or banks as selected by the treasurer and approved by the executive committee. First consideration for the Interim Board / Convention Bank account shall be given to a banking system with branches across Tennessee. The treasurer shall be responsible for all disbursements charged to each appropriate bank account. Deposits and disbursements cannot be interchanged between bank accounts. The state president shall be a signatory on all bank accounts.
• Be responsible for providing detailed Financial Statements for each separate bank account to the Board of Directors.
• Work closely with finance chair and committee throughout the year, giving( at least monthly) reports on expenditures listed by the same categories as the budget
* Transmit financial reports to the Executive Committee monthly.
• Present the financial review to the interim board
• Follow the 30-day rule regarding submitting expense accounts per Chapter XV, FINANCIAL POLICIES, Per Diem Policy for requests for reimbursements.
• To comply with financial policies, any check for expenses incurred during the BPW / TN year will be dated NO LATER than June 30.
• Meet all Federal and State tax and report deadlines as detailed in Chapter XV. FINANCIAL POLICIES, State and Federal Tax Responsibility, p. 46.
General Duties of All Officers
• Each officer, except the treasurer, shall deliver to her successor, immediately after retiring from office, all accounts, records, books, papers and other property belonging to the state.
• All officers shall acquaint themselves with Chapter XV, FINANCIAL POLICIES, and Chapter XVI, MISCELLANEOUS POLICIES.
Treasurer, Finance Chair, Membership Chair Qualifications * The treasurer, membership chair, and finance committee chair should possess knowledge of the QuickBooks
Accounting software. Regional Directors Qualifications: *. Shall have served as area coordinator, district director, president of a local organization or as member of the executive committee Duties( For listing of Duties of Regional Directors, see Chapter VII. The Regional Organization.) Finance Chair and Committee Qualifications
• Have the mathematical ability to comprehend and present in lay language a budget for the operation of BPW / TN
• Be knowledgeable in local organization finances and budgets
Specific Duties
• Serve as a member ex-officio without vote on all committees whose programs require the expenditure of monies
• Prepare an annual budget for the state
• Have general supervision of all expenditures
• Assist local organizations with preparation of budgets and provide advice and consultation on financial planning 23 November 2011