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Procedures and Rules Contents

 

 

Procedures and Rules

VI. SECRETARY/TREASURER

  1. Function:
    1. The Secretary/Treasurer serves as chief financial officer of the Network and is a member of the Council.

  2. Duties Related to Membership:
    1. Acts as the Council's liaison with the Membership Committee

  3. Duties Related to Meetings and Correspondence:
    1. Arranges for sending written notice of all business meetings to the membership at least 30 days before each regular or special business meeting;
    2. Maintains a draft set of minutes for each Council meeting, to be furnished to the Councillors within thirty days after each meeting. At the next meeting, these minutes are presented for adoption;
    3. Maintains a draft set of minutes for each Network business meeting, to be distributed to all members of the Council and to the membership on USAIN-L. At the next business meeting, these minutes are presented for adoption;
    4. Maintains official copies of the approved minutes of all Council and Network meetings in chronological order in a binder or folder set up for that purpose, to include any committee reports and documents submitted at the meetings covered by the minutes, a copy of the Network Bylaws, and a copy of the Procedures and Rules;
    5. With the President, signs all contracts and other legal documents;
    6. Conducts official Network correspondence; supervises all mailings concerned with Network business, including membership renewal notices and Bylaws amendment ballots; and maintains a file of current records;
    7. Serves as the liaison to the business manager (Long and Associates);
    8. Is responsible for monitoring the Rules and Procedures Document.

  4. Duties Related to Finance:
    1. Chairs the Budget Task Force which is comprised of the Secretary/Treasurer, Past-President, President-Elect, President, and one other member; submits for Council approval each year a budget prepared by the Budget Task Force; and submits a statement of account of the Network's funds at each Council and membership meeting; Note: the budget year is a calendar year (Jan. 1-Dec. 31), the budget cycle is for 2 years--the budget has to balance in a 2-year period (the conference is every other year and advances for expenditures come from one year's budget and are paid back after the conference the following year);
    2. Coordinates with the business manager the collection and deposit of funds for the Network as required and authorized by the President or Council and draws all checks written against Network funds, maintaining the appropriate account information and supporting documentation;
    3. Develops and implements procedures and forms for use by officers and committee chairs in requesting funds and reporting expenditures.

  5. Reports and Records:
    The Secretary/Treasurer is responsible for the following:
    1. Maintaining accurate and detailed financial records of the Network and of the Council, including appropriate receipts for all monies expended, and furnishing such financial statements as may be required by the Council.
    2. Receiving and checking the quarterly statements supplied by the business manager.