Procedures and Rules
VI. SECRETARY/TREASURER
- Function:
1. The Secretary/Treasurer serves as chief financial officer of the Network
and is a member of the Council.
- Duties Related to Meetings and Correspondence:
1. Sends 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. With the Past-President, is responsible for monitoring the Procedures and
Rules Document.
- Duties Related to Finance:
1. Chairs the Budget Committee which is comprised of the
Secretary/Treasurer, Past-President, President-Elect, President, and one
non-Council member of the Network.
2. Submits for Council approval each year a budget prepared by the Budget
Task Force
3. 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 and the budget has to
balance over a 2-year period since 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.
4. In January of each year, compile the budget figures for the reserve metric
and with the Budget Task Force, determine if we are fiscally sound.
5. 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;
6. Serves as the liaison to the business manager (Long and Associates);
7. As Chair of the Budget Committee, investigates investment options with
the business manager for available Network funds and recommends
investment policies and guidelines; and is responsible for ensuring the
business manager performs an annual internal audit review and that an
annual external audit review is performed either by a non-Council member
or by a qualified financial management resource recommended by the
business manager.
8. Develops and implements procedures and forms for use by officers and
committee chairs in requesting funds and reporting expenditures.
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.
9. Receives and checks the quarterly statements supplied by the business
manager.