TREASURER/SECRETARY - Volunteer

TREASURER/SECRETARY
The Treasurer/Secretary will coordinate the financial activities of the chapter and will work with the Governance Committee to ensure policies are up to date and relevant for current chapter activities.

Roles and Responsibilities:

  • With input from Directors, Committee Chairs, Executive and Administrator, develop a draft budget in October that is presented for approval to the Board of Directors at the November Board Meeting
  • Present the Income Statement and Balance Sheet at each Board Meeting as prepared by the Chapter Administrator
  • Work with the Chapter Administrator to ensure all meeting minutes, agenda, and meeting related documents are prepared and distributed to the board in a timely manner
  • Lead the process of ensuring current policies are up to date as well as the development and adoption of new policies
  • Oversee a Governance Chair to support with policies and board manual development
  • Review annually Chapter folders that hold the documents - Bylaws, Articles of Incorporation, Certificate of Incorporation, Chapter Affiliation Agreement, etc. 
  • Review all documents prepared by Administrator prior to sign off from President 
  • As part of Nominating Committee, be actively engaged in board recruitment efforts
  • Attend regularly scheduled Board meetings and retreats
  • Attend regularly scheduled Executive Committee meetings and contribute to board oversight as a member of the Committee
  • Bring forward candidates for auditing the year end financials to the Executive. Once a candidate is approved bring their name forward at the AGM for membership approval. 
  • As part of the Executive Committee, provide oversight and management of Administration contract
  • Turn over to the successor all chapter records and/or property immediately upon completion of term or resignation prior to completion of term 

Length of Term:  1 year terms with the maximum of two terms total in the Executive position


Average Time Commitment per Month:  8-10 hours per month

  • Board Meeting: 1 hour monthly 
  • Strategic Planning Meeting:  1 hour monthly
  • Admin/Exec Meetings:  1 hour monthly
  • Committee Meetings: 1-2 hours monthly* 
  • Portfolio Work Time: 4-5 hours monthly* 
  • Total monthly commitment: 8-10 hours per month

 
*It is important to note that work within Working Groups will fluctuate throughout the year. The estimates above reflect the average amount of time projected. 

Administrator Responsibility to Portfolio

  • Prepare and provide monthly financial reports and keep the Treasurer informed of cash flow considerations
  • Administer and maintain accounting records to reflect chapter needs, including but not limited to, issuing invoices to customers/sponsors, monitor and collection of accounts receivable, processing approved payments to suppliers/volunteers, deposits/banking, reconciliation of bank and investment accounts, preserve source documents
  • Provide banking records, invoices and revenue information to the Treasurer as required
  • Provide historical input during annual budgeting process led by the Treasurer and the Board
  • Support access to resources for the Board – such as effective and efficient invoice payment options
  • Provide backing information to auditor on request
  • Administer, maintain, and reconcile event registration system
  • Prepare and file annual returns; T2, AT1, T1044 NPO, SAN, GST