General Information #
The Committee is comprised of the following:
- Oversight - First Vice President (will rotate yearly)
- Chairperson - Senior Director (will rotate yearly)
- Vice Chairperson - Junior Director (will rotate yearly)
- Will rotate into the Chairperson position the proceeding year
- 3 Members appointed to a 3 year term - One representing each geographical area as devined in Article VI, Section 4 (Geographical Representation - Northern and Southern areas) of the Constitution of this Association
Committee Duties #
- Members of this committee shall commit to attending the committee meetings/audits that usually occur the day before the Educational Training Seminar and Mid-Year meeting. In person or electronic (ie. Video meeting) is acceptable.
- The Committee shall audit all financial accounts of the Association semi-annually, or at the order of the Executive Committee, and shall report to the membership assembled, or to the Executive Committee.
- These audits shall be conducted prior to both the Mid-Year meeting and Educational Training Seminar. The Chairperson shall communicate with the Secretary-Treasurer to bring all current records to these meetings including:
- Membership Ledger
- Mailing List
- Checkbooks
- Bank Statements
- Receipts
- Check stubs
- Files pertaining to ALL accounts
- Financial statements
- Tax records
- WITH EXECUTIVE COMMITTEE APPROVAL, the committee may meet more frequently during the year in order to maintain any records.
- These audits shall be conducted prior to both the Mid-Year meeting and Educational Training Seminar. The Chairperson shall communicate with the Secretary-Treasurer to bring all current records to these meetings including:
- The committee shall audit all records and finances of the Division as directed by the Executive Committee including, but not limited to:
- Checking & Savings
- Certificate of Deposits
- Money Markets
- Bonds
- Annuities
- After review, any recommendations the committee may have shall be made to the Executive Committee.
- The committee shall ensure that the Secretary-Treasurer correctly balances all financial records, correctly maintains all membership information, prepares an accurate Financial Statement prior to, and for distribution at, both the Mid-Year Meeting and the Annual Seminar and has all necessary tax forms completed and filed in a timely manner.
- Prepare a proposed annual budget prior to the Seminar. The proposed budget will be discussed in the Executive Committee Meeting and modified, if necessary, prior to a majority vote approval process. The budget shall coincide with the Association’s fiscal year.
Chairperson Responsibilities #
- The Chairperson shall maintain copies of any notes made during the meeting and the meeting sign-in sheet. The book shall then be passed to the succeeding Chairperson.
- Sets the Association Audit and Finance meeting location and time to be completed prior to the Associations Mid-Year and Annual Seminar Meeting. Usually the day prior.
- Ensures all positions are filled during the meeting.
- If a member of the committee cannot attend the Mid-Year and/or the Annual Seminar meeting(s) then the Chairperson needs to appoint a member to fill that vacancy during that meeting only.