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.
• 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.