Treasurer

Primary Function:

To keep the monies of the Club.

Functional Tasks:

  • Prepare an annual budget for the Club with the President and the Budget Committee she names.
  • Submit the budget to the Executive Board for approval, followed by submission to the membership of the Club for approval.
  • Deposit Club funds in a checking account and pay all bills by check.
  • Pay bills not included in the budget only after approval by the Board.
  • Keep track of all financial transactions on financial software.
  • Report on monthly financial activity and cash balance on hand at meetings of the Club, and submit these reports to the Recording Secretary.
  • Solicit and collect annual dues from members.
  • Collect dues and initiation fees from new members and enroll them in Garden Clubs of Illinois (GCI).
  • Submit current membership rosters and dues to GCI, annually.
  • Prepare and submit quarterly Sales Tax reports and payments to the State of Illinois.
  • At the end of the fiscal year, calculate the amount available for philanthropy and submit that amount to the Executive Board for approval.
  • File informational 990 tax returns, as required by the federal government.
  • Keep a copy of the audit in the Treasurer’s files at the end of the term.

Universal Tasks Expected of All Executive Board Members:

  • Meet with the member who previously held your role to better understand the responsibilities of the job, tasks required to fulfil those responsibilities, and a timeline for those tasks. The member previously holding the role should also share insights she has gained from her experience and any suggestions that she has for improving the job done in the future.
  • Obtain records and materials related to your position from your predecessor. Review these and store them for future use.
  • Make sure that any information which needs to be included in the annual Yearbook is finalized and given to the Yearbook Chairman in accordance with her schedule.
  • Critically review current practices to identify opportunities to improve efficiency, clarify communications, and reduce costs.
  • If you would like to make changes to current practices, contact the Club President to determine if Board approval is necessary.
  • Keep receipts for your expenses and stay within the approved budget for your function.
  • Ask the Corresponding Secretary to include any special information needed for the next meeting in her meeting reminder to all members.
  • Prepare a report documenting your tasks and accomplishments for the year. These reports are due in April of each year.
  • Attend Board Meetings arranged by the President.
  • Respond in a timely fashion on all votes required.

Timeline:

July:

  • Submit the quarterly Sales Tax Report, along with sales tax due on Plant Sale receipts received between April 1st and June 30th, to the State of Illinois.
  • Prepare a year end financial report and calculate the amount available for philanthropy. Submit these to the Executive Board for approval of an .allocation of funds for philanthropy

August:

  • Prepare and submit the annual 990 informational return to the federal government. 
  • At the meeting of the Budget Committee, submit a proposed budget, with a comparison to the prior year’s actual expenditures.

Between the Budget Committee meeting and the September Club meeting:

  • Present the budget approved by the Budget Committee to the Executive Board for approval.
  • Make any budget changes required by vote of the Board.

September:

  • At the September Club meeting, submit the budget approved by the Board to the Club for approval.
  • Make any budget changes required by vote of members.

October:

  • Submit the quarterly Sales Tax Report to the State of Illinois.

January:

  • Submit the quarterly Sales Tax Report to the State of Illinois.

February:

  • Solicit and collect annual dues from members.

March:

  • Submit current membership roster and dues to GCI.

April:

  • Submit the quarterly Sales Tax Report, along with sales tax due on Plant Sale receipts received through March 31st, to the State of Illinois.

Ongoing:

  • Deposit funds received by the Club and record the deposits on the Club’s financial software.
  • Write checks for expenses incurred by the Club and record those checks on the Club’s financial software.
  • Prepare and submit reports of monthly financial activity and cash balance on hand to the Club’s membership and the Recording Secretary at monthly meetings of the Club.
  • Collect prorated dues and initiation fees from new members and enroll new member in GCI.

Spring 2020