VI.  Treasurer (Revised 2/2021)

      The primary responsibility of the treasurer is to manage the finances of APTA Missouri.

1. General Duties

        

   1. Oversees the finances for the Association.

    

   1. Monitor budget variances and note when 75% of a line item has been spent for the year.
   2. Maintains financial records.
   3. Review the monthly financial statements to monitor expenditures

    

   1. Serves as Chairman of the Finance Committee.

    

   1. Maintains and revises the APTA Missouri Procedural Manual as related to the Treasurer and Finance Committee.

    

   1. Participates in strategic planning as designated by the Chapter President.

    

   1. Attends Executive Board and Board of Directors Meetings.

    

   1. Procedure for Annual Reports to APTA

    

   1. Ensures reports related to finance requested by APTA are completed.

    

   1. Component dues confirmation – July
   2. Lobbying percentage – July
   3. Annual financial report to APTA – June

    

   1. Chart of Accounts (include info from finance committee)

    

   1. A Chart of Accounts is the line items of the budget delineating the expenditures and receipts.

    

   1. The Treasurer is responsible for maintaining the accuracy of the Chart of Accounts.  

    

   1. The Treasurer shall ensure the Chart of Accounts is distributed to the Executive accountant, APTA Missouri Officers, Directors, Committee Chair, District Treasurer and Chair, and Executive Officer.

    

   1. Check Request – See Finance Committee

    

   1. Ensures that the accountants complete all IRS Tax Forms

    

   1. Other duties as assigned by the President or Board.

        

2. Duties in Relationship to District Treasurers

    

   1. Maintains an up to date list of current District Treasurers.

    

   1. Requests budget from District Treasurers.

    

   1. Maintains ongoing communication with the District Treasurers seeking advice, making recommendations, providing information and encouraging active participation.

    

   1. Reviews request for reimbursement forms submitted by District Treasurers.

    

   1. Signs and mails reimbursement checks requested by District Treasurers.

        

3. Duties in relation to Finance Committee:

    

   1. Serves as Chairman of the Finance Committee.

    

   1. Serves as a member of the Finance Committee for at least two years as Past-Treasurer.

    

   1. Serves as liaison between the Finance Committee and the APTA Missouri Board of Directors.

    

   1. Provides preliminary budget to the Finance Committee to obtain their recommendations

    

   1. Obtains advice from Finance Committee on financial matters of concern to APTA Missouri.

       

4. Duties in Relation to Budget

    

   1. Requests budget requests for the next year from Officers, Chairmen

   and District Treasurers.

    

   1. Sets deadline for return of budget information.

    

   1. Compiles preliminary budget and distributes to Finance Committee for recommendations.

    

   1. Presents budget with Finance Committee recommendations to Executive Board at Fall Board Meeting for approval.

    

   1. Ensures approved budget is distributed to Executive Officer, District Chairs, District Treasures, Officers, and Chairman.

    

   1. Maintains file containing monthly financial statements, copies of requests for reimbursement, deposits and check stubs.

    

5. Duties in Relation to Banking and Money Management:

    

   1. When needed assists, in selecting an accountant, bank and investment broker.

    

   1. Monitors money levels in all accounts arranging transfer of funds as needed.  Excessive amounts in checking should be transferred to an account with a better interest rate.  An amount to cover monthly expenses is to be maintained in the checking account.

    

   1. Monitors long-term investments and makes adjustments with advice from the Finance Committee, APTA and Board of Directors.

       

      1.  Seeks advice from APTA investment consultant

       

   2.  Signs and distributes checks to pay APTA Missouri obligations. 

    

6. Duties in Relationship to the Membership

    

   1. Ensures that all money matters are managed in the best interest of the membership.

    

   1. Prepares and presents budget to the membership.

    

   1. Annually publish a financial report which shall include a breakdown of revenue and expenditures. Members may obtain a more detailed report by contacting APTA Missouri Chapter Office.

    

          G. Calendar for Treasurer

    

   1.   Prior to Summer Board meeting

    

         a.  Prepare notice for all Officers, Chairman, Directors, and Districts   

              requesting budget information for the following year. 

    

   1. Determine the dues amount to be distributed to the Districts. Include deadlines for when the information should be forwarded to the Treasurer. 

    

   1. The budget request must be submitted to allow time for the Treasurer to prepare a draft of the budget and present that to the Finance Committee.

    

               2.   After the Summer Board meeting

    

         a.  Prepare a draft of the budget based on requests submitted and the projected

              income. 

    

                     b. Submit the draft budget to the Finance Committee for review and

             recommendations.

    

         c.  Revise the budget per any recommendations from the Finance Committee.

    

   3.  At the Fall Board meeting

    

        a.  Present the budget for approval.

    

   4.  After the Fall Board meeting

        

   1. Make any adjustments to the budget approved by the Board.

    

   1. Distribute the approved budget to the Executive Officer.

      c.  Distribute the approved budget to any components requesting it.

5.  Throughout the year

1. Monitor spending

              

2. If expenditures exceed budget, present that information to the Board.

    

3. If the expenditures seem excessive at any time, especially if they exceed income, notify the President for consideration of a Board meeting to discuss how to manage the finances.

                  d.   In June, complete the request for confirmation of Component Dues. This report due mid-July to APTA.

                  e.   In June, complete the request for lobbying Information.  This report is due mid- July to APTA.