Treasurer

Overview

The Treasurer manages the financial activities of the club and keeps records via ongoing, monthly and annual processes. This role is year-round and frequently interacts with other members of the board and various chairpersons.

Ongoing – As needed

• ·         Make deposits at Worker’s Credit Union
• ·         Write checks for speakers and reimbursements
• ·         Pay club bills (check or electronic)
• ·         Maintain QuickBooks with applicable transactions and account coding
• ·         Reconcile bank statements for checking and savings accounts in QuickBooks
• ·         Participate in board meetings and provide financial reporting/information
• ·         Maintain files (bank statements, copies of filings, etc.)
• ·         Maintain petty cash (*Note- QuickBooks indicates there is $50 in the petty cash account, however cash was not provided by previous Treasurer. As such, this account has not been maintained at least since 30^th June 2018)

501 (c) 3 – Annual

• ·         Submit 501 c 3 renewal to GCFM – Due 1^st October
• ·         Complete 990N e-postcard to IRS (online) – Due 15^th November
• ·         Complete/send Form PC, filing fee confirmation, and any supporting documentation to MA Attorney General’s Office – Due 15^th November

*Note in Spring 2019, forms were sent to IRS and MA Attorney General’s office to fulfill missing documentation and apply for retroactive reinstatement of the club’s non-profit status. As of 4^th June 2019, the IRS has not responded except by cashing the $600 user fee.

GCFM - Annual

• ·         Pay annual insurance to GCFM – Due between 15^th March and 15^th April
• ·         Pay annual dues to GCFM – Due before 1^st May

Plant Sale – Annual

• ·         Provide cash boxes and small bills for giving change
• ·         Deposit money from plant and merchandise sales, membership fees, etc.
• ·         Report net revenue earned to the board
• ·         Obtain gaming permit for raffle and pay appropriate taxes to Gaming Commission, if applicable

Other recurring bills - Annual

• ·         PO box
• ·         Tower Hill membership for the club – Due in the Spring
• ·         Thayer Memorial Library donation for garden passes – Due in the Spring
• ·         Church donation for use of hall – Due in the Spring/Summer
• ·         GoDaddy web domain (Note-2 years was paid in Spring 2019, should not be due until 2021)
• ·         Wild Apricot website fees – Due in the Spring
• ·         QuickBooks Online (currently paid on a monthly basis)