General Charge of Responsibility by Eastern Branch Bylaws

Article II

Section 4. The Treasurer shall serve as business manager for the Branch, receiving all monies and paying all debts. The duties of the Treasurer are to receive all monies due and pay all debts incurred by the Branch; to prepare annually for the Executive Committee a statement of the income and expenditures of the preceding year and a proposed budget for the next year; to report a summary of that statement annually to the Branch, having the accounts audited by the Auditing Committee; shall provide a suitable fidelity bond for the Treasurer and the Chair of the Registration & Hospitality Committee, the bond premium to be paid by the Branch; and to serve as chairperson of the Meeting Site Selection Committee. The Treasurer shall attend all Executive Committee and general business meetings and may receive remuneration for services provided, subject to approval of the Executive Committee. The Treasurer shall be eligible for re- election.

Article III

Section 3. The financial resources of the Branch shall be distributed between two funds, a General and a Reserve Fund. All receipts shall be placed in the General Fund, from which all disbursements shall be made. Routine disbursements from the General Fund and all transfers from the Reserve Fund shall be made only on the approval of the Executive Committee upon the recommendation of the Treasurer. No financial obligations against the Branch may be contracted by any officer or member except as specified in the budget or as provided for by special action of the Executive Committee upon recommendation of the Treasurer.

Guidelines

I. First business of the New Treasurer

A. Banking - Set up separate accounts for the General and Reserve Funds. The Reserve fund and the excess General funds should be kept in a high-interest bearing account. The funds may be comingled so long as separate accounts are kept.

B. Familiarize yourself with the bookkeeping procedure; update procedures wherever possible.

C. Pay any outstanding bills from the previous meeting.

D. Review guidelines for Meeting Site Selection Committee. Plan committee actions. Maintain files of correspondence with hotels scheduled fro future meetings.

II. Duties of the Treasurer During the Year

A. Nine months before annual meeting (June)

1. Complete fiscal year financial report. Submit report to ESA headquarters on forms received from ESA auditor. Auditor will file the tax returns. Prepare books for audit by Auditing Committee.

2. Contact Chair of the Auditing Committee and decide on a time and place for auditing books at planning meeting. If that arrangement isn't possible, work out other plans.

3. Prepare a financial statement to be presented at the planning meeting. An expanded financial statement showing income and disbursements is usually provided at this time (see file). Prepare budget for the year in conjunction with Finance Committee. Estimate the amount needed to be charged at registration for covering projected expenses.

B. Eight months before annual meeting (July)

1. Attend planning meeting (at least 2nd day). Meet with hotel personnel with Secretary to discuss contract and master account. Secretary and Treasurer are the only persons authorized to make charges on the account.

2. Bring financial report and proposed budget to planning meeting.

3. Meet with Auditing Committee to audit books for previous year.

C. Seven to two months before annual meeting (Summer Fall) - Develop plans relative to Meeting Site Selection Committee activities (see guidelines for that committee).

D. One month before annual meeting (February)

1. Write honorarium checks for invited speakers and mail to Registration and Hospitality Committee Chair for inclusion with registration material. Secretary will provide list of speakers to receive honoraria.

2. Send Discretionary Fund check to President.

3. Prepare Financial Report for posting at the Annual Meeting and to present at the business meeting. Provide a copy for Secretary for inclusion in the Proceedings of the meeting.

E. ANNUAL MEETING

1. What to bring:

* Copies of the Financial Report.

* Meeting Site Selection Committee information and report.

* Calculator and other supplies

F. One to three months after annual meeting (March-May)

1. Write discretionary check and sent to Secretary ($500)

2. Write discretionary check for Treasurer ($250)

3. Pay bills from Annual Meeting forwarded by Secretary, and any forwarded from committee chairs. Secretary will remind all outgoing committee chairs at the final Executive Committee and Chairs' Meeting at the Annual Meeting to get bills to you. Reconcile General and Reserve Accounts.

III. Ongoing Duties of the Treasurer

A. Pay all bills and maintain financial records.

B. Maintain contact with hotels, convention bureaus, etc., and maintain hotel file relative to Meeting Site Selection Committee responsibilities. Upon completion of term, forward all appropriate files to incoming Treasurer.

IV. Policies and Other Information

A. The Secretary has a discretionary fund of $500. Write check whenever convenient, usually sometime after end of Annual Meeting and send to the Secretary.

B. The Treasurer has a discretionary fund of $250. Write check sometime between end of Annual Meeting and first of year.

C. The Secretary customarily gives his/her secretary a $50-75 honorarium after the Annual Meeting. At the end of the 3-year term, he/she gives secretary a $100 honorarium. Secretary will send you information about this honorarium and when to make payment.

D. The Asa Fitch Award recipient receives a $100 honorarium, which will be presented at the awards banquet along with a framed certificate. The check for this honorarium should be given to the Secretary at the first meeting of the Executive Committee and Committee Chairs on day 1 of the Annual Meeting.

E. Expenses for the Treasurer to all meetings are provided by the Branch. Customarily he/she will charge a portion of these expenses to the home institution.