Secretary/Treasurer's Duties
ARTICLE IV EXECUTIVE COUNCIL
Subsection: SECRETARY/TREASURER
Current first several sentences:
“The Secretary/Treasurer shall collect all dues and fees owing to the Association. Shall charge a fee of $30.00 for returned checks. Returned checks must be paid by cash or money order within seven (7) business days or league fees will be considered unpaid. Shall receive all Association funds and maintain them in a bank or depository approved by the General Membership.”
The bold section is more appropriate in Rules Of Play. It involves payment of league fees. I recommend removing it and inserting it at an appropriate place in Rules of Play.
Then the sentences about receiving and depositing money can be combined in this manner:
“The Secretary/Treasurer shall collect all dues and fees owing to the Association and maintain them in a bank or depository approved by the General Membership.”
Is it necessary to legislate that the Secretary/Treasurer should provide the mailing list to the Publicity person? The following section does that indirectly. It also gets the Secretary and President involved in mailings in an ambiguous manner. “…information as needed…” could be interpreted to be the content of mailings. “…assist that person, as needed…” could be interpreted to be printing, stamping and taking mailings to the post office.
The section containing “…as directed by the President…” seems to create a duty for the President, but the intent is unclear. If the intent is that the President “directs” mailings, then it should not be in this section. If the intent is that the President directs the Secretary/Treasurer to assist the Public Relations person or determines the definition of “as needed”, then we have a bigger problem. If that is the intention, it should be somewhere else.
Remove the following portion.
“Shall also provide information as needed to the Director of Publicity and Public Relations and assist that person, as needed, in mailing of all information and notices as directed by the President and established by these By-Laws.”
The last sentence has an apparent ommission. It requires the Secretary/Treasurer to establish the start of league dates, but not the schedules for the leagues.
Added wording is in bold.
“Shall establish the start dates and schedules for all leagues.”
With the described changes, this section would read as follows:
“The Secretary/Treasurer shall collect all dues and fees owing to the Association and maintain them in a bank or depository approved by the General Membership. Shall insure that the Association funds are not disbursed unless signed by two non-related Officers of the Association, and one must be the Secretary/Treasurer. Shall maintain a minimum balance of five hundred dollars ($500.00) in the treasury at all times. Shall maintain an accurate account of all monies collected and disbursed with supporting file of bills and invoices. Shall submit a financial report at each meeting of the Board of Directors and General Membership meetings. These reports shall be current within seven (7) days of the meeting date. Shall keep the minutes of all meetings of the association, other than league or Executive Council meetings. These minutes shall be an accurate and official record of business transacted. Shall be custodian of Association records. Shall live within the local calling area. Shall establish the start dates and schedules for all leagues.
Subsection: SECRETARY/TREASURER
Current first several sentences:
“The Secretary/Treasurer shall collect all dues and fees owing to the Association. Shall charge a fee of $30.00 for returned checks. Returned checks must be paid by cash or money order within seven (7) business days or league fees will be considered unpaid. Shall receive all Association funds and maintain them in a bank or depository approved by the General Membership.”
The bold section is more appropriate in Rules Of Play. It involves payment of league fees. I recommend removing it and inserting it at an appropriate place in Rules of Play.
Then the sentences about receiving and depositing money can be combined in this manner:
“The Secretary/Treasurer shall collect all dues and fees owing to the Association and maintain them in a bank or depository approved by the General Membership.”
Is it necessary to legislate that the Secretary/Treasurer should provide the mailing list to the Publicity person? The following section does that indirectly. It also gets the Secretary and President involved in mailings in an ambiguous manner. “…information as needed…” could be interpreted to be the content of mailings. “…assist that person, as needed…” could be interpreted to be printing, stamping and taking mailings to the post office.
The section containing “…as directed by the President…” seems to create a duty for the President, but the intent is unclear. If the intent is that the President “directs” mailings, then it should not be in this section. If the intent is that the President directs the Secretary/Treasurer to assist the Public Relations person or determines the definition of “as needed”, then we have a bigger problem. If that is the intention, it should be somewhere else.
Remove the following portion.
“Shall also provide information as needed to the Director of Publicity and Public Relations and assist that person, as needed, in mailing of all information and notices as directed by the President and established by these By-Laws.”
The last sentence has an apparent ommission. It requires the Secretary/Treasurer to establish the start of league dates, but not the schedules for the leagues.
Added wording is in bold.
“Shall establish the start dates and schedules for all leagues.”
With the described changes, this section would read as follows:
“The Secretary/Treasurer shall collect all dues and fees owing to the Association and maintain them in a bank or depository approved by the General Membership. Shall insure that the Association funds are not disbursed unless signed by two non-related Officers of the Association, and one must be the Secretary/Treasurer. Shall maintain a minimum balance of five hundred dollars ($500.00) in the treasury at all times. Shall maintain an accurate account of all monies collected and disbursed with supporting file of bills and invoices. Shall submit a financial report at each meeting of the Board of Directors and General Membership meetings. These reports shall be current within seven (7) days of the meeting date. Shall keep the minutes of all meetings of the association, other than league or Executive Council meetings. These minutes shall be an accurate and official record of business transacted. Shall be custodian of Association records. Shall live within the local calling area. Shall establish the start dates and schedules for all leagues.
posted by Merlin at 9:20 AM
1 Comments:
I have received a comment that the following section should be changed
" maintain them in a bank or depository approved by the General Membership".
The suggestion is to replace "General Membership" with "Board of Directors".
That makes sense. If, for any reason, the WDA needs to or chooses to change banks, why wait up to 6 months for a General Membership meeting.
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