STANDARD OPERATING PROCEDURES (SOPs)
SWS TREASURER

Requirements tor Office: Nominee shall have been a member of The Ninety-Nines, Inc.
for a period of two years by the date of the Declaration of Intent to Run and must be an
active member (as defined in the International Bylaws of the organization) at the time of
filing her Declaration. [Source: Southwest Section Bylaws, Article VIII, Section(a)]

Duties: The Treasurer shall be responsible for all monies and shall make a complete
report at each of the semi-annual meetings of the receipts and expenditures. She shall
present a budget at the Spring meeting of the Southwest Section/or approval by the
delegates. She shall further have the responsibilities and duties as set forth in the
Standing Rules. [Source: Southwest Section Bylaws, Article X, Section(d)}

Specific Duties ofthe Treasurer: The Treasurer shall pay out such monies as authorized
by the Board of Directors or as directed by the members at the annual meeting and shall
have the responsibilities and duties as set forth in the Standard Operating Procedures for
this position. [Source: Standing Rules of the Southwest Section of the Ninety-Nines, Inc.]

STANDARD OPERATING PROCEDURES FOR TREASURER:

INCOMING INAUGURAL MEETING (SPRING)

I) Meet with outgoing Treasurer to discuss hand-over of responsibilities.

2)Arrange to obtain the following;

a)Checkbook

b)Previous records

c)Deposit slips

d)Endorsement stamp

e)Savings account passbook

f)Treasurer's copy ofChairrnan's Manual

3)Install a computer banking program such as Quicken, Money, etc on your computer.

4)Enter beginning balance and all outstanding/uncleared checks and deposits.

5)Arrange with bank for new signature cards to have new Treasurer new Governor as
signers on account. Determine if remaining with current bank or switch to new one
(requires new checks, deposit slips, endorsement stamp, etc.)

MONTHLY

I)Make timely deposits of dues from International, Southwesterly subscription checks,
purchases of Chapter Chairman Manuals, donations, web site payments, etc.

2)Send reimbursement checks to officers and committee chairmen for expenses for
travel, postage, printing, etc.

3)Reconcile checking and savings accounts with bank statements.

4)Transfer monies to/from accounts as needed to pay bills and garner best interest.

FIRST FALL SECTION MEETING

1)E-mail Governor Budget Committee (if one) draft Treasurer's Report for current
year and final Treasurer's Report for previous year prior to meeting. Make any
suggested changes.

2)Attend Board of Director's Meeting day prior to Business Meeting. Have
approximately 10 copies of reports to hand out. Get approval from Board for final
report. Make 125 to 150 copies of each report.

3)Place copies of both reports at delegates and board members' seats.

4)Pick up "Chapter Chairman" packets at meeting to update your Chairman's Manual.

5)Attend Governor's Reception.

WINTER BUSINESS MEETINGIYEAR ONE

1)Receive preliminary agenda from Govemor and furnish any financial data needed.

2)Attend separate BOD meeting if scheduled.

FIRST SPRING SECTION MEETING

1)E-mail Governor Budget Committee (if one) draft Treasurer's Report for current
year and Proposed Budget for next year prior to meeting. Make any suggested
changes.

2)- 5) Same as First Fall Section Meeting.

ANNUAL FINANCIAL REPORTSIYEAR ONE

1)After May 31St, prepare final financial reports to include as much as possible of the
following:

a)Final Treasurer's Report for fiscal year.

b)Checking and savings account registers for year.

c)Itemized category report.

d)Spreadsheet categorizing expenses to help fill out Financial Report Form.

2)Fill out (Chapter) Financial Report Form which you will receive from Secretary in
Chapter Chairman Packet.

3)Sign and send on to Governor for signature. She will send it on to Sylvia Paoli, or
other representative responsible for tax reports. Be sure to send in time for Governor
to review and get to Sylvia by 6/30.

SECOND FALL SECTION MEETING
Same as first Fall Section Meeting.

WINTER BUSINESS MEETINGIYEAR TWO
Same as Winter Business MeetinglYear One.

SECOND SPRING SECTION MEETING

Same as first Spring Section Meeting, plus make plans to meet with incoming Treasurer
of new board to ease transition.

ANNUAL FINANCIAL REPORTSIYEAR TWO
Same as Annual Financial Reports/Y ear One

SECTION MEETING ITEM CHECKLIST

__ Draft copy of Y1D financial report for BOD Meeting.

__ Draft copy of final fiscal year report (Fall) for BOD Meeting.

__ Draft copy of proposed budget for next fiscal year (Spring) for BOD meeting.
__ Laptop and printer or make arrangements to be able to make last-minute changes
__ Paper

__ Checkbook in case you need to give reimbursements

OTHER

Transfer financial records on a disk or CD and pass on to incoming Treasurer. Send
copies of all fmancial reports to Verna West, Section Historian.

BUDGET FOR TREASURER

The budget for the Treasurer is normally for expenses such as the following:

  • Printing
  • Postage
  • Supplies, etc.

Please review these SOPS and make changes/additionslco"ectionsldeletions as needed
for succeeding Treasurers.