District Nine, Altrusa International Inc.
Altrusans providing leadership and service to communities throughout Texas
 
District Job Descriptions
POSITION: TREASURER
ELECTION: Shall be elected by ballot biennially at the regular scheduled annual conference. Any nominee who shall receive a majority of valid votes cast shall be declared elected.
TERM OF OFFICE: Two years
ROLE: The Treasurer serves as the Chair of the Finance Committee, which is composed of the Governor, Governor-Elect and other members as appointed by the Governor.
RESPONSIBILITIES:
  1. Board Meetings: To serve as a member of the District Board of Directors and to participate fully in the administration of the District.
  2. Governor: To maintain regular communication with the Governor on all matters pertaining to this position and assist with the work of the District as the Governor may request.
  3. By-laws, Policies and Procedures: To become familiar with the following:
    1. By-laws on all three levels of Altrusa to become familiar with their provisions.
    2. Parliamentary Procedures.
    3. The duties for all District Officers as set forth in the District By-laws.
    4. The District Policies and Procedures
  4. District: To know the District, study its geography and locations for clubs. Gain as complete knowledge of the clubs as possible (service projects, membership trends and program meetings) by reading the most recent newsletters and Activity Reports.
  5. Conference: To conduct Treasurer workshops at Conference and other workshops as assigned by the Governor.
  6. Meetings: To attend all meetings – Conference; Pre and Post Conference, Mid-Year Board meetings; Finance Committee meetings; Fall Leadership Event. Prepare a year-to-date report for the Mid-Year Board meeting and a written annual report for inclusion in the Conference packet.
  7. District Visitations: To visit clubs as assign by the Governor. Visitation involves writing a letter prior to the visit, conducting the visitation, sending a thank you and evaluation to the club president, and writing the follow-up report for the club file, as well a short oral report at either the Mid-Year or Pre-Conference Board Meeting.
  8. Finance Committee: To chair the Finance Committee, working closely with the Governor and Governor-Elect to evaluate revenues and direct monetary allocations to the areas that will best support the activities of the District. Be prepared to present to the District Board and Conference body the reasoning and basis of the projected revenues and expenditure of the Finance Committee. (The budget shall reflect the dues paid and also include all other revenues and expenditures for the fiscal period.)
  9. Budget: To prepare the budget, in consultation with Finance Committee members, for each of the two years of the biennium. Present the budget to the District Board at mid-year Board meetings and annually at Conference, for official approval by the District Board and adoption by the Conference delegate body.
  10. Audit: To submit the books for audit within twenty (20) days of the end of the fiscal year. (The fiscal year being June 1 – May 31.)
  11. District Bank Accounts/CD’s: To bring recommendation for a bank to the Post-Conference Board meeting for approval by the Board.
  12. Funds: To receive, record and deposit all funds, including dues from clubs for members and affiliates, District Conference Fees, etc. in the account of the District.
  13. Signatories: To arrange for the change of signatories to the District account (Governor, Governor-Elect and Treasurer) after approval of the Board of Directors at the PostConference Board meeting.
  14. Files: To maintain working files with complete information concerning the responsibilities, procedures, activities performed and methods of carrying out each phase of the work together with copies of reports and related materials, all of which, at the conclusion of the term of office, or within forty-five (45), will be transferred to the successor. A copy of our not-for-profit status documentation should be included in the files to be passed to the new Treasurer prior to the Post-Conference Board meeting. This documentation is needed to open the District Accounts.
  15. Payments: To pay upon receipt, all district accounts, only when accompanied by an authorized expense form signed by the Governor.
  16. Expenses: To submit reimbursement forms promptly for expenses covered in the District Policies.
  17. Membership Lists: To forward a list of all new members, including complete address and name of club, to the Board members concerned, to the editor of the News of Mighty Ninth, and to the District Membership Chair.
  18. Club Membership Numbers: To provide membership numbers to the editor of the News of Mighty Ninth for inclusion in each issue. To provide the District Membership Chair prior to Conference the beginning and ending membership counts for each club for determination of the Joella Terrel Butler Membership Awards.
  19. Records: To maintain a record of duties performed during the term of office to act as a guide to a successor.
  20. News of Mighty Ninth: To contribute articles as assigned by the Governor.
  21. Correspondence: To respond promptly to any communication from local clubs, other District Officers or from Altrusa International.


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