NMRT (New Members Round Table)

last person joined: 10 hours ago 

The mission of the New Members Round Table (NMRT) is to help those who have been association members less than ten years become actively involved in the association and the profession.

Learn more about NMRT on the ALA website.

Treasurer 

Feb 29, 2016 07:26 PM

Treasurer


(Authorized by the NMRT Constitution)


General Description


The NMRT Treasurer is elected to a three-year term. In the first year, (s)he serves as Assistant Treasurer/Treasurer-Elect, a nonvoting board position that primarily involves training under the Treasurer. During the second and third years, (s)he serves as a voting member of the NMRT Executive Board. The Treasurer serves as fiscal officer for NMRT, channeling the funds of the Round Table as needed; serves as the financial clearinghouse for NMRT funds including coordinating the payment of bills and monitoring funds spent and encumbered so that the NMRT budget is followed; reserves the NMRT hotel blocks at the Midwinter and Annual Conferences according to NMRT needs; trains the Assistant Treasurer/Treasurer-Elect in the third year of her/his term. Being NMRT Treasurer offers one a chance to gain solid experience in fiscal management and budgeting for a sizable organization, in forecasting, and in working with other units within ALA.


Term of Office


The NMRT Treasurer is elected to the NMRT Executive Board for a three-year period.


Purpose


The purpose of the Treasurer is to serve as fiscal officer for NMRT, channeling the funds of the Round Table as needed.


Major Responsibilities



  1. To serve as the financial clearinghouse for NMRT funds including payment of bills and receipts of contributions before transmission to ALA headquarters for actual deposit and disbursement.

  2. To monitor funds spent and encumbered so that the NMRT budget is followed.

  3. Participate in the ALA Planning and Budget Assembly (PBA).


Procedures Used to Accomplish Major Responsibilities



  1. Maintain a filing system regarding moneys received and disbursements requested.

  2. Submit all requests for payment, etc. to ALA headquarters as rapidly as possible.

  3. Join the ALA Connect group for PBA and contact the ALA Finance Office to ensure that you will be included on PBA correspondence.


Contact People for Accomplishing Objectives



  • NMRT President

  • NMRT Staff Liaison

  • NMRT Vice-President

  • NMRT Councilor

  • Other members of the NMRT Executive Board

  • ALA Budget Analysis and Review Committee Chair

  • ALA Finance & Accounting Department


Types of Record-Keeping



  • Carbons of all correspondence

  • Contributions and dues revenue to NMRT

  • Requests for payment

  • Quarterly printouts from ALA


Correspondence and Carbon Correspondence



  • NMRT President

  • NMRT Vice-President

  • NMRT Staff Liaison: receives all contributions and request for payment, and correspondence on major questions.


Reports and Dates of Submitting Reports



  • Midwinter: Report on the state of NMRT finances

  • Immediately following Midwinter: A revised report from the previous

  • Annual: Report on the state of NMRT finances

  • Early fall (following the close of ALA's fiscal year): Final report on NMRT finances

  • Other reports as requested


Timetable for Activities


 Last Reviewed: May 2015; Last Revised: June 2015
























































































































Month/DateAssistant Treasurer

Year 1 of 1


Treasurer

Year 1 of 2


Treasurer

Year 2 of 2


Annual Conference

(after being voted in)


Optional Attendance:

  • NMRT Board mtg(s) as a non-voting, optional attendee [trad. Sat. am]

  • BARC PBA (Planning & Budget Assembly) [trad. Sun. pm]

  • Membership, Networking, and Committee Interest Meeting to meet with current and potential NMRT members and answer questions [trad. Sat. pm]


   
All Year Ask questions. Save emails for future reference.

  • Be in contact with your predecessor regarding problems and other matters.

  • Answer questions from committee chairs, board members, and ALA Staff Liaison




  • Answer questions from committee chairs, board members, ad ALA Staff Liaison

  • Copy Assistant Treasurer on communications and communicate decision making and thought processes to Assistant Treasurer


July Required attendance:

  • Attend online NMRT Chair and Board Orientations [late July/early August]


*Update newly approved budget and forward to ALA Staff Liaison

  • Attend online NMRT Chair and Board Orientations [late July/early August].

  • Create an email distribution list of committee chairs.


*Update newly approved budget and forward to ALA Staff Liaison

  • Attend online NMRT Chair and Board Orientations [late July/early August].

  • Create an email distribution list of committee chairs.


August

FY end 8/31


 

  • Post new budget to NMRT and NMRT Board ALA Connect spaces.

  • Respond to NMRT Liaison regarding the choice of hotel for the Hotel Block after consulting with the President and Vice President.

  • Once housing opens and the block has been chosen, announce the hotel block for Midwinter on NMRT-L.

  • Send Midwinter hotel information to Footnotes for inclusion in next issue.

  • If known, forward dates/times for BARC Financial Planning Seminar at Midwinter and BARC PBA at both Midwinter and Annual to the President, Vice President, and Assistant Treasurer so they can plan their personal travel and NMRT meetings.




  • Post new budget to NMRT and NMRT Board ALA Connect spaces.

  • Respond to NMRT Liaison regarding the choice of hotel for the Hotel Block after consulting with the President and Vice President.

  • Once housing opens and the block has been chosen, announce the hotel block for Midwinter on NMRT-L.

  • Send Midwinter hotel information to Footnotes for inclusion in next issue.

  • If known, forward dates/times for BARC Financial Planning Seminar at Midwinter and BARC PBA at both Midwinter and Annual to the President, Vice President, and Assistant Treasurer so they can plan their personal travel and NMRT meetings.


September

FY begins 9/1


 

  • Prepare a plan of action for the NMRT President.

  • Obtain the Treasurer's files by the end of September.

  • Set a tentative schedule for sending contributions and requests for payment to ALA as they arrive throughout the year.

  • Send reminder to NMRTBD outlining NMRT finances and how it works. Include new budgets and the Check Request Form (update with your name and contact information) as attachments and remind them that the budget is in ALA Connect.




  • Prepare a plan of action for the NMRT President.

  • Set a tentative schedule for sending contributions and requests for payment to ALA as they arrive throughout the year.

  • Send reminder to NMRTBD outlining NMRT finances and how it works. Include new budgets and the Check Request Form (update with your name and contact information) as attachments and remind them that the budget is in ALA Connect.


October Dues must be paid by Midwinter for members to be able to vote. "" ""
November Participate in any Board E-meeting prior to Midwinter as a non-voting attendee.

  • If rooms are still available, send reminder to NMRT-L re: Midwinter hotel block. Consider sending details to Student and Student Chapter Outreach to forward on to chapters if the block is slow to fill.

  • Post message on NMRT-L offering to answer any questions for potential Treasurer candidates.

  • Participate in any Board E-meeting prior to Midwinter.




  • If rooms are still available, send reminder to NMRT-L re: Midwinter hotel block. Consider sending details to Student and Student Chapter Outreach to forward on to chapters if the block is slow to fill.

  • Participate in any Board E-meeting prior to Midwinter.


December RSVP for Financial Training session once invitation is received from Treasurer (or BARC or ALA Staff Liaison)

  • Begin preparing draft budget with NMRT President for Midwinter presentation.

  • Ask Committee Chairs and Board Members for feedback on their current budget allocations and apply that feedback to draft budget as appropriate

  • Release any extra rooms in Midwinter hotel block to general ALA block slightly before housing closes. (This has not happened in the last 7 years.)

  • Forward invitation to BARC Financial Training session to President and Vice President once invitation is received from BARC or ALA Staff Liaison.

  • RSVP for Financial Training session.

  • Receive ALA budget worksheets from ALA Staff Liaison.


HOTEL:



  • Respond to NMRT Liaison regarding the choice of hotel for the Hotel Block after consulting with the President and Vice President.

  • Once housing opens and the block has been chosen, announce the hotel block for Annual on NMRT-L.

  • Send Annual hotel information to Footnotes for inclusion in next issue.




  • Begin preparing draft budget with NMRT President for Midwinter presentation.

  • Ask Committee Chairs and Board Members for feedback on their current budget allocations and apply that feedback to draft budget as appropriate

  • Release any extra rooms in Midwinter hotel block to general ALA block slightly before housing closes. (This has not happened in the last 7 years.)

  • Forward invitation to BARC Financial Training session to Assistant Treasurer, President and Vice President once invitation is received from BARC or ALA Staff Liaison.

  • RSVP for Financial Training session.

  • Receive ALA budget worksheets from ALA Staff Liaison.


HOTEL:



  • Respond to NMRT Liaison regarding the choice of hotel for the Hotel Block after consulting with the President and Vice President.

  • Once housing opens and the block has been chosen, announce the hotel block for Annual on NMRT-L.

  • Send Annual hotel information to Footnotes for inclusion in next issue.


January   Finalize draft budget for presentation at Midwinter. Finalize draft budget for presentation at Midwinter.
Midwinter Meeting

Obligations usually run between Fri. afternoon and Sun. afternoon


Attend:

  • BARC Financial Training (ALA Finance Best Practices) [trad. Fri. pm]

  • NMRT Board Meeting as a non-voting attendee [trad. Sat. am]

  • BARC PBA [trad. Sun. pm]

  • Meet with Treasurer at some point during meeting


Optional: Membership, Networking & Committee Interest Meeting to meet with current and potential NMRT members and answer questions [trad. Sat. pm]


Attend:

  • BARC Financial Training (ALA Finance Best Practices) [trad. Fri. pm]

  • NMRT Board Meeting. Report on current financial status and hotel block. Present draft budget for discussion. [trad. Sat. am]

  • BARC PBA [trad. Sun. pm]


Optional: Membership, Networking & Committee Interest Meeting to meet with current and potential NMRT members and answer questions [trad. Sat. pm]


Attend:

  • BARC Financial Training (ALA Finance Best Practices) [trad. Fri. pm]

  • NMRT Board Meeting. Report on current financial status and hotel block. Present draft budget for discussion. [trad. Sat. am]

  • BARC PBA [trad. Sun. pm]

  • Meet with Assistant Treasurer at some point during meeting


Optional: Membership, Networking & Committee Interest Meeting to meet with current and potential NMRT members and answer questions [trad. Sat. pm]


Post-Midwinter Meeting   Transfer draft budget from NMRT spreadsheet/format to ALA spreadsheet/format for BARC review. ALA Staff Liaison will provide you with spreadsheets (Note: Due date for this varies each year, and this may be due before Midwinter). Transfer draft budget from NMRT spreadsheet/format to ALA spreadsheet/format for BARC review. ALA Staff Liaison will provide you with spreadsheets (Note: Due date for this varies each year, and this may be due before Midwinter).
February  

  • Prepare revised budget to be sent out to Executive Board.

  • Write and submit Officer Progress Report.




  • Prepare,revised budget to be sent out to Executive Board.

  • Write and submit Officer Progress Report


March  

  • If rooms are still available, send reminder to NMRT-L re: Annual hotel block.

  • If Annual hotel block is slow to fill and nearing cutoff date, send details to Student and Student Chapter Outreach and request they send it to chapters.




  • If rooms are still available, send reminder to NMRT-L re: Annual hotel block.

  • If Annual hotel block is slow to fill and nearing cutoff date, send details to Student and Student Chapter Outreach and request they send it to chapters.


April Participate in any Board E-meeting prior to Annual as a non-voting attendee. "" ""
May   Release any extra rooms in Annual hotel block back to general ALA block slightly before housing closes. (This hasn't happened in the past 7 years.) Release any extra rooms in Annual hotel block back to general ALA block slightly before housing closes. (This hasn't happened in the past 7 years.)
June   Prepare budget report for the Annual Conference. Prepare budget report for the Annual Conference
Annual Conference

Obligations usually run between Fri. morning & Sun. afternoon. At least one person attends RTCA (President/Vice President/Treasurer)


Attend:

  • RTCA [trad. Fri. am]

  • NMRT Board Meeting as a non-voting attendee [trad. Sat. am]

  • Meet with Treasurer at some point during Meeting

  • BARC PBA [trad. Sun. pm]


Attend:

  • RTCA [trad. Fri. am]

  • NMRT Board Meeting. Report on current financial status. Present budget for approval vote. [trad. Sat. am]

  • BARC PBA [trad. Sun. pm]


Attend:

  • RTCA [trad. Fri. am]

  • NMRT Board Meeting. Report on current financial status. Present budget for approval vote. [trad. Sat. am]

  • Meet with Assistant Treasurer at some point during conference.

  • BARC PBA [trad. Sun. pm]


July Attend:

  • NMRT Chair and Board online Orientations. [late July/early Aug]




  • NMRT Chair and Board Orientations. Provide overview of NMRT and ALA budget process, as well as general financial information. [late July/early Aug]




  • NMRT Chair and Board Orientations. Provide overview of NMRT and ALA budget process, as well as general financial information. [late July/early Aug]

  • Update newly approved budget and forward to ALA Staff Liaison.


August

End of FY on 8/31


  Prepare final report on previous year to be sent to the Executive Board

  • Remain responsible for NMRT finances until conclusion of fiscal year

  • Prepare final report on previous year to be sent to the Executive Board

  • Forward files to new Treasurer after 8/31



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