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(c). Post the income (or withdrawal) of money to the correct account and date. (Write "copy" on the duplicate deposit slip/withdrawal slip and place in the "Deposits in Transit" file until the receipt is returned if banking by mail).

(d). At the end of the quarter, upon receipt of bank statements showing interest posted, post all interest to proper accounts and corresponding interest accounts and/or have the passbooks updated to have the interest posted (and any deposits). The Unrestricted Savings Account should be updated regularly to insure the recording of deposit sent in by the Membership Chairman for the dues from the membership. On very large deposits (such as the auction) if mailing, send by certified mail.

C. Withdrawals

1). Writing Checks

(a). Write the check. All checks are paid from the checking account and transfers must be made accordingly to provide the funds.

(b). Post to the check stub in the checkbook

(c). Post to #105 - - - Checking Account Ledger Page.

(d). Post to the individual expense accounts in the ledger.

2). Passbook Accounts

(a). Withdraw money as needed, either to pay something directly for that account or to transfer funds.

(b). Post the withdrawal/deposit to the correct accounts and date and initial.

3). Certificate of Deposit

(a). About five days before the CD matures, inform the bank of your intention.

(1). Renew the CD

(2). Request that the dollar amount needed be placed in the passbook account or the checking account (stating the number of the account) and then replace the balance plus any interest with a new CD.

4). Paying Bills

(a). All bills are paid only with the president's authorization with the following exceptions.

(1). All BUDGETED ACCOUNTS for officers and chairmen as long as they stay within their budget If they go over their budget, they must wait until the Executive Board approves the overage amount.

(2). BELL TOWER ACCOUNT as authorized by the chairman of the Bell Tower Standing Committee.

(3). ENDOWMENT ACCOUNT authorized by chairman of that account. If not received by August 31, write the chairman requesting authorization, amounts and addresses and send a copy to the ABA President.

(4). AUCTION BUYERS as authorized by the Head Auctioneer. Postage for the checks to the sellers and the mailing of the auction checks received sent to the bank by certified mail should be posted as Auction expenses.

(5). INSURANCE PREMIUMS Before paying any insurance premiums, they have to be approved by the ABA Corporation Representative/Legal Advisor.

5). OTHER

(a). File all correspondence, receipts and copies of all your correspondence to the proper file.

D. Keep an itemized record of all expenses incurred for the operation of this office (postage, stationery, phone calls, copies, etc.). After approval of the President, write a check to reimburse the Treasurer for these expenses.

E. Submit four copies of annual report to ABA Recording Secretary at the Executive Committee meeting held before the annual convention; if not attending convention, send four copies of annual report to the President three weeks before convention.

2. Calendar Reminder

A. Upon Election

1). Send new signature cards to the bank.

2). Send auction receipts to the bank via certified mail and receipt to the auctioneer.

3). Write and send checks to all auction sellers. On the Auction Expense ledger page, enter the beginning and ending check numbers and record the total amount sent to the sellers.

4). Send a budget letter to each officer, chairman, and welcome letter writers stating the amount of their budget and conditions for reimbursement.

B. Monthly

1). When any money comes in, write a receipt for the same and send to the appropriate chairman or officer.

2). Post all receipts/withdrawals to the appropriate accounts. Send deposits to the bank. Make a duplicate of all deposit and withdrawal slips. When banking by mail, allow 8-10 days to get receipts back from the bank.

3). Reconcile checking account bank statement. Make a copy of both sides and send a copy to the ABA President.

4). Run a trial balance tape the last day of each month.

5). Membership Chairman sends all copies of deposits for dues to the Treasurer. Always check these to see that they were posted correctly to the unrestricted savings account. (If banking by mail, send the passbook in about once a month along with another deposit so the bank can update the membership dues deposits into the passbook.

6). Always make sure at least a week or two before The Bell Tower Editor and the printer are to be paid that there is enough money in the checking account to cover these checks.

7). Check to see if any CDs are coming due and make the necessary decision as to roll over or withdraw some or all of the money.

C. Quarterly (June 30, Sept 30, Dec 31, and March 31)

1). Upon receipt of the bank statement for each savings, CD, or the checking account, post the interest to the correct account and the corresponding income account or send/take all passbooks to the bank for updating and posting interest.

2). Run a trial balance tape the last day of each quarter.

3). Prepare an Income and Expense Statement and the Statement of Assets Liabilities, and Balance.

4). Make and send copies of these two items to each Executive Board member and the Tax Consultant.

D. July

1). Pay The Bell Tower Editor after receiving the approval from the Bell Tower Standing Committee chairman that the Editor has mailed material to the printer. See Monthly, 2.B.7).

2). Follow monthly instructions, 2 .B.

3). Sign Tax Form 990 received from the Tax Consultant and return to the Tax Consultant immediately.

E. August

1). Pay the printer and the person mailing the first class and foreign Bell Towers after receiving invoices and approval to pay from the Bell Tower Standing Committee Chairman. See Monthly, 2.B.6).

2). Follow monthly instructions, 2.B.

F. September

1). Pay The Bell Tower Editor as per in 2.D.1).

2). Follow monthly instructions, 2.B.

3). 30th, Follow quarterly instructions, 2.C.

G. October

1). Pay the printer, see 2.E.1).

2). Follow monthly instructions, 2B.

H. November

1). Pay The Bell Tower Editor, see 2.D.1).

2). Follow monthly instructions, 2.B.

I. December

1). Pay the printer, see 2.E.1).

2). Follow monthly instructions, 2.B.

3). Follow quarterly instructions, 2.C.

J. January

1). Pay The Bell Tower Editor, see 2.D.1).

2). Follow monthly instructions, 2.B.

3). Fill out forms 1099 Miscellaneous and 1096 on The Bell Tower Editor's fee for the previous calendar year. Send Editor's copies to him/her and the IPS copies to the appropriate IPS Office. Also make copies of 1096 and send to the ABA Tax Consultant and the ABA Corporation Representative/Legal Advisor.

K. February

1). Pay the printer, see 2.E.1).

2). Follow monthly instructions, 2.B.

L. March

1). Pay The Bell Tower Editor, see 2.D.1).

2). Follow monthly instructions, 2.B.

3). Follow quarterly instructions, 2.D.

4). About, February 15th, send postcard reminders to all officers and committee chairmen that their expense reports need to be sent to the Treasurer by March 31st.

5). Depreciate all equipment per Depreciation Schedule. Each new item must have its own Depreciation Schedule.

6). Post all interest to the proper accounts and interest income accounts.

7). Send checks to all officers and chairmen that need to have expenses reimbursed. Any expenses submitted by officers or chairmen that are above the budgeted amount must be approved by the Executive Board at the convention. Write those checks after approval at the convention.

8). After all checks are written and all posting is completed, run a trial balance tape.

9). Prepare an Income Statement and a Balance Sheet. Make and send copies of these two items to all board members and tax consultant.

10). After closing the fiscal books, start making proposed budget for the next fiscal year. (The Bell Tower proposed budget will be submitted to you by the chairman of the Bell Tower Standing Committee. Use any other estimated budgets submitted by other chairmen or officers when determining figures for the new budget.)

M. April

1). Pay the printer, see 2.E.1).

2). Follow monthly instructions, see 2.B.

N. May

1). Pay The Bell Tower Editor, see 2.D.1).

2). Follow monthly instructions, see 2.B.

3). By the middle of May, copies of the PROPOSED BUDGET should be sent to each member of the Budget Committee. It is helpful to type an explanation to go along with the budget as to why and how the amounts on each item of the budget were determined. This should help the other committee members decide if the budget meets with their approval. Ask them to look over the budget and send their approval or disapproval on it by June 1st.

O. June

1). About June 1st, get new signature cards from the bank for all accounts, checking, savings, and CD and take them to the convention for all new officers to sign. (President, First Vice President, and Treasurer)

2). Make any changes, if necessary, to the proposed budget and prepare about 30 copies to take to convention.

3). Pay the printer, see 2.E.1).

4). Follow monthly instructions, see 2.B.

5). Pay for the ABA Post Office box

6). Follow quarterly instructions, see 2c.

7). The June Quarterly Statement needs to be completed as close to start of the convention as possible as it is presented to the Executive Board at an executive meeting. It is also needed for the audit performed at the convention.

P. Take to Convention

1). ALL FILES AND BOOKS FROM APRIL 1ST OF THE PREVIOUS YEAR THROUGH THE PRESENT TIME. ALL CANCELED CHECKS, BANK STATEMENTS. CHECK REGISTER, PASSBOOKS, CD's, BLANK CHECKS. POSTING BOOKS, ETC. EVERYTHING THAT THE AUDITORS NEED TO AUDIT THE ABA BOOKS DURING CONVENTION.

2). AS PER THE ABA BYLAWS, A LIST OF ALL ACCOUNTS AND DOCUMENTS (CD's) FOR THE AUDITORS, AND FOR YOU AND THE NEW TREASURER TO CHECK-OFF AND SHOW THAT ALL PASSBOOKS AND CD's ARE BEING TURNED OVER TO THE NEW TREASURER.

3). If the treasurer's office is changing hands at this time, take all "old" treasury records (boxed) along if you and the new treasurer are driving. Otherwise, send these to the new treasurer after convention. Submit your postage expense bill to the new treasurer for reimbursement. This should be charged to Miscellaneous Expenses rather than the treasurer's budget.

Q. At the Convention

1). As Chairman, hold a meeting of the Budget Committee to finalize the proposed budget.

2). Present the proposed budget to the Executive Board at the first board meeting. Be prepared to answer questions on any item. The explanation you sent to the budget committee members should help in this area.

3). If there are any changes, pencil them in and take to your budget committee members for approval. If they approve all changes, make permanent changes to all copies.

4). Give final approved copies to all board members and budget committee members.

5). Present approved budget at the second plenary meeting.

6). Attend all meetings of the Corporation, the Executive Board, and the Executive Committee.

Note:

As a member of the Executive Board, anytime you receive a letter from the ABA President (or anyone) that needs a reply or vote, send your original reply to the President and a copy to each board member.