October 1 Receive records from former treasurer (former treasurer will need to initiate addition of new president and treasurer to signature cards and removal of themselves and former president from signature cards). Receive dues from District treasurer.
November Submit letter to Corn Growers Association for $250 support. Copy NCCEAPA President. Saved as Corn GrowersRequest.doc
December 1 Forward spreadsheets of paid members to State Membership Committee Chair; copy NCCEAPA President. Saved as DuesMembershipyear.doc
January Submit letter to NCCES Foundation for $1000 support (this is additional funding earmarked for NCCEAPA). Copy NCCEAPA President. Saved as Foundation Request$1000.doc
January Prepare financial reports for NCCEAPA Executive & Board of Directors’ meetings (usually in February). Email copies to NCCEAPA Executive Board prior to meeting date for review. Saved as Financial Report Feb.doc
February Submit letter to NACAA President (Ag Agents Association) for $1000 support to fund our awards program. Copy NACAA Treasurer and NCCEAPA President. Saved as NACAARequest.doc
August Email State dues form to district treasurers to be filled out and returned back to the State treasurer by Sept. 30th in order to ensure membership is paid prior to Oct.1st. This will serve as a reminder to District District treasurer’s to send out their District membership form to their current or new members to collect dues for district, state and TERSSA. Once the membership drive deadline is reached (August 30th) the District treasurer will compile report and submit paperwork along with dues for state and TERSSA to state treasurer no later than Sept. 30th. Saved as DuesCountyForm.doc and DuesDistrictForm.doc. Prepare new proposed budget and for presentation at state meeting. Note: share with state Finance committee for suggestions/feedback. Saved as ProposedBudgetyear.doc
September Prepare finance reports for NCCEAPA state meeting. Saved as FinancialReportSept.doc
September 30 Finalize disbursements/receipts; contact State Employees Credit Union to coordinate signature card updates. Have records audited by someone with accounting experience (suggest getting President’s approval of auditor).
October 1 Backup files to flash drive and forward all records to succeeding NCCEAPA Treasurer.
Note: Be sure to follow-up with supporting organizations if funds are not received in a timely manner. Funding may be overlooked as organizational officers change and you may have to phone to insure monies are received!
- Prepare timely deposits/disbursements. Maintain associated spreadsheets Attach check copy to invoices; attach deposit slip copy to dues form, support letter, etc. Note: reimbursements should have NCCEAPA President approval.
- Balance statements using bank recon form (saved as bank rec form) and maintain current activity records for checking, shares and money market accounts. (Saved as Check Register; MoneyMkt; Savings Acct). Attach deposit documentation and check copy/information to bank statements in which activity cleared the account.)
- Transfer funds between money market and checking as needed to maximize interest-earning opportunities for funds. Good idea to keep the President informed.
- Maintain budget worksheets (revenue & expense) to insure association does not exceed approved budget. Saved as BudgetWorksheet)