Monthly Meetings

·         Everything you need for the meeting is in the blue tote bag. It includes the petty cash, deposit slips, endorsement stamp, nametag reorder forms, etc. Always remember to make up your receipt and have enough copies available.

The Treasurer orders a custom pen for any individual meeting speaker; or provides the glassware gift certificates to the president for presentation at a meeting where there is a panel.

Make sure the checkbook is in the box as most of the time payment for the lunch is made that day. Service America for the Stadium Club has been mailing the bill lately.

Banking

The checking account has an ATM number. The pin number will be passed verbally from Treasurer to Treasurer. You need to change the signature cards and address for the bank statements. You also need to change the address for the Home Savings CD. Copies of all previous letters are in the red permanent binder.

Permanent Treasurer Binder (Red)

This binder has all the permanent information that should not be kept in the traditional calendar year treasurer binder. It includes the tax information, copies of signature cards, etc.

Letters

All form letters are included on the diskette and sample copies are attached.

Badges

The RSVP list has an accurate accounting of who has badges. Some of them may not be in the box, but were purchased at some time. In the past, we have not ordered badges for a new deputy or associate members until they have attended a few meetings. If ordered, the RSVP list needs to be amended to reflect they now have a badge.

Associate Invoices

The associates get billed in January as soon after the board retreat as feasible. At the board retreat the annual dues will be agreed upon. Using two sets of matching labels, we include one set of all current associate members on the invoice (so that any changes can be made), and then determine which of those members should actually receive the invoice. The extra mailing labels of the second envelope set are then discarded.

Upon receipt of the payment and any changes, copies are forwarded to the person keeping the mailing list updated. Last year, I asked for a master copy to work from and I just made the changes and deletions and forwarded copies of the affected pages to the person to make them. This works well, as it gives you a consistent updated master set. In addition, I kept making the changes to a directory so as to have it at the monthly meetings, in case there was a question of who was a member.

President’s Month - February

For the past president’s meeting in February, make sure to pull out all the their badges which are kept in a separate envelope. We also have past president’s ribbons, which are affixed for that meeting. You only need to have those pulled that RSVP to come. We don’t keep these badges in the box just due to space restrictions. Remember that the meeting is free for those folks that month.

Risk Manager of the Year - February

The treasurer cashes a check for the $500 cash award to be made at the February meeting.

Spencer Foundation

The Spencer donation should be reconfirmed at the board retreat. It has been $500 in the past. The check is usually sent in the springtime.

Reservations for Standard Events

At the board meeting, confirm that the following events will or will not take place and ensure deposit payments are made: Day at the Races; Padre or other recreational game; Holiday Luncheon.