New England Estuarine Research Society

DUTIES OF THE SECRETARY-TREASURER
(download these duties as a word document)

AT THE CHANGE OF ADMINISTRATIONS
Exiting Secretary-Treasurer

1. Pays meeting bills.
   
2. Notifies ERF newsletter of changes and sends news.
   
3. Retains “baggage” until it is in order, but not past the end of the year.
   
4. Writes check to new Secretary-Treasurer to open a new checking account.
   

Newly-elected Secretary-Treasurer:

1. Opens checking account in local are (it’s helpful to obtain through the back a “deposit to NEERS” stamp and preprinted deposit slips that hold 19-20 entries)
   
2. Transfers saving account to new officer’s names.
   
3. Transfers Student Awards fund to new officer’s names.
   
4. Notifies IRS of change of officers’ names and change of address.
   
5. If no access to Macintosh, has NEERS stationery printed up with new officers’ names
   
6. Attempts to find funding for membership list mailing.
   
7. Meets with exiting Secretary-Treasurer to go over books, files, database, disks, etc.
   
8. Sends about NEERS” documents to new Executive Committee (includes “NEERS blurb”. Constitution, Policy Statement, Meeting Planning Document, Duties of the Secretary-Treasure, Duties of the President-elect (if available), Duties of the President (if available)).
   
9. Notify Julie Rankin about the designation of the Rankin Award for undergraduate student papers.
   

AT END OF YEAR (before the spring meeting):

1. Prepare a budget for the upcoming year for the President.
   
2. Prepare dunning letters for those members who are two years in arrears in their dues. Dues are due at the spring meeting for the calendar year. Those who receive dunning letters and are not paid up after the spring meeting are dropped after the spring meeting.
   
3. Archive NEERS membership database membership database
   
4. Modify database to accept new year’s information.
   

PREPARING FOR A MEETING

1. Start planning about 6 months in advance.
   
2. Be sure you, Program Chair and Local Committee have Meeting planning document.
   
3. Start file folder for meeting info.
   
4. Send up-to-date set of mailing labels to Local Committee for “Call for Papers.”
   
5. Archive NEERS membership database and prepare a new Filemaker Layout to match registration form.
   
6. Copy received registration (and checks) and record them in the database.
   
7. Send up-to-date set of mailing labels to Local Committee for “Program”.
   
8. Print duplicate receipts of pre-registrants and paperclip with copy of original registration form, name tag and any banquet or lunch tickets. Note on these any Info about dues owed – try to get members to pay up!
   
9. Print duplicate blank receipts for registration.
   
10. Keep President, Program Chair, and Local Committee informed.
    
11. Have everything ready to run registration at the meeting (yellow file box, membership card box, cash box, pens, pencils, markers, paper clips, stapler, tape, generic blank receipts, tickets for lunch/banquet, Macintosh, printer, paper, disks).
    
12. Prepare draft Treasurer’s report.
    
13. Transfer monies for Ketchum ($100) and Rankin ($50) Awards from Student Award Fund to checking account.
    

AT NEERS MEETING
1.) Set up registration with Program Chair and Local Committee.
2.) Keep running tally of banquet counts and anything else that is paid per head.
3.) Pay bills for the meeting.
4.) Give Secretary’s report and after accepted, put in file folder.

1. Give Treasurer’s report and after accepted, put in file folder.
   
2. Give meeting statistics.
   
3. Write checks for student awards.
   

AFTER NEERS MEETING

1. Record on-site registrations.
   
2. Deposit collected monies into checking account.
   
3. Prepare report of total registrations etc. for meeting file folder; send copies to Executive Committee.
   
4. Alphabetize duplicate receipts and file in meeting file folder; discard copies of original registration forms.
   
5. Transfer any contributions to Student Awards from checking account.
   
6. Prepare draft of minutes for distribution to ExCom; after their review finalize.
   
7. Finalize Treasurer’s report.
   

AFTER SPRING NEERS MEETING

1. Drop members two years in arrears from the database (if drop date>__).
   
2. Send current membership list to ERF (either disks or hardcopy – check).
   
3. Design membership directory. Include interests and honorary members.
   

YEAR-ROUND DUTIES

1. Keep membership database up-to-date (As dues, registrations forms etc., come in note on originals the check number and the date entered into database. Prepare a report of database changes for every deposit to checking account. Attach copy of deposit slip to report. Update 3x5 cards. File report and attached forms in membership activity file folder.)
   
2. Include representatives from affiliates on the mailing list (AERS, SERS, GERS, PERS, and ERF President).
   
3. Send new member packet (NEERS blurb, Constitution, most recent membership listing) to all new members.
   
4. Keep checkbook register up to date.
   
5. Check bank statements against registers, deposit/ withdrawal records.
   
6. Enter transactions for all accounts into green ledger book after bank statements arrive. Note in these entries which membership activity printout contains the detail for deposits. This book will continue regardless of who is Secretary-Treasurer.
   
7. Pay bills and reimbursements (fill all receipts in receipt file folder).
   
8. Send news to ERF newsletter editor (Jerry Williams).
   
9. Take care of any other correspondence.
   
10. Send letter of intent to local Committee when meeting hosts are confirmed.
    
11. Keep copies of current NEERS Committee Constitution on hand.
    
12. Keep records on ExCom meetings
    
13. Keep blank copies of NEERS membership forms.
    

BAGGAGE THAT GOES WITH THE JOB:

1. Yellow file box with current file folders.
   
2. Box of old file folders.
   
3. Box of meeting stuff.
   
4. Powerbase program and documentation.
   
5. Powerbase data disks.
   
6. Filemaker data disks.
   
7. NEERS documents disks.
   
8. Membership 3x5 cards.
   
9. Dropped member cards.
   
10. Mailing labels. 3x5 cards, duplicate paper, old stationery.
    
11. Cash box for registration desk.
    

Internet Nonprofit Center

Minnesota - Sample Bylaws (lists basic duties)

Free Management Library - Complete toolkit for boards; see also homepage for nonprofits

Boards Responsibilities:

Minnesota

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SEERS Bylaws

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