Getting Started

What to do as Treasurer?

As soon as reasonable, at least monthly:

•	Process new and renewing memberships: update roster (both SFBC and WR) and add to emergency contact info
•	Pay bills that come up – Ex. webpage address at NSS (around July), PO Box fee (around Dec)
•	Update treasury file (income and expenses) as needed and deposit funds into bank account
•	Process changes in contact information as they come in (both SFBC and WR roster)
•	Let Jim Lakner and Tinsley know of new updated roster (send Excel file)
•	Pass newsletters to Jim Lakner
•	Discuss new issues that come to you (Ex. NSS 2012 DVD)
•	Give treasurer’s report at ExComm Mtg and Grotto Mtg
•	Make sure bank account matches treasury (balancing the checkbook)
•	Keep receipts, bank statements, etc in file folder

At least quarterly:

•	Pay Western Region dues – note, sometimes, some members pay WR through us, sometimes they pay through another grotto, so you have to be careful – also, WR dues are $10 per primary member, $1 per additional family member
•	Send out tax receipts for gifts (usually just an email thanking donor for their donation and mentioning we are a nonprofit institution, donations are tax-deductible, and our EIN number is 77-0340193)

At least annually:

•	File 990N electronically.
•	File 199N e-Postcard.
•	File Form SI-100 on even years, such as 2012. There is a fee. In 2010, it was $20. You will be send this, so just wait for the bill.
•	Dump old, unrenewed members (in March)
•	Donate to: Bat Conservation International (60), Cave Conservancy of Hawaii (25), Western Cave Conservancy (50)
•	End of year report
•	Remind members of renewals, through newsletter and emails
•	Put new ExComm members on bank signatory, remove old ExComm members

Enjoy!

Treasurer