Revision as of 18:23, 25 March 2013

Description

See Bylaws.

Duties

Continuous

• Writing Receipts
• Ensure 501c3 Compliance is being Followed.
• Collaborate with those doing fund raising for the organization.
• Uphold Makers Local 256 Financial Policies

Monthly

• Collect Membership Dues
• Pay Bills
• Record transactions in Ledger
• Mark member donations in Donations WebApp
• Prepare Treasurer's report for Board meeting
  • Report should consist of, or include figures from the Ledger
  • Report should mention if we cannot make our next months immediate bills
  • Report should include a list of delinquent members

Quarterly

• Mark pre-paid accounts as paid. You have to do this every 3 months because the donations web page will only show you three months at a time. Best to mark this in your personal calendar, as it's easy to forget, and some of our angel members don't care for our spam.

Annually

• Prepare Treasurer's report for Member's Meeting
• File Tax Forms (990-N)
• Create yearly donation receipts for member's tax filings. Treasurer/Creating Annual Donation Receipt

Action Items

Current

See Action Items

Action Item Notes

• Transition to Redstone

Past

• Acquire Non-Profit Status
• Obtain EIN from IRS
• Obtain Makers Local 256 bank account
• File for 501c3 Status

Tools

• Company Matching page for donation matching
• Treasurer/Transition Checklist page for transitioning office of Treasurer

GNUCASH Troubleshooting

• You get an error about copy of gnucash being saved in a newer version of gnucash than the one you're using.
  • This error seems to be caused by opening a books file with dos line

endings on a linux system.

• • Solution: Run the clean scripts, or dox2unix program on the gnucash book

Workflows

Writing Receipts

• Get Name, Address, Phone number, List and quantity of items
• Use receipt template.odt
• Fill out and print
• Sign and scan it
• Save the pdf in the Board Briefcase in Zimbra

Setup new Treasurer

• Checkout books from subversion
• If running linux, install the following packages for running report.pl script:
  • sudo apt-get install libxml-smart-perl
• Configure Gnucash
  • Preferences
    • General
      • Files: Uncheck Compress Files
      • Retain log files: Never

Mondays, Wednesdays, Saturdays

it's recommended to do these in a short timeframe, while at the shop

1. Remove any bills and donations from the donation box at the shop
2. svn up the gnucache directory
   • If running on a linux machine, you will need to convert the gnucash books to unix format. Run the script: ./trans_to_unix.sh
3. Add any bills and donations to gnucache
4. If running on linux, run the clean script: ./clean.sh
5. svn commit gnucache directory
   1. This notifies the webmaster to do the following:
   2. svn up the gnucache directory on the webserver
   3. run donation_check.pl for the current and past few months
   4. perform the needed add_user and mark as paid operations
6. run report.pl for the current month and update the channel topic
   1. ./report 04 2012 | tee 2012.04.log

Tuesdays, Thursdays

• Fill out bank deposit
• Make bank deposit

First of the Month

• Schedule rent payment (note, regions is setup to pay landlord automatically the first of every month)
• Schedule waste away payment
• Schedule Knology payment

About the 25th

• Utility bills are on autopay. the treasurer@makerslocal.org email address should receive an email when the amount has been deducted. reflect this in gnucash.

The day or so before the monthly meeting

• run report.pl and update Treasurer Report section of meeting page

Accounts

• Amazon Associate
  • Login Name: amazon@makerslocal.org
  • Use above to check balance. Note, if we are receiving this by check, there is a threshold of $100 before check is cut.
  • Setup Instructions: Amazon