Difference between revisions of "Treasurer"

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* Prepare Treasurer's report for Member's Meeting
* Prepare Treasurer's report for Member's Meeting
* [http://epostcard.form990.org/ File Tax Forms (990-N)]
* [http://epostcard.form990.org/ File Tax Forms (990-N)]
* Create yearly donation receipts for member's tax filings.  [[Treasurer/Creating Annual Donation Receipt]]
=Action Items=
=Action Items=

Revision as of 12:44, 30 January 2013


See Bylaws.




  • 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


  • 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.


Action Items


See Action Items

Action Item Notes


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


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


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

  • Remove any bills and donations from the donation box at the shop
  • svn up the gnucache directory
  • Added any bills and donations to gnucache
  • svn commit gnucache directory
    • This notifies the webmaster to do the following:
    • svn up the gnucache directory on the webserver
    • run donation_check.pl for the current and past few months
    • perform the needed add_user and mark as paid operations
  • run report.pl for the current month and update the channel topic
    • ./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


  • 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