I. BOARD of TRUSTEES

Duties of the Officers and the Board of Trustees

  1. Composed of the President, Past-President or President-Elect, Vice President for Finance, Secretary, Treasurer, and four Trustees of the Fellowship.
    1. One trustee is elected at each annual election meeting to serve a three-year term.
    2. One trustee is elected at each annual election meeting to serve a one-year-term.
    3. Following the annual election meeting, the responsibilities and terms of the newly elected members of the Board begin on July 1, the first day of the new fiscal year.
    4. The Minister and the DRE are members of the Board but do not vote (ex-officio members).
  2. Responsible for the property, the conduct of all business affairs, and the administration of the Fellowship.
    1. Authorizes specific members to sign checks and other legal documents.
    2. Authorizes the President to conduct the ordinary business of the Fellowship.
  3. Between meetings of the Fellowship, the Board has all of the authority that the Fellowship itself has, except those authorities specifically reserved by the By-laws.
  4. Presents an itemized, categorized budget to the Fellowship at the annual business meeting.
    1. Once the Fellowship approves an annual budget, the Board implements it.
    2. The Board can transfer funds from one category to another up to a maximum of no more than 5% of the annual budget.
    3. Unless specifically authorized by the Fellowship, the Board shall not incur a deficit.
    4. The Board must be authorized by the Fellowship to buy or sell real estate.
  5. Should any elective office become vacant, the Board identifies and elects someone to fill the position until the next annual election meeting.
  6. The president-elect shall automatically succeed to the presidency should this office become vacant and if there is no president-elect, the vice president for finances succeeds.
  7. Sets the date for the annual business meeting and for the election of officers.
  8. Sets the fiscal year for the Fellowship.
  9. Is required to meet at least three times a year.
  10. May establish special committees.
  11. Determines the manner of election of a five-member ministerial search committee.
  12. Negotiates letters of agreement with the Minister
  13. Makes recommendations to the Fellowship concerning:
    1. Disposition of asset or other property
    2. Dissolution of the Fellowship.

 

Transition Matters for change of Officers of the Board:

  1. Key to the P.O. Box is passed from Treasurer to Treasurer. ?
  2. There are 2 safe deposit keys. Bookkeeper has one, and the second one is in the file drawer, folder marked Safe Deposit Key. [What file drawer?]
  3. The names to be documented at Auburn Bank of people who can sign to gain access to the safe deposit box are: Bookkeeper; President; President Elect or Past President; Treasurer
  4. The names documented at Auburn Bank of people who can sign checks on the AUUF account are: President, President Elect or Past President, Treasurer.
  5. The names documented at Auburn Bank of people who can sign checks on the Iris Field Account are: Minister, Treasurer, President, President Elect or Past-President
  6. By Jan 31 of each year, AUUF needs to file W-2 and W-3 (Transmittal form) for our employees. To file these online to the Social Security Administration, an online access application is required. The user id and a password will be given to the new treasurer and JUST IN CASE there is an issue regarding the account, there are security questions set up. They all relate to the church, not to the treasurer and these will also be transmitted to the new treasurer. [? Is this still in practice? The info in #6?]
  7. As soon as possible after their election at the annual Election Meeting, incoming Board member will be provided access to Board records and documents.

 

President

  1. The President shall preside at all business meetings of the The president presides at all Board meetings unless another officer is designated by the president to do so.
  2. The President is an ex-officio member of all committees. [? with or without a vote?]
  3. Appoint the chairpersons of all committees except where the By-Laws require that the chairperson be elected. [President will appoint the chair of the personnel/hiring cmte?]
  4. In his/her absence, designates the President-elect or Vice President of Finances to perform the duties of the president. If the president cannot perform his/her duties and cannot designate either the President-elect or the Vice President for Finance to do so, then the Board shall decide who shall perform the President’s duties.
  5. The President shall be authorized by the Board of Trustees to conduct the ordinary business of the Fellowship.
  6. Is authorized to establish special committees.
  7. May be considered a pastor for the purpose of solemnizing marriages and other rites of passage, such as dedications and funerals.

 

Past President

  1. Serves as a voting member of the Board of Trustees; prepares for and attends monthly meeting.
  2. Any past president may be considered a pastor for the purpose of solemnizing marriages and other rites of passages, such as dedications and funerals.
  3. The Past President shall serve as Chair of the Council in the absence of a President-Elect.
  4. The Past President shall maintain the Fellowship Calendar in the absence of a President- Elect. [The administrative assistant currently does this task.]

 

President-Elect

  1. Perform the President’s duties in the President’s absence and shall automatically become President for the balance of the President’s term of office should the President’s office be vacated. At the end of the fiscal year, the President-elect will then serve a full 2-year term as President. If there is no President-elect, the Vice President for Finance shall serve the role of President until the end of the President’s term of office.
  2. The President-elect shall serve as Chair of the Council.
  3. Shall maintain the Fellowship calendar (scheduling of building use on AUUF website) [The administrative assistant currently does this task.]
  4. Serves as a voting member of the Board of Trustees; prepares for and attends monthly meeting.

 

Vice President for Finance

  1. Performs the president’s duties if President & President-Elect are absent.
  2. Becomes president for the balance of the term if the president’s office is vacated and there is no President-Elect.
  3. Serves as Chair of the Finance Committee.
  4. Serves as a voting member of the Board of Trustees; prepares for and attends monthly Board Meeting.

 

3-Year Term Trustees (of which there are three)

  1. Elected by the fellowship to serve a 3-year term (terms shall be staggered in successive years such that only one need be elected each year).
  2. Audit and validate the Treasurer/Bookkeeper’s books before the annual meeting.
  3. Serves as a voting member of the Board of Trustees; prepares for and attends monthly meetings

 

One-Year Term Trustee

  1. Elected by the fellowship to serve a 1-year term;
  2. Serves as a voting member of the Board of Trustees; prepares for and attends monthly meetings

 

Secretary

  1. Serves as a voting member of the Board of Trustees; prepares for and attends monthly meetings
  2. Keep records of all business meetings of the Fellowship and of the Board.
    [? Digital or paper?]
  3. Keeps a registry of all marriages solemnized by the society, with a second copy kept in the church office, see Article XIV of By-laws.
  4. All records of the Secretary shall remain the property of the Fellowship.

 

Treasurer (Including Bookkeeper and Deposit Maker)

The separation of duties is the keystone of a church’s internal financial control system. Keeping the recordkeeping function distinct from the cash handling function will reduce the church’s risk of misappropriation of funds. The treasurer’s activities involve planning, decision-making, and overseeing the recordkeeping. Proper oversight results in reasonable assurance that all funds received are deposited and that only appropriate disbursements are made.

 

The financial duties are to be separated so that the following are accomplished:

  1. The handling of offering is always to be controlled by at least two people. One of whom is neither the Treasurer nor Bookkeeper.
  2. The handling of other receipts of cash is always to be controlled by at least two people. One of whom is neither the Treasurer nor Bookkeeper.
  3. If cash is received in an envelope as a pledge payment, the money counters are to verify that the amount in the envelope is the same as the amount written on the envelope by the contributing member.
  4. All checks are to be restrictively endorsed as soon as possible.
  5. All cash is to be deposited as soon as possible. Cash is to be deposited intact, that is, without being reduced by disbursements. For example, pizza is not to be paid for with funds from the collection basket.
  6. Incoming-mail and in-office contributions are to be handled by people not responsible for the accounting records. [This person should be identified.] This is especially important if contribution acknowledgements or statements are not mailed on a regular basis. [Contribution acknowledgments, resp of Admin Asst? Important to name person responsible?]
  7. The church’s bank should be instructed in writing that checks made payable to the church are never to be cashed.
  8. Contribution records are to be maintained for all members.
  9. Any irregularities or errors in a member’s notice of contributions should be reported to someone other than those involved with recordkeeping.
    [Who? Needs to be specified. How will this person check?]
  10. Invoices for goods and services are to be approved by a qualified person before payment is made. Define “qualified.”
  11. Invoices are to be checked for accuracy before being paid. [Treasurer?]
  12. All check signers are to review supporting documentation before signing the check.
  13. Supporting documents are to be canceled when a check is issued. For example, stamp “PAID” on the paperwork.
  14. All voided checks are to be marked and retained.
  15. Checks are never to be made payable to Cash.
  16. Reconciliation of all bank accounts is to be prepared monthly by a person not involved in writing checks. [Specify person(s) and/or position.]

 

Because we currently do not have the staff resources to establish adequate separation of duties, we will somewhat rely on “compensating controls.” Compensating controls are less desirable than separation of duties because they generally occur after the transaction is complete (post audit). Thus, duties that require the checking of other’s work are not to be taken lightly.

 

Duties of the Treasurer:

  1. Write checks to pay bills and payroll.
  2. Transmit to the bookkeeper a record of checks written. This shall be done at least monthly.
  3. File quarterly and annual tax and FICA with the city and US Treasury Federal government.
  4. Maintain receipt forms.
  5. Keep a record of the checks received by mail, and forward checks to the deposit maker. The treasurer or person designated by the treasurer shall pick up mail from the PO Box at least once a week. The treasurer or designee shall distribute mail to recipients at least once a week.
  6. Reconcile bank statement with attention to the checks not cashed.
  7. Serve as a voting member of the Board of Trustees; prepare for and attend all meetings of the Board.
  8. Present a current financial statement at each meeting of the Board and at the Annual Business Meeting.
  9. Canvass co-chair with Executive V.P. of Finance (it is assumed that the V.P. for Finances will be in charge of volunteers, timeline, training, and keeping things on task).
  10. Determine who is canvassed and in what way.
  11. Prepare first draft of the annual budget.
  12. Make suggestions as to members who need to be placed on inactive status due to failure to make an annual contribution.
  13. Maintain the recording of canvass pledges.
  14. Oversee bookkeeper.


Duties of the Bookkeeper:

(This person does not need to be a member, the job could be hired out.)

  1. Enter financial data in the computer – including a complete account of the finances and a current membership list of the fellowship. Membership list is managed by the membership committee.
  2. Supply reports to the treasurer for presentation to the Board
  3. Reconcile the bank statement.
  4. Train an understudy.

 

Duties of the Deposit Maker:

  1. Collect, count, and deposit the weekly offering (The count should be witnessed by a second party other than the bookkeeper, e.g. the greeter).
  2. Report the weekly deposit to the bookkeeper and treasurer (the report should indicate from whom, and in what amount, pledge payments were received).
  3. At the auction and other fundraisers, someone independent of the treasurer and bookkeeper need to witness the counting of funds collected and report the amount to the treasurer.

Trustees may examine financial records upon request.