DUTIES OF CHAPTER TREASURER

 1.  Monies received and paid by chapter are handled through the treasury. Deposits should be made regularly and payments sent promptly. A current report of the treasury is to be ready to present at each meeting.

 2.  If Treasurer cannot attend, Co-Leader shall be notified as soon as possible to fill the office. Treasurers' materials are provided and Co-Leader performs Treasurer's duties at the meeting.

 3.  The Treasurer shall:

• Have charge of all receipts and disbursements
• Report at regular chapter meetings on the financial status of the chapter as requested by the Leader
• Promptly forward all memberships, award orders, and maintenance fees to the Coordinator or, when specifically directed, to TOPS Club, Inc.

 4.  Chapter business shall be done by chapter check. (For new chapters, money orders may be substituted.)

• Account shall be in chapter name: i.e. TOPS# WI 101, (no address printed on checks). It is not permissible;e to use the TOPS Club, Inc. on chapter accounts. 
• Accounts shall have three signers. Signatories should not be related to each other. Two of the signers should sign each check.

Instructions for opening a chapter bank account: Three officers from the chapter Executive Board go to the bank chosen. Take with you:

• A copy of the TOPS rules with Rule 3 highlighted. Rule 3 defines your chapter's organization.
• A copy of the L-001 Officer List to confirm that each signer is listed as an officer and eligible to be listed on the account.

Request a two-signature account witha ll three persons eligible to sign. Ask if the bank has a "Community Account" where your account could be held.

• Coordinators may not accept personal checks or cash.
• Chapter checks and/or money orders are made payable and sent to the Coordinator name and number. DO NOT make checks payable to TOPS Club, Inc.
• Number checks consecutively, AND note on each one what the check covers.
• Monthly bank statements are to be mailed to the Chapter Leader.

 5.  Some treasury expenses:

• TOPS and KOPS Award items Required Sales Tax and/or GST, as well as shipping, must be added to each Award Order and KOPS Award Order if applicable.
• Maintenance fee
• New and renewal memberships
• KOPS registrations
• Rent and supplies
• Other TOPS items fee
• Workshop fee
• Recognition Day expenses
• Postage

 6. If possible, the Treasurer shall provide a reminder list of all dues to renew in the upcoming month for the chapter. However, each member is responsible for renewing on time. Likewise, member is repsonsible for keeping chapter fees up to date.

 7. After Leader has helped NEW member fill out application and new member has signed, application should be brought to Treasurer for payment.

• Application fee for membership is printed on each application blank. NOTE: there is a lower fee available for spouses of members paying full price, and members joiing between ages of seven (7) and seventeen (17) years who do NOT wish to receive TOPS News.
• Once payment has been received, give application to member to take to the weight room for Weight Recorder to add weight and fill out TOPS Weight Chart.
• Renewals are handled in similar fashion except Leader does not have to sign and a weight chart may already be in use if an active member is renewing.
• Members returns completed application to Leader and receives new member packet.
• Give members last copy of the application as a receipt. Keep third copy for chapter.
• If member joined on-line, he/she will present a voucher to attach to application. This proof of payment is sent with the application to your Coordinator.

 8.  Treasurer writes a chapter check for fee as well as other items to be sent to Coordinator that week.

 9.  All items must be sent promptly to Coordinator. If there is a delay of more than one week in forwarding materials, a note of explanation must be included.

10.  Any damaged or defective items should be returned to TOPS Club, Inc. to the attention of the Accounting Department. TOPS Club, Inc. is not responsible for the replacement of award items damaged by the chapter or member or for items returned after 30 days from date of receipt of such items.

11.  Chapter Maintenance Fee is due once a year based on number of active members. Coordinators  will send form L-020 (Chapter Maintenance) to Leader along with weight charts for the coming year. Return fee with form to Coordinator promptly. (A small additional fee may be due only if membership increases into a higher fee category. If so, Coordinator will advise chapter by sending a supplemental fee form).

12.  Secret ballot vote is required for expenses not in bylaws or which exceed the dollar amount authorized by chapter. Chapter funds may not be used for non-TOPS events such as baby showers, engagement, or wedding showers.

13.  In addition to yearly membership fees, chapter dues are collected from each member in the amount set in chapter bylaws. It is from these dues (or portion thereof) that all general expenses are paid. Note: Bylaws may require small fee but are not required to do so.

14.  If funds are insufficient, Treasurer informs the Executive Committee and the situation is brought before the chapter. Some expenses may need to be decreased or chapter dues may need to be raised. This may require special action or require amendment to chapter bylaws.

15.  Fund-raising may only take place consistent with TOPS Club, Inc.'s purposes as an exempt organization.

16.  In order to keep track of the chapter's monies, it is necessary to set up a simple bookkeeping system in a well-bound book to record all monies received and paid.

• There will be two separate funds.

1. GENERAL FUND: for regular chapter income and expenses (rent, memberships, awards)
2. RECOGNITION DAY FUND: for helping those earning recognition attend events honoring them and helping other members as specified by bylaws.

• In addition, set up a weekly dues/fees/renewals sheet to record individual payments received.
• Keep checkbook ledger up to date.

17.  An annual audit is required. Coordinators will provide audit format and details, or you can download form L-047 from the TOPS website.

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