Board Members Responsibilities
President - Initiate and lead all activities
- Make necessary preparations for all events.
- Hand out responsibilities to each Board Members.
- Grants & Donations- Apply for grants and donations from foundations, government, corporations, and individuals.
Vice President - Assist the President in all listed responsibilities above.
- Online Banking - Request a copy of online bank statement whenever necessary from PRO and review them
Public Relations Officer - Communicate to members, non-members, media via letters, email, phone etc...
- Thank you letters - Write and mail out Thank You letters to donors and have president sign them.
- Website - Manage the website by continually updating it.Pay for hosting and domain fees before expiration.
- Phone - Manage the phone service.
- Online Banking - Print online statements if necessary and review them for any discrepancies and give a copy to VP for review.
Board Secretary - Change of Signatories with the Bank - At the beginning of every year when there is a new President and a Treasurer, draft a resolution stating that a new President and a Treasurer has been elected which must be affirmed by present board members with their signatures. Then, write a signed letter to the bank requesting the change of signatories with specimen of signatures from the Treasurer and President. Then the Treasurer and the President takes the signed letter by the secretary, resolution stating the new positions, and their IDs to the bank in person for the change to take effect.
- Green Books- Keep track of Green Books. Keep all records of who has paid and give a timely report to the Accountant. As part of the reconciling process, check with Accountant and Member Coordinators' records for accuracy.
Accountant
* Basic Instructions - Record all incoming and outgoing transactions. Draft the check, and hand it over to the Treasurer for signature. Prepare timely and accurate reports.
- Financial Statement - The Accountant must make Balance Sheet and Income Statement (Profit or Loss Statement) available atleast twice a year and with the request of any member. The statements must be printed and made available for public viewing at the end of June and at the end of December.
- Reconcile all accounts every 3 months or more. Run a trial balance and if there are any discrepancies, do adjusting entries to correct it.
- Reconcile banking - Make sure that the bank accounts are in good order and that their balances match what is in our accounting program.
- Green Books- Keep track of Green Book fees. Keep all records of who has paid and make a timely payment to the Tibetan Gov't. Before making a payment, check with Secretary and Member Coordinators' records for accuracy. Be able to produce a report of who has paid/unpaid right away. Transfer over payment to the Tibetan Gov't before September 1st of every year.
- Membership dues - Keep track of Membership dues paid/unpaid. Be able to produce a report right away. Before recording it in Accounting program, double check with Member Coordinators to make sure that your records match.
Treasurer
* Deposit checks/cash in a timely manner which is to say within a week of receiving it.
* Reports - Work effectively with Accountant to produce reports on expenses, liabilities, revenues etc.., and the current financial state.
* Bills - Work with Accountant to sign and mail checks in a timely manner.
Member Coordinators - Communicate effectively and timely with members.
- Membership Fees - Collect all membership fees by Feb 28th of each year. Hand over the checks and applicable records to the Accountant by March 10th.
- Green Book Fees - Collect all Green Book fees by July 6th of each year. Hand over the checks and applicable records to the Accountant, and give a copy of records to the Board Secretary by July 16th.
- Make necessary preparations for all events.
- Hand out responsibilities to each Board Members.
- Grants & Donations- Apply for grants and donations from foundations, government, corporations, and individuals.
Vice President - Assist the President in all listed responsibilities above.
- Online Banking - Request a copy of online bank statement whenever necessary from PRO and review them
Public Relations Officer - Communicate to members, non-members, media via letters, email, phone etc...
- Thank you letters - Write and mail out Thank You letters to donors and have president sign them.
- Website - Manage the website by continually updating it.Pay for hosting and domain fees before expiration.
- Phone - Manage the phone service.
- Online Banking - Print online statements if necessary and review them for any discrepancies and give a copy to VP for review.
Board Secretary - Change of Signatories with the Bank - At the beginning of every year when there is a new President and a Treasurer, draft a resolution stating that a new President and a Treasurer has been elected which must be affirmed by present board members with their signatures. Then, write a signed letter to the bank requesting the change of signatories with specimen of signatures from the Treasurer and President. Then the Treasurer and the President takes the signed letter by the secretary, resolution stating the new positions, and their IDs to the bank in person for the change to take effect.
- Green Books- Keep track of Green Books. Keep all records of who has paid and give a timely report to the Accountant. As part of the reconciling process, check with Accountant and Member Coordinators' records for accuracy.
Accountant
* Basic Instructions - Record all incoming and outgoing transactions. Draft the check, and hand it over to the Treasurer for signature. Prepare timely and accurate reports.
- Financial Statement - The Accountant must make Balance Sheet and Income Statement (Profit or Loss Statement) available atleast twice a year and with the request of any member. The statements must be printed and made available for public viewing at the end of June and at the end of December.
- Reconcile all accounts every 3 months or more. Run a trial balance and if there are any discrepancies, do adjusting entries to correct it.
- Reconcile banking - Make sure that the bank accounts are in good order and that their balances match what is in our accounting program.
- Green Books- Keep track of Green Book fees. Keep all records of who has paid and make a timely payment to the Tibetan Gov't. Before making a payment, check with Secretary and Member Coordinators' records for accuracy. Be able to produce a report of who has paid/unpaid right away. Transfer over payment to the Tibetan Gov't before September 1st of every year.
- Membership dues - Keep track of Membership dues paid/unpaid. Be able to produce a report right away. Before recording it in Accounting program, double check with Member Coordinators to make sure that your records match.
Treasurer
* Deposit checks/cash in a timely manner which is to say within a week of receiving it.
* Reports - Work effectively with Accountant to produce reports on expenses, liabilities, revenues etc.., and the current financial state.
* Bills - Work with Accountant to sign and mail checks in a timely manner.
Member Coordinators - Communicate effectively and timely with members.
- Membership Fees - Collect all membership fees by Feb 28th of each year. Hand over the checks and applicable records to the Accountant by March 10th.
- Green Book Fees - Collect all Green Book fees by July 6th of each year. Hand over the checks and applicable records to the Accountant, and give a copy of records to the Board Secretary by July 16th.
