NSCS Job Description                                                                                            Revised June 17, 2006

TREASURER

The Treasurer is responsible for the receipt and disbursement of the funds of the Society, and for the timely filing of all tax and financial reports required by law. The Treasurer reports to the President.

DEADLINES & DUTIES

June     Participate in the transitional board meeting to discuss position with predecessor, review job description and annual report.

July      With the General Manager, revise budget for current fiscal year and submit it to the Board for consideration.

Close books on year just ended (June 30) and submit final financial report to the Board for review and referral to outside auditor for examination and certification.

Before each Board meeting

Prepare financial report as of the end of the previous month, and be prepared to field any and all questions concerning the financial position of NSCS and its ability to meet its budgetary obligations.

Before each concert

Provide cash box containing change to Box Office Manager. Choose denominations depending on ticket prices. $150 to $200 should be enough. The day before the dress rehearsal, or sooner, the Music Director will let you know the amount to pay each musician. Have checks prepared and pay at intermission or after the concert unless requested sooner. Sometimes the orchestra needs to be paid at the rehearsal. The Music Director will determine this.

Before special events (e.g. benefit)

Provide cash box as above to NSCS board member in charge of special event.

At first 3 rehearsals of new music

Collect membership dues and music charges. With Membership Chairman and Librarian prepare a form for recording dues and music payments.

November

Prepare with Music Director and General Manager and submit (at December Board meeting) preliminary budget for subsequent fiscal year to Board for consideration.

Prepare and file tax forms for the year that ended June 30: IRS 990 EZ with Schedule A, and IL Attorney General report AG-990 both due on November 15.

January

Prepare and file IRS form 1096 due January 31 with copies of form 1099M which are sent to individuals receiving over $600 in the calendar year just ended. This includes the Music Director, General Manager, Accompanist, etc.

March

Prepare and file Annual Report with Illinois Secretary of State, due April 1. (Note: General Manager needs a copy of this form to submit with Illinois Arts Council grant application due March 15).

On‑going

Deposit promptly and keep a detailed record of all money received from any source. Post receipts in the appropriate category.

Pay all bills by due date and reimburse board members and others who have incurred expenses for NSCS. A bill or written statement must be kept on file for all disbursements. Post disbursement in the appropriate category. If necessary, ask for a form clarifying purpose of expense. Remind purchasers of IL sales tax exemption.

Reconcile bank statements promptly and maintain files of canceled checks and check records.

May      Prepare annual report, revise job description if necessary, and discuss position with successor at transitional board meeting.

Larson Fund:

This receives only contributions specifically designated to this fund. It is a special savings account generally used for “improvement” items for the Society. The Board approves any expenditure from this fund. When expenditures are made, transfer from the Larson Fund to the regular checking account and write the check from the regular account.