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CHECKLIST OF DUTIES: LIRT TREASURER
[Additional information about LIRT’s budgeting process is available in About the LIRT budget]
ONGOING DUTIES AND RESPONSIBILITIES FOR LIRT OFFICERS
_____ Attend ALA Midwinter and Annual conferences.
_____ Serve on the Executive Board and Steering Committee.
_____ Monitor LIRT-S and LIRT-E and respond to any issues or requests that come up on the list.
_____ Ensure that your contact information is listed correctly on the online LIRT Directory of Officers and Chairpersons; inform the Vice-President and Electronic Resources Manager of any changes. (Note: this contact information will be listed in the ALA Handbook of Organization).
ONGOING DUTIES AND RESPONSIBILITIES FOR LIRT TREASURER
_____ Oversee LIRT’s budget and provide information about it to LIRT officers and committees.
_____ Maintain a spreadsheet that internally tracks LIRT funds budgeted and carried over for awards and retreat.
_____ Review monthly financial reports from ALA. Contact the LIRT ALA Liaison with any questions.
_____ Serve as a LIRT representative to the Budget Analysis and Review Committee (BARC).
_____ Serve as a member of the Organization and Planning committee.
_____ Train Vice-Treasurer in the LIRT and ALA budgeting process so she is prepared to assume the role of Treasurer.
TIMELINE OF DUTIES
POST ANNUAL CONFERENCE
_____ Establish contact with Vice-Treasurer.
_____ Remind LIRT committee chairs and officers to send all receipts for reimbursement by August 1. Chairs should complete the Member/Non-Staff Travel Expense Account form and submit any receipts to the LIRT ALA Liaison and send copies to the LIRT Treasurer. (The Reimbursements page provides the form and additional information).
_____ Give incoming Treasurer an electronic copy of the internal spreadsheet that tracks LIRT funds budgeted and carried over for awards and retreat.
BETWEEN ANNUAL CONFERENCE AND MIDWINTER
_____ Ask LIRT officers and committee chairs for their budget requests for next fiscal year (which will begin September 1 of the following year). Deadline for return to you should be mid-November. Send reminders to LIRT-S as needed.
_____ Prepare end-of-year financial report comparing last fiscal year’s budget and actual expenses. Email copies to LIRT-S listserv.
BEFORE MIDWINTER
_____ Recommend Midwinter Steering Committee and Executive Board agenda items.
_____ Complete Housing Information Form as requested by President.
_____ Sign up for BITES with LIRT at Midwinter Conference.
_____ Set up time to meet with Vice-Treasurer at Midwinter.
_____ Communicate with President, Vice-President and Vice-Treasurer about proposed budget.
_____ Prepare year-to-date financial report (current fiscal year) and proposed budget (next fiscal year) for presentation at Midwinter. Email to LIRT-S listserv, and bring copies to distribute at Midwinter.
_____Email copies of revised budgets (current year and/or next fiscal year) LIRT-S.
MIDWINTER MEETING
Non-LIRT Meetings to attend:
_____ BARC’s Financial Planning Seminar (typically on Friday).
_____ (Optional, depending on topic) Round Table Coordinating Assembly (RTCA) (usually Friday afternoon).
_____ ALA Treasurer’s Forum (usually held in ALA Treasurer’s Suite on Saturday. Location will be announced at the Planning & Budget Assembly meeting).
_____ (Optional, depending on topic) ALA Planning and Budget Assembly meeting (usually Saturday afternoon).
LIRT responsibilities:
_____ Attend Executive Board and Steering Committee meetings (see: Conference Meeting Schedule for times).
_____ Discuss year-to-date financial report and proposed budget at ALA Midwinter Steering Committee and Executive Board meetings.
_____ Make notes about revisions to proposed and current budgets.
_____ Attend Organization and Planning committee meetings at All Committees I and II (see: Conference Meeting Schedule for times).
_____ Meet with Vice-Treasurer to train for Treasurer position.
_____ Attend the LIRT Discussion Forum (typically on Sunday) if possible.
_____ Attend meeting with LIRT ALA Liaison (typically, Monday afternoon).
POST MIDWINTER MEETING
_____ Finalize budget for next fiscal year and revise budget for current fiscal year as necessary.
_____ Communicate with President, Vice-President and Vice-Treasurer about final form of proposed budget.
_____ Email copies of finalized budgets for current year and/or next fiscal year to LIRT-S listserv.
_____ Send copy of LIRT budget to LIRT ALA Liaison by deadline (typically near the end of January).
BEFORE ANNUAL
_____ Consult with Vice-President about presentation at the New Chairs and Officers Orientation (usually held during the Steering I meeting). Plan to discuss budgets, reimbursement forms, budget requests and the budget cycle.
_____ Consult with Vice-Treasurer to assist in preparing the budget for the current and next fiscal year.
_____ Recommend Annual Steering Committee and Executive Board agenda items.
_____ Complete Housing Information Form as requested by President.
_____ Sign up for BITES with LIRT at Annual Conference.
ANNUAL CONFERENCE
Non-LIRT Meetings to attend:
_____ (Optional, depending on topic) Round Table Coordinating Assembly (RTCA) (usually Friday afternoon).
_____ (Optional, depending on topic) ALA Planning and Budget Assembly meeting (usually Saturday afternoon).
LIRT responsibilities:
_____ Attend Executive Board and Steering Committee meetings (see: Conference Meeting Schedule for times).
_____ Make a presentation about the budget at the New Chairs and Officers Orientation (usually held during the Steering I meeting.
_____ Attend Organization and Planning committee meetings at All Committees I and II (see: Conference Meeting Schedule for times).
_____ Attend the LIRT conference program (typically on Sunday) if possible.
_____ Attend meeting with LIRT ALA Liaison (typically, Monday afternoon).
POST ANNUAL CONFERENCE (also see Past Treasurer’s Checklist)
_____ Review this checklist and the About the LIRT Budget web page and suggest any changes or additions to the LIRT Manual (send to Past President).
_____ Give incoming Treasurer an electronic copy of the internal spreadsheet that tracks LIRT funds budgeted and carried over for awards and retreat.
Contact Billie Peterson-Lugo (Billie_Peterson@baylor.edu) about these pages.
Last Updated: Content: 5 June 2006 -- Billie Peterson-Lugo; Graphics: 15 April 2001-- Jana Ronan