Checks and cash received at the RC&D Office will be documented, stamped with the RC&D deposit stamp (checks) and deposited by the Treasurer or a Council employee. A receipt will be provided for all program income.

b. Payments Received at Council-sponsored Events

If a Council member or employee is not present at a Council-sponsored event, payments will not be accepted.

Council members or employees will handle all payments and donations at sponsored events. A register sheet will be used to document payments received for any purpose or item. The sheet will include a beginning and ending inventory and the payment amount received for each item. Payments received, remaining inventory, and the register sheet will be reconciled and signed daily by a Council member or employee.

A numbered receipt book will be available for use at events. All checks will be stamped with the RC&D deposit stamp when received. All income will be deposited daily whenever possible. Income will not be used as a petty cash fund.

c. Grants

All grant applications and grant budgets will be reviewed and approved by the Executive Board prior to submission of the application, except when unanticipated funding opportunities require immediate action; in that case, the Chair may act and later obtain ratification from the Executive Board. Unless prohibited by the grantor, an administrative fee will be included in each proposal budget. Such fees when received, will be placed in the operating fund of the Council, as will funds remaining at the completion of a project or event. These funds may be used to reimburse the Council operating hind where inadequate administrative fees were realized from prior or future grants. All fund transfers from one fund account to another will be approved by the Executive Board
 
 

Purchases will be made according to Council-approved budgets. A minimum of three documented quotes will be obtained, if possible, for purchases over $1000. These bids will be considered for all major purchases and advertised bids will be used as required by law. All contracts will be approved by the Executive Board and reviewed annually.

b. Accounts Payable

All invoices will be forwarded to the RC&D office for review, and for verification that the expense has been authorized. Approved invoices will be initialed and forwarded to the Treasurer for payment. Unauthorized invoices will require Executive Board approval.

The President and the Treasurer are authorized to sign Council checks. The signature of either will be sufficient. Checks will not be made out to "cash" with the exception of petty cash reimbursements, which will immediately be deposited in the petty cash box kept in the office.

A listing of all bills paid by the Treasurer, since the previous meeting, will be provided to the Executive Board for Ws approval at each meeting.

c. Travel

Travel expenses will be budgeted and receive prior approval by the Executive Board. While in travel status, Council members and employees will use the Council credit card to cover official expenses whenever possible. when not in use, the cards will be held by the Treasurer and/or the employees. Whenever possible, the Treasurer will advance employee expenses prior to travel, when the Council credit card is not used.

Travel advances and/or reimbursements will be provided by the Treasurer upon request by the employees as approved by the Executive Board. Travel advance checks will not be made out to "cash".

For minor expenses related to local travel, related receipts may be used for reimbursements.
 
 

The Executive Board and the Treasurer will prepare an annual operating budget for Council approval. As required by the Council, separate budgets for projects and standing committees will be established and maintained by the Treasurer.

Standing committees will submit budget requests for the coming year's expenses to the Treasurer 30 days prior to the annual budget meeting.

The Executive Board will develop an annual list of pre-approved budgetary expenses with which the Treasurer may pay upon receipt of invoices. This list may include project or grant expenses contained in their individual budgets.

b. Treasurer’s Responsibility

The Treasurer is pre-approved to pay budgetary expenses and may pay bills of less than $1,000 without Executive Board approval.

The Treasurer will make recommendations to the Executive Board regarding investment of funds. Investments require Executive Board approval and will be reviewed annually.

The Treasurer will provide the Executive Board with a monthly statement of income and expenditures and written report of any other financial activities, since the previous meeting, at all regular Executive Boar4 meetings.

The Treasurer will follow the guidelines outlined in the Council By-Laws and other appropriate rules and regulations related to financial management and auditing.

Council financial records for the current and previous years will be filed with the Treasurer or at the RC&D Office by the Treasurer, along with any other Council records and minutes filed at the RC&D Office.