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House Treasurer

The contentious and mythical position of house treasurer is one of mystery and intrigue, with a history of lies, danger, and the women that loved it. Not to be taken lightly, the house treasurer position has many tasks.

Responsibilities

The treasurer keeps track of all house finances. The Janet Smith House has given the food budget management job to the House Food Coordinator, so the treasurer only manages the following:

  • Maintenance budget and the various alloted house budgets (i.e. bike fund, kitchen fund, fence construction fund, etc.)
  • Collection of membership dues (a.k.a. rent)
  • Communication with the hired corporate budget coordinator (Melanie) about debts and house fund balances
  • Delivery of membership dues to the SCA office for processing
  • Communication with house members about their debt and financial situations
  • Tracking all house expenses and keeping receipts for all checks or credits made

Job Details

Spending house money

When the house spends money on any particular good or service, that money eventually comes out of the house budget. There are a few avenues in which the money can be spent:

  • Direct payment with a house maintenance or food check to a seller or provider
  • Reimbursement with a house check to a member for goods or services purchased
  • Credit to a member's account (i.e. rent reduction)

Any time money is spent through one of these methods it must be logged in the budget book on the log sheet. If a check is written, then that check number must be logged along with the amount, and the appropriate fund balance is adjusted. The receipt or invoice for the payment is then attached to the check-receipt stub and turned into the SCA office for processing. If instead of writing a check for payment or reimbursement, a credit is made to a member's account, then the receipt or invoice are kept, and the amount is noted (as above) in the log book, but without a check number. All receipts and check stubs ust eventually make their way over to the SCA office for budget processing.

Membership dues

All house members pay dues on a per-term basis. These can be paid in lump sums, or split up like a monthly rent. The treasurer should keep a list of each house member's fee rate (rates differ depending on the room) and track payments as they are made. Each due date, the treasurer should let house members know their balance. Current member balances are always updated at the SCA office, and the house treasurer should be up-to-date with the corporate budget coordinator.

When a payment is made for dues, immediately the treasurer writes a receipt for the payment. Receipts are written from a receipt-book that contains stubs with 2 carbon-copies. The copies are used as follows:

  • White - Given to the house member that has just made the payment
  • Yellow - Kept in the receipt book as a record for the house treasurer
  • Pink - Taken to the SCA office with the payment

Each receipt should be filled out as completely as possible. This includes:

  • Date
  • Name of member making the payment
  • Amount paid
  • Type of payment
  • Purpose of payment (i.e. rent)
  • Member balance as of the payment
  • Signature of the treasurer receiving the payment

There are fields for each of these and care should be taken to be thorough about tracking member dues.

Corporate membership review

If a house member has at any point accumulated a balance of $1,000 minimum payment, that member is put up for a membership review at the corporate level. It's the treasurer's responsibility to track house member balances and to notify any member of an impending review. Ideally a member will never reach this point, and they should be told about their balance well before reaching $1,000 debt.

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