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Administrative Procedures
Responsibilities of the President

INDEX
Payables Reports Files

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    ALL EXPENDITURES

    All payments must be pre-approved by the President. No exceptions! The Treasurer shall accurately report to the President, upon request, the current financial position of the Cooperative and shall advise the President with regard to the affordability of proposed expenditures. Together, the President and Treasurer shall be responsible for maintaining the financial health of the Cooperative. Major expenditures (over $ 50 ) shall be approved only after consultation with the Board of Directors.


    ADMINISTRATIVE EXPENSES (on demand)

    To date, only the following administrative expenses have been pre-approved for direct payment:

    • Internet Service Provider charges
    • Bank service charges
    • P.O. Box rental fees
    • Voice Mailbox fees


    MEMBER FEE REIMBURSEMENTS (on demand)

    In general, resignations by Members will be received by the System Administrator via the GIAC PO Box, then conveyed to the President and Treasurer after initial processing (see System Administrator procedures). Membership resignations and any other request for fee reimbursement received from other sources should be forwarded to the System Administrator for initial processing.

    • Member may elect to postpone reimbursement of membership fee until such time as share value equals its original value or until two years, whichever comes first.
    • Prorated reimbursement for partial month's service is not allowed.

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    1. Receive resignation advice from System Administrator via e-mail (including information about any amounts owed by Member to GIAC)

    2. Receive reimbursement request from Treasurer via e-mail

    3. Verify reimbursement amount

    4. Transmit reimbursement approval to Treasurer via e-mail


    MEMBER EXPENSE REIMBURSEMENTS (on approval)

    Member out-of-pocket expense will be reimbursed only if expense was approved in advance by the President. A receipt or other authorization signed by the President, showing the date and exact amount of the pre-approved expense should be submitted to the Treasurer (via the GIAC PO Box) whenever possible.

    To date, only the following administrative expenses have been pre-approved for member reimbursement:

    • Routine operational postage expenses by Officers (e.g., Membership Kits to prospects, account password advices, remittances, etc., but not promotional or general membership mailings unless pre-approved)
    • Routine distribution of Internet software to Members @ $1.00/diskette

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    1. Receive information from System Administrator via e-mail about amounts owed by Member to GIAC

    2. Receive reimbursement request from Treasurer via e-mail

    3. Verify reimbursement amount

    4. Transmit reimbursement approval to Treasurer via e-mail

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    JOURNALS & LEDGERS

    Receive one printed copy of each journal and ledger from the Treasurer at the scheduled monthly meeting. This copy can also be made available for inspection, on request, by any Member at the meeting.


    TREASURER'S STATUS REPORTS (4)

    Receive printed reports from the Treasurer at the scheduled monthly meeting. If desired, request verbal summary by the Treasurer at the meeting.

    1. PAYMENT SUMMARY (as of last day of month)

    2. COMPUTATION OF SHARE VALUE (as of last day of month)

    3. HISTORY OF SHARE VALUE

    4. ESTIMATE OF MONTHLY CASH FLOW (next month)


    SYSTEM ADMINISTRATOR'S STATUS REPORTS (5)

    Receive printed reports from the System Administrator at the scheduled monthly meeting.

    1. ACCOUNT SUMMARY (as of last day of month)

    2. MEMBERSHIP ROSTER (as of last day of month)

    3. MEMBERSHIP VOTING LIST (as of last day of month)

    4. PAYMENT SUMMARY (as of last day of month)

    5. WEBSPACE CONSUMPTION (high-water-mark during month)

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    PAPER FILES

    Maintain the following permanent files for reference by present and future GIAC Officers: Secretary holds files and accepts content.

    • Cooperative & Legal Documents
    • Member Correspondence (significant mail & e-mail)
    • ISP Correspondence (significant mail & e-mail)
    • Treasurer's Reports
    • System Administrator's Reports
    • Any other files required by the President


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//www.greenbelt.com/giac/procs/pprocs.htm     Updated 1/20/00