IJJA Treasurer
List of Duties

The Idaho Juvenile Justice Association (IJJA) Treasurer is appointed by the IJJA President and shall be the principle financial officer for IJJA and shall have charge and custody of and be responsible for all funds of the IJJA. The IJJA Treasurer shall sign all checks and promissory notes for the IJJA and shall receive and give receipts for monies due and payable to the IJJA from any source whatsoever and deposit all such monies in the name of IJJA in such financial institutions as determined by the IJJA Board.

The Treasurer shall keep adequate and correct accounts, including assets, liabilities, receipts and disbursements. The Treasurer will provide a report of such accounts at each meeting and upon the request of the IJJA Board or President. The IJJA Treasurer will receive all memberships and record current paid members for that fiscal year.

The IJJA Treasurer and President (or designee) will co-sign any and all checks on any amount exceeding $500.00. In addition, the IJJA Treasurer is responsible for maintaining all conference registrations and work with the ICA Treasurer in finalizing accounting for each conference.

1. Immediately following the Joint Conference the treasurer will work with the ICA Treasurer to prepare financial accounting of split expenses/income for the previous conference.

2. In September, attend first meeting with all current and incoming IJJA board members and present brief explanation of responsibilities and requirements for reimbursement procedures. Reminders of the reimbursement procedures are helpful at each meeting throughout the year.

3. In September, separate and record all deposits from conference income.

4. Record-deposit-account all membership applications. Also, forward originals of all membership applications to the IJJA Secretary that are received throughout the new fiscal year.

5. Ensure payment for every board meeting meals, travel and lodging.

6. At every meeting, report on current financial status of all accounts to the IJJA Board.

7. In October, submit financial reports to IJJA Past President and ICA Past President for final review prior to submitting an expenditure report to Juvenile Justice Commission to receive monies for general member scholarships.

8. In October, finalize split expenses for conference; hotel, catering, entertainment, speakers, etc.

9. In November, prepare final income/expense report to be presented at the IJJA Meeting for previous conference.

10. In January, present financial reports with ICA during joint meeting and finalize all payments to/from ICA.

11. In April, complete current board information for state tax commission to maintain tax exempt status (will be mailed or contact state tax commission).

12. In May, prepare district percentages for board to present at May meeting. Also present a list of district members for the "Early Bird" scholarship drawing.

13. In June, submit tax information to contacted accountant for tax purposes.

14. In July, contact the conference site and provide form ST-101 (tax exempt form) for upcoming conference. Prepare the current conference registration form and receive board approval to be mailed out with newsletter. Also, work with the Lead Representative on scholarships awarded and accepted.

15. In August, record and maintain all registrations from scholarship recipients and conference attendees. Maintain meal counts for President Elect. Maintain accounting of vendor payments and work with lead vendor representative.

16. In September, continue to maintain meal counts for President Elect. Also continue to maintain accounting of vendor payments and work with lead vendor representative. Submit registered IJJA members for printing name tags with ICA lead representative. Bring start-up cash for conference (raffles, apparel, etc.) Prepare registration list that can accurately account for attendees to be used at IJJA registration desk

17. During the conference, coordinate coverage at the IJJA registration desk. Work with ICA & IJJA President to acquire a safety deposit box at the conference site/hotel. Pick up and account daily for income (with ICA Treasurer). This count must be recorded and deposited in safety deposit box. Finalize all billing with hotel to ensure accuracy.