Treasurer

The following is based on the “Duties of Officers” section in the AIS “STANDING RULES AND PROCEDURES’ MANUAL” (SRPM, pg. 9)…

As with all AIS officers, the Treasurer is expected to attend all meetings of both the Council and the Board. The Treasurer has the following regular duties expected of their office:

  • Disbursements of funds is the direct responsibility of the Treasurer, following the directions of the Council and Board.

  • Confirms accuracy of all month-end financial statements for the Board, the Council, and official records. Regularly reports to the Council.

  • Develops an annual budget for the coming year and presents the proposed budget to the Board, no later than the Fall Board meeting.

  • Ensures purchases and cash, including checks and bank accounts, are recorded and managed in accordance with sensible and commonly established accounting practices.

  • Recommends changes in insurance and cash management to the Board, as needed.

  • Cooperates with the LDC Committee on literature purchases to ensure cost effective management of available resources and reviews the annual inventory.

  • Prepares or has a qualified tax service prepare all tax returns required to be filed with government agencies and renews all business licenses.

  • Reconciles the bank statement monthly.

  • Oversees and maintains management of all contracts with vendors, service providers, and facilities and advises Council and Board of substantial changes or issues in a timely fashion as appropriate.

  • Assets: Maintains an inventory of office furniture and equipment.

From a February 2025 Bits Newsletter Article

IT’S TIME FOR A NEW VOLUNTEER!
The AIS Treasurer Position is
Open For 2025

Interview with Outgoing
AIS Treasurer, Gary H.

In this article we refer to Alanon Information Service Bylaws, p. 4 and Standard Rules and Procedures Manual (SRPM), p. 9.

NE (Newsletter Editor): Hello Gary! Thank you for your service as our AIS Treasurer. How long did you serve?

GH (Gary H.): I served the usual one year. A treasurer can stand for re-election, which is probably a good idea, but I have agreed to be the Chair of the Washington Area Panel. I’ve started already!

NE: The Bylaws suggest that officers have experience. The SRPM lists the specific duties having to do with keeping financial records, paying bills, paying taxes, and making reports for AIS Council and the Board. How much experience did you have coming into the job?

GH: I had been Group Treasurer in my home group, I had used QuickBooks a long time ago, and I had studied some accounting at the graduate level, but I was glad that there was a 30–40-page manual just for the AIS Treasurer! Also, I was able to add to my experience because of the way AIS works. Even when the job was daunting, there were people who had been there before who could get me out of a jam. One time I made a deposit in the wrong account. I was anxious. I looked everywhere to find it. I called the member who had set up our account in QuickBooks and she found the money!

NE: The Bylaws also recommend that officers have “stability.”  What did that mean to you?

GH: I have the same challenge that many of us have - impatience. This job allowed me opportunities to practice “cultivated calm” when I was asked questions that I did not know how to answer. I learned to ask for time to find out. Also, I sometimes rush just to finish tasks just to tick them off my list. In this job I learned that I had to let my reports sit for a day before presenting. I found a lot of mistakes that way.

NE: The Bylaws also indicate that officers should understand the Legacies, Service Manual, and the Bylaws.  Can you think of an example where your familiarity with these was of help to you?

GH: Yes. Concept Ten says, “Service responsibility is balanced by carefully defined service authority and double-headed management is avoided.” To me that meant, “do my job and stay out of others’ tasks.”  When I first started as Treasurer, my home group knew that I often went to the AIS Office which is also the Literature Distribution Center (LDC). A few times I offered to pick up books. It was not my job, and I made a mess of things. After that I stayed out of it!

NE: The Bylaws also ask for officers who have “ample time to perform their duties.”  Could you share with us how many hours per month you spent doing this job?

GH: I spent about 4-8 hours a month at my desk, using QuickBooks and other programs. Then about 4-8 hours per month in the AIS office handling the more personal side of the business: checks, cash, and mail. The budgeting cycle in November adds 5-8 hours annually.

NE: The SRPM also mentions that the Treasurer may need to recommend changes in insurance and cash management or ensure cost effective management of resources in the LDC. Did you suggest changes and how were they received?

GH: In general, I maintained a policy of clarity, transparency, and open communication. I believe that it helped build an atmosphere of trust in my work and the organization. Also, I learned a lot about other people. I have a rather relaxed attitude about money, so when we were discussing decreasing the amount of Cash on Hand, I was surprised that some members were resistant. Then I remembered that some people in Al-Anon have experienced financial uncertainty and even ruin due to alcoholism. I gained insight and empathy for my fellow members.

NE: Thank you, Gary, for your time and helping us understand how you worked your program while doing service!

NOTE: If you are interested in becoming the next AIS Treasurer, please contact Chair@seattle-al-anon.org

Who’s going to take care of our prudent reserve?