Canadian
Society of Hospital Pharmacists
British Columbia Branch
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Canadian
Society of Hospital Pharmacists |
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HOME ... Branch Manual ... Terms of Reference |
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Terms of Reference
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The Treasurer will: 1. Attend Executive Committee Meetings. 2. Provide the Executive Committee with written progress reports at Executive Committee Meetings. Make enough copies of reports to send to all Executive Committee members (approximately 15) and give originals to the Branch Secretary. 3. Prepare a financial report listing receipts and disbursements for the past year by the Annual General Meeting of that year. 4. Assist the incoming Treasurer, with respect to responsibilities, when the term of office is completed. The Duties of the Treasurer include those specified in the Branch Financial Policy and the Terms of Reference for the Treasurer. Financial Policy 1. Fiscal Year The fiscal year of the Branch shall be November 1 to October 31, and the Treasurer shall submit to each Annual General Meeting an accounting of the funds received and expended during the financial year completed preceding such meeting. 2. Signing Authority All cheques, drafts, orders for payment of money, notes, acceptances, and bills of exchange issued or endorsed on behalf of the Branch shall be signed by such officers as determined by Executive Committee. Officers with signing authority are the Treasurer, President, and Past President All officers who have signing authority are responsible for understanding and helping to maintain an adequate audit trail, as defined by the specific procedures listed within the Terms of Reference of the Treasurer. 3. Banking Any one of the officers with signing authority may endorse cheques for deposit with the Branch bankers for credit of the Branch or the same may be endorsed "for deposit only" with the bankers of the Branch. Any one of the officers with signing authority may arrange, settle, balance, and certify all books and accounts between the Branch's bankers and the Branch and may receive all paid cheques and vouchers and sign all the bank's forms of settlement of balances and releases or verification slips. All funds paid to the Branch shall be deposited to the credit of the Branch in such manner as the Executive Committee may approve. Transfer of funds among Branch accounts will follow the regulations stipulated by the Bank with respect to amounts and signing authority. Transfer of funds among Branch accounts or expenditures in the amount of up to $2000 may be carried out by any one of the officers with signing authority alone. For amounts in excess of $2000, two officers with signing authority will be required to authorize transfer or expenditure of funds. 4. Source of Funds Traditionally sufficient funds to operate the Branch and support its activities on an annual basis have come from educational programs, such as the Banff Seminar and Annual General Meeting, and from grants, such as from the Pharmaceutical Corporations. However, on an annual basis, the Executive Committee determines the need for additional sources of funds, such as the levy of a Branch Fee. 5. Surplus Funds The Executive Committee may set aside a reserve for contingencies from the surplus funds of the Branch or may invest the surplus funds of the Branch in a manner as may be determined from time to time by resolution. A surplus fund, sufficient to cover the basic operating expenses of the Branch for one year, should be maintained to ensure longevity of the Branch. The amount of the basic operating expenses is determined on an annual basis by the Executive Committee. 6. Financial Audit The financial report of the Branch shall be distributed to all members at the Annual General Meeting. 7. Duties of the Treasurer The Treasurer has the responsibility to ensure that Branch funds are dispersed in accordance with Executive Committee directives. The Treasurer shall submit the annual financial report to the Executive Committee for approval. The Treasurer shall present the annual financial report to the Annual General Meeting for approval The Treasurer shall: a) Review and sign records of all Branch disbursements as submitted by the President b) Ensure an audit trail of all financial transactions is maintained, as described in detail in the Terms of Reference for the Treasurer c) Serve as a resource person for the Program Committee with respect to financial policies and procedures of the Branch governing the operation of educational programs d) Have signing authority in addition to the President and the Past President. The Treasurer shall: a) Order cheque blanks from the bank as necessary. b) Arrange for change in signing authority at the start of a new fiscal year. c) Manage the term deposits, determine when to invest and withdraw. d) Request a letter of verification of the account totals as of the fiscal year end e) Maintain an ongoing spreadsheet of expenses and income for preparing quarterly reports to the Executive and for the year-end audit. f). Liaise with the CSHP National Financial Director. It is the responsibility of the Treasurer to annually review the policies and procedures and Terms of Reference for the Treasurer. Recommendations for revisions are to be included in the annual report to Executive Committee. 8. Written Off Amounts Amounts to be "written off" will be approved by the Executive Committee, recorded as a motion in meeting minutes, and entered in the ledger of accounts with the date, amount, and an explanation. 9. Financial Aspects of Educational Programs The financial and administrative aspects of the Branch's educational programs shall be planned by the Program Committee. Solicitation of funds for the AGM and educational events -See Program Committee, Solicitation of Funds; 10. Reimbursement of Expenses CSHP British Columbia Branch will reimburse the Chair or members of committees for approved personal expenses incurred on behalf of the Branch in accordance with the following: a) <$250 expenditures for direct CSHP BC-Branch-related business or events will be reimbursed upon submission of receipts and review by one signing officer. b) >$250 expenditures for direct CSHP BC-Branch-related business or events will be reimbursed upon submission of receipts and approval by the Executive Committee c) Travel costs: i. The Executive Committee will review all expense reimbursement requests for travel. ii.Due to financial constraints, group travel is encouraged whenever possible. iii.Mileage will be paid at a rate per km as determined by the Executive Committee. iv.Air fare will be reimbursed at the economy rate plus attendant travel by airport bus or taxi if necessary. v.Bus fare will be reimbursed at the regular rate plus attendant travel by taxi if necessary. vi. Accommodation will be reimbursed at the standard single room rate or group discount rate (if available), which ever is less. vii. The cost of personal meals will be reimbursed as per actual cost documented with a receipt, to a maximum of:
$ 25.00 per day
(in-province) viii.These expenses and other operating expenses incurred on behalf of the Branch will be reimbursed upon submission of receipts. 11. Committee Expenditures Committees do not have the authority to expend funds except for Executive approved functions and activities. Funding for special programs, events, or promotional material must receive prior approval from the Executive Committee 12. Annual Financial Report The Treasurer’s annual financial report will include description of receipts and disbursements for the following items: a) Receipts: membership, program dues, donations/sponsorship, bank income (including term deposit income and interest on bank account), miscellaneous b) Disbursements: awards/prizes/donations, mailing/photocopy/labels/postage/stationary, printing of Bulletin/programs, Website expenses, travel expenses (speakers, executive members), honoraria (speakers), program costs (room booking, catering, AV rental), bank service charges, miscellaneous. 13. Thank you gift On an annual basis, the treasurer shall purchase a thank-you gift for the host site where the monthly executive meetings are held, (College of Pharmacists of BC). The amount of this gift shall not exceed $300 per year or another amount as decided by the executive.
Last revised: April 2006
Digital Projector Terms of Reference
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