[Stc_presidents-discuss] [SPF] Re: Bookkeeper? Bank accounts? Credit unions?

Ann L. Wiley Consultants Inc. ann at annlwiley.com
Tue Aug 25 20:34:36 UTC 2015

The SIGs I manage have so few transactions, that approval is the only concern, not just the main one! When there are any regular or periodic transactions, more guidance would be needed. I see readily how much the staff could benefit. Do you think, Lori, we should consult with STC’s treasurer and volunteer to develop a list of questions and suggestions about updates? We could circulate the list of course, to the presidents and SIG managers to get more input.


From: Lori Meyer [mailto:meyer.communications at gmail.com] 
Sent: Tuesday, August 25, 2015 4:12 PM
To: Ann L. Wiley Consultants Inc.
Cc: Presidents' Email List; Lori R Meyer
Subject: Re: [Stc_presidents-discuss] [SPF] Re: Bookkeeper? Bank accounts? Credit unions?


Thanks for your helpful perspectives, Ann. I'm serving as interim treasurer for the Technical Editing SIG, and I believe an updated Community Treasurer Guide from STC would be helpful for both chapter and SIG treasurers. One thing I would like to see in an updated guide is a discussion of the differences between SIG and chapter treasurer duties. I think a clear understanding of how the two types of communities differ in terms of their financial operations would be beneficial to all community treasurers and would make the STC staff's job easier as well. 





Lori R. Meyer

Immediate Past President, East Bay Chapter <http://ebstc.org>  

Membership Manager, Rochester <http://stc-rochester.org>  and San Diego <http://www.stc-sd.org>  Chapters

Membership Manager, Instructional Design and Learning SIG <http://www.stcidlsig.org/> 

Director, Carolina Chapter <http://stc-carolina.org>  

Secretary, Washington DC/Baltimore Chapter <http://wdcb.stcwdc.org>  

Secretary, Instructional Design and Learning <http://www.stcidlsig.org>  and Technical Editing <http://stc-techedit.org>  SIGs

Interim Treasurer, Technical Editing SIG <http://stc-techedit.org> 

Social Media Volunteer, Consulting and Independent Contracting SIG

Leadership Team, STC Community Affairs Committee

meyer.communications at gmail.com 

Twitter: @lrmeyer747






On Tue, Aug 25, 2015 at 8:45 AM, Ann L. Wiley Consultants Inc. <ann at annlwiley.com> wrote:

In the Rochester Chapter, a long-time member and past STC President conducted a yearly audit in behalf of the chapter for many years. A yearly audit is a good addition to any set of chapter procedures. It protects both the chapter and the treasurer. I have a personal issue with having someone paid to audit the work of a volunteer. As a volunteer treasurer I would always require a yearly audit by at least one other member of the organization--that member also being a volunteer. I’m a church treasurer, and this is our arrangement. Church finance volunteers are possible volunteers to be STC Chapter treasurers. 


Lori mentioned updating the guidelines for chapter treasurers. SIGs are different, because they do not handle funds. STC handles deposits and disbursements. The concern for SIGs is that any expenditures be properly approved. I hope the board will be able to review the guidelines for treasurers again soon. I have no particular questions, but would be happy to help if that is useful.


Ann L. Wiley, CNY



From: stc_presidents-discuss-bounces at mailer.stc.org [mailto:stc_presidents-discuss-bounces at mailer.stc.org] On Behalf Of julie.waxgiser at thomsonreuters.com
Sent: Tuesday, August 25, 2015 9:22 AM
To: marsha.jennerjohn at schneider-electric.com; president at stcnewengland.org
Cc: stc_presidents-discuss at mailer.stc.org; stc_presidents-discuss-bounces at mailer.stc.org
Subject: Re: [Stc_presidents-discuss] [SPF] Re: Bookkeeper? Bank accounts? Credit unions?


Hello, all.


The NY Metro chapter echoes what the Eastern Iowa Chapter says.


I have two things to add:



Our chapter uses Google Drive (although any type of repository suffices). We have Process docs that we have created and still create for everything – roles, processes, etc. Each process doc includes who does what and when (actors), templates of emails to be sent, links to requisite documents and forms (also on Google drive), and the like.

This practice might be helpful for other communities. (Hey! I might have just came up with our next application for a Pacesetter award!)



I spoke to Aiessa Moyna, who was the treasurer of STC before Jane Wilson. She said that if you have a long-standing treasurer for a number of years (no number specified), it is a good practice to have an independent auditor (a CPA, perhaps) take a one-time look at your community’s books. You might be able to negotiate a rate with the auditor or even find one to do the job pro bono. If there are ethical concerns with a pro bono audit of your books, you might want to consult the CAC or Jane Wilson.


Julie Waxgiser

STC NY Metro


From: stc_presidents-discuss-bounces at mailer.stc.org [mailto:stc_presidents-discuss-bounces at mailer.stc.org] On Behalf Of marsha.jennerjohn at schneider-electric.com
Sent: Tuesday, August 25, 2015 8:58 AM
To: President STCNE
Cc: stc_presidents-discuss-bounces at mailer.stc.org; Presidents' Email List
Subject: [SPF] Re: [Stc_presidents-discuss] Bookkeeper? Bank accounts? Credit unions?


G'day All, 

The Eastern Iowa Chapter has never had a paid bookkeeper.  Treasurer is an elected position, and we have had the same one for several years.  He does a wonderful job.  I do agree that an update of the STC information would be helpful. 

President, STC Eastern Iowa Chapter 

Marsha Jennerjohn  |   Schneider Electric   |  Partner Business  |   United States  |   Senior Technical Writer 
Phone: +1-319-369-6322 <tel:%2B1-319-369-6322>   |   Mobile: +1-319-431-7089 <tel:%2B1-319-431-7089>  
Email:  <mailto:marsha.jennerjohn at schneider-electric.com> marsha.jennerjohn at schneider-electric.com  |   Site: <http://www.schneider-electric.com/>  www.schneider-electric.com  |   Address: 3700 Sixth St. SW, Cedar Rapids, IA 52404 USA 

*** Please consider the environment before printing this e-mail 

From:        President STCNE <president at stcnewengland.org> 
To:        "Presidents' Email List" <stc_presidents-discuss at mailer.stc.org>, 
Date:        08/24/2015 08:09 PM 
Subject:        [Stc_presidents-discuss] Bookkeeper? Bank accounts? Credit unions? 
Sent by:        stc_presidents-discuss-bounces at mailer.stc.org 


Hi, everyone. 

Our paid bookkeeper, who has worked for STC New England for 12 years, is leaving us in December. 

We must learn everything we can from her in the next four months, while also referring to the Guidelines for STC Community Treasurers, published in March 2011. 

My questions to this list are: 

1.        Do you have a paid bookkeeper? Are you happy with the relationship? 
2.        If you don't, but rely on an STC chapter member, do you keep that person on year after year?  
3.        If you have frequent turnover, how do you handle it? How do you find qualified people? 
If you have any particular advice or godly admonitions for us, lay them on us! 


--Nancy Allison 
STC New England


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