TREASURER-NORTHFIELD CONFERENCE

Each year the Northfield Conference books close on March 31^st. All bills for the year need to be submitted before 3/31.

Prepare a year-end report for THE NORTHFIELD LEAGUE. You will receive the necessary papers to fill out from the League Secretary sometime in February. (Marjorie Spencer, 28 Oakhurst Rd., Hopkinton, Ma. 01748)

Make copies of the UBS financial reports of the Northern Area Committee and Philip W. Hawley accounts and send with the printout from the computer on the close of business on March 31^st to Mrs. Spencer. Keep originals in our files. This report is due before the end of May. Copies of previous reports are in the files. We are classified under the IRS as a Section 509(a)(l).

Sales or purchases of stock to the accounts at UBS must also be reported to the League.

The treasurer should attend the May meeting at the Northfield School and the Retreat in September. A computer printout should be prepared for the Fall Retreat, Winter Weekend and the close of business each year. Be sure to e-mail a copy to each member of the board plus the financial committee at least a week before these meetings.

A deposit of $1000.00 is mailed to the school the first of May plus a copy of the page from The Travelers Liability policy showing we have the necessary million dollar insurance coverage. Mail to: Auxiliary Enterprises, 206 Main St., Northfield, Ma. 01360. (This address could change)

Medical insurance for the June Conference is $150.00 (Edward Cruses, P.O. Box 548, Farmington, CT. 06014) copies in file.

.Both the registrar and treasurer should sit together at registration on Sunday from 1p.m. to 5p.m. Checks should be recorded and deposited to the bank before the end of the conference. We do not accept Canadian checks or credit cards. The Canadians usually bring dollars or money orders in American Funds.

The Children's Program teachers are paid by check. Give individual checks to the Coordinator on Friday morning.

An envelope is given to each person in charge of Billings, T-shirts, and Silent Auction. They will record the expenses and income and return to treasurer at the close of the conference. Bills should be given to the treasurer during the week and payments made to them in cash or check and recorded. Sitters for the children's program are paid on Friday night by cash or check. Person in charge will submit a bill to the treasurer for the number of hours for each sitter.

There will be several people who come in late or leave early from the Conference. They should be charged a small registration fee, room charges per night and board according to the price per meal. Since we do have about 15 or 20 in this category each year, you give the final count to Northfield but take off 10 people. The school allows a 5% leeway. Any money received from these people is put into the gift, Misc. or another income account. Keep a list of the names and totals. A 5x8 card should be used and new people should have an address, etc. for future mailings.

A short report is usually given at the annual meeting but a more compete report is presented at the Retreat in the fall.

In September, the League will send notice that we need to send a check to Mrs. Spencer for the cost of the accountant who files with the IRS. They charge us $2.00 for each person who attends. (In 2004, I sent a check for l20 people). This figure can be flexible and I don't add in the people who may stay a day or two.

At the Retreat in September, it will be decided if we will have an annual appeal letter. It is written by a committee member or a conferee and mailed out by the end of October. The treasurer's address should be on the return and checks made out to NAC and sent to the Treasurer. Each donation is acknowledged ASAP and checks deposited and recorded for our records.

WINTER WEEKEND when we contract for the next year at Rolling Ridge, a check is sent for the deposit at that time. Another check is mailed in December according to the contract terms. Someone from the committee will sign the contract. Be sure to keep a copy for your files. (Rolling Ridge, 660 Great Pond Road, North Andover, Ma. 01845)

The person in charge of registration should be given deposit slips and envelopes from the bank 3 weeks ahead of WW. The treasurer will have a few bills to pay and the balance due on the contract. A report should be prepared after WW.

After the Conference in June, the positions will change with a new person coming on board. The person who has just been added should sign bank papers stating that they can also sign checks in the event the treasurer is absent. (The bank I use now is Norway Savings Bank, P.O. Box 347, Norway, Me. 04268-9987 Tel: 888-725-2207).