ANS_NE Activity Calendar | Northeastern Section

November 12, 2019

ACTIVITY MANAGEMENT CALENDAR

Fiscal year is September 1 to August 31; Federal & State tax filing due May 15^th.

Program Year is July 1 to June 30 (four meetings per year required)

Incorporated December 11, 1984 at Boston, MA under MGL Chapter 180

Federal ID No. 22-2547166

July

New program year starts (July 1)
New Officers and Directors take office (July 1)
Approve meeting fees and dues – Executive Committee
Optional-Approve one-year and five-year plans (Optinal) – Executive Committee
Optional-Send copies of one-year and five-year plans to ANS Headquarters – Chair
Prepare and Submit Section Annual Financial Statement for Board review – Outgoing Treasurer
Send list of Officers and Committee Chairs to: ANS Headquarters, Local Sections Committee section liaison, Local Sections Committee chair and Local Sections Committee Secretary – Chair (August 1)

August

Updates for new Officers and Committee Chairs
Update the web site – Webmaster
Update Distibution of ANS-NE emails to new officersd and committee chairs.for web site generated emails – Secretary/Webmaster
File Certificate of Change of Directors with secretary of state – Secretary
Request passwords for new officers for Website and Archive administration,
Submit audit results to Executive Committee for approval – Financial Committee
Prepare Annual Report, including financial report, and send to ANS Headquarters(either provide full report by August 1 or short form on-line report by August 31) – Outgoing Chair with inputs from Program Chair, Membership Chair and Treasurer
Determine key student university schedule and ANS national schedule to prevent conflicts with section program – Program Committee
Finalize Program through January 31- Program Committee Confirm program schedule for upcoming year and reserve meeting room(s) for Sept/Oct. – Program Committee

September

Start fiscal year;/budget year . We file our taxes on calendar year – Treasurer
Update bank account signature card to add new chair, treasurer and vice chair (optional) and remove those no longer involved – Treasurer
Update Fidelity account access for new chair, treasurer and vice chair (optional) and remove those no longer involved – Treasurer
Update Amazon Smile Program Access to new treasuer & vice chair – Treasurer
Hold first program meeting – Program Committee
Section Members to pay dues for new program year – Treasurer
Begin membership drive – Membership Committee
Update student section officers and faculty advisors on ANS-NE mailing list- Membership Committee/ Secretary

October

Update student section officers and faculty advisors on ANS-NE mailing list- Membership Committee/ Secretary
Update five-year plan – Optional, Chair
Appoint section representative to attend the ANS National (Winter Annual) meeting Local Sections Committee meeting – Chair
File State Annual Report for Non-Profit Corporations with MA Secretary of State (pay $15.00 filing fee by check or $18.50 if filed online) – Secretary (November 1)

November

Attend ANS Winter Annual Local Sections Committee meeting – Section Representative
Finalize ANS-NE Program through June 30 – Program Committee

December

Happy holidays

January

Appoint Nominating Committee (minimum of two members) – Chair
Obtain NE regional Directory from ANS Headquarters and assess for new ANS NE members (Bi-annually) – Membership Chair
Update membership list and send copy to ANS Headquarters (full mailing list with members identified; should not identify officers) (Bi-annually) – Membership Chair/Secretary

February

Ascertain interest / make arrangements for spring teacher’s workshop(s) (optional) – Chair/ Workshop Sponsor

March

Submit list of nominees to Secretary – Nominating Committee (March 1)
Appoint Election Committee (minimum of two) – Section Chair
Prepare list of authorized section voters (members that paid dues in full) – Treasurer

April

Send election ballot to membership – Election Committee (April 1)
Return election ballots to Election Committee – All voting members (2 weeks after ballot issuance)
Federal Tax Filing – File Form 990_N Online (Known as e-postcard) – Treasurer (due May 15)
State Tax Filing – Submit Massachusetts Form PC (Public Charities) Annual Report to MA Attorney General with $35.00 filing fee – Treasurer (due May 15)

May

Submit Report of election results to Executive Committee – Election Committee
Prepare initial program schedule for upcoming program year – Program Committee
Appoint representative to attend ANS Annual Local Section Committee meeting during ANS National meeting – Chair (May 31)
Update active paid membership list and send copy to ANS Headquarters (should not identify officers) – Secretary
Section Annual Meeting – Announce election results and discuss plan for next year – Chair

June

Appoint Audit Committee (minimum of two members) to review Treasurer’s books – Chair
Turn over records to incoming Officers & Committee Chairs, and send summary report to Secretary for Section’s history file – Outgoing Officers & Committee Chairs
Attend ANS National (Annual) meeting & Local Sections Committee meeting – Section Representative
As a result of ANS National Annual Meeting, add the following names to the Northeastern Section mailing list: liaison from ANS National to local sections, Local Sections Committee representative to local section – Membership Chair
Nominate committee members and Chairs – Chair/ EC Members
Approve committee members and Chairs – Executive Committee
Begin plans for next program year – All standing committees
Draft budget for next program year – Treasurer/ Chair Elect
Approve budget – Executive Committee
Optional – Prepare one-year and five-year plans – Executive Committee/Section Development Committee
Secretaries report to the Commonwealth of Massachusetts: Secretary
Decision to either submit full Annual Report or on-line short form report – (Executive Committee) (June 15)

Other

Submit changes to Bylaws and Officers to the Commonwealth after any changes. Secretary

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