| Month | Action | Responsibility | Venue |
|---|---|---|---|
| January | Solicit Committee reports for annual report | Executive Director | EXCOM meeting |
| Ensure completion of Registration for the Solicitation of Contributions by January 20th. | Executive Director, Treasurer | ||
| Review the Financial Statements and General Ledger in Quickbooks Online for accuracy | Treasurer | ||
| Request volunteer hours for pro-bono services provided to manage the Society. Prepare a 1-page overview for the Annual Report or alternative publication. | Treasurer | ||
| Re-announce Endowment Grant Application schedule for upcoming year | Science Advisory Chair | Sabal minor | |
| Soicit Nominations for Palmetto Awards | Executive Director | Sabal minor | |
| File annual report with the Florida Department of State | Administrative Services | ||
| Review and approve Contractor Invoices | VP for Admin | ||
| By January 20th | Registration for the Solicitation of Contributions Act is due. A renewal package will be sent to FNPS approximately 60 days prior to this date. | Treasurer | |
| Jan/Feb | Meet with Contractors | Executive Director, VP for Admin | |
| Review and approve Contractor Invoices | VP for Admin | ||
| Committee reports due for annual report | Treasurer | ||
| February | Palmetto Award nominations | President | BOD meeting |
| Advertise Slate of Officers | Nominating Committee | Sabal minor | |
| Review and approve Contractor Invoices | VP for Admin | ||
| Review the Financial Statements and General Ledger in Quickbooks Online for accuracy | Treasurer | ||
| March | Send verified financial records to the Auditor | Executive Director, Bookkeeper | |
| Write checks for conference expense | Treasurer/ Executive Director | Annual Conference | |
| Review and approve Contractor Invoices | VP for Admin | ||
| The verified records should be sent to the Auditor by mid March for the Income Tax return | Executive Director, Treasurer | ||
| Review the Financial Statements and General Ledger in Quickbooks Online for accuracy | Treasurer | ||
| April | File taxes | Executive Director, Bookkeeper | IRS |
| Submit Uniform Business Report (due by May 1st). A renewal notice will be sent to FNPS after the 1st of the year. | Executive Director | Florida Dept. of State, Div. of Corporations | |
| Review the Financial Statements and General Ledger in Quickbooks Online for accuracy | Treasurer | ||
| Review and approve Contractor Invoices | VP for Admin | ||
| By April 30th | Prepare a 1 page annual financial statement for the Society's Annual Report or alternative publication | Treasurer | |
| Due May 1st | The Uniform Business Report is due by May 1st. A renewal notice will be sent to FNPS after the 1st of the year. | Executive Director | |
| Secure 2 credit card machines for the conference registration. The conference registration contractor is copied on emails with Vantiv to connect the conference registration with the credit card processor. Have a credit card machine available for the Silent Auction payments on Saturday. After the conference, reconcile the credit transactions with the registration data and bank records for bookkeeping. | Executive Director, Bookkeeper | ||
| May | Provide schedule of next year’s meetings | President | BOD meeting at conference |
| Review the Financial Statements and General Ledger in Quickbooks Online for accuracy | Treasurer | ||
| Perform updates to FNPS bank signatures | Executive Director, Treasurer | Annual Conference | |
| Elect Officers | Nominating Committee Chair & President | Annual Membership Meeting | |
| Present "State of FNPS" Report | President | Annual Membership Meeting | |
| Present Endowment Awards | Science Advisory Chair | Annual Membership Meeting | |
| Present Palmetto Awards | President and/or Presenters | Annual Membership Meeting | |
| Introduce current members of Board of Directors | Outgoing President | Annual Membership Meeting | |
| Introduce new members of Board of Directors | Incoming president | Annual Membership Meeting | |
| Review tax return due for prior year May 15. Auditor prepares the Audited Financial Report following filing. | Treasurer, VP Finance, Executive Director, Auditor | ||
| Prepare Endowment Award letters & checks | Science Advisory Chair and Treasurer | ||
| Due May 15th | The Income Tax return is due for the previous year | Executive Director, Treasurer | |
| New Officers file exemption with Workers Compensation | Officers | ||
| Review and approve Contractor Invoices | VP for Admin | ||
| May 30th | Auditor prepares the Audited Financial Report after the income tax return has been filed | ||
| June | Prepare Annual Report for publication in The Palmetto | Executive Director, Treasurer | |
| Review the Financial Statements and General Ledger in Quickbooks Online for accuracy | Treasurer | ||
| Review and approve Contractor Invoices | VP for Admin | ||
| June/July | Survey Executive Committee and Chapter Representatives for contractors’ service records | VP for Admin | |
| July | Begin preparation of Draft Budget, solicit budget figures from Committee Chairs, contractors | Executive Director, Treasurer and VP Finance | EXCOM meeting |
| Review the Financial Statements and General Ledger in Quickbooks Online for accuracy | Treasurer | ||
| Review and approve Contractor Invoices | VP for Admin | ||
| July/Aug | Receive renewal from insurance company, complete and return | Executive Director | |
| August | Present preliminary budget and solicit Committee budgets to be prepared within 45 days. | Executive Director, Treasurer and VP Finance | BOD meeting |
| Review and approve Contractor Invoices | VP for Admin | ||
| Begin solicitation of contract proposals in preparation for Board of Directors for review prior to October Board of Directors meeting | Executive Director, VP for Admin | ||
| Review the Financial Statements and General Ledger in Quickbooks Online for accuracy | Treasurer | ||
| September | Announce Endowment Grant Application schedule for upcoming year | Science Advisory Chair | Sabal minor, FNPS website |
| Solicit contract proposals and send to Executive Committee for review prior to October Executive Committee | Executive Director, VP Admin | ||
| Review and approve Contractor Invoices | VP Admin | ||
| Review the Financial Statements and General Ledger in Quickbooks Online for accuracy | Treasurer | ||
| October | Review Budget | Executive Director, Treasurer and VP Finance | EXCOM meeting |
| Present report on contract proposals | Executive Director, VP Admin | EXCOM meeting | |
| Advertise Contracts coming due in January | Executive Director | Sabal minor, website, listserve | |
| Review and approve Contractor Invoices | VP for Admin | ||
| Review the Financial Statements and General Ledger in Quickbooks Online for accuracy | Treasurer | ||
| November | Present budget for approval by the Board of Directors. Send approved copy to the Bookkeeper | Executive Director | BOD meeting |
| Select Nominating Committee | President | ||
| Delete - moved to January | Request Palmetto Award nominations | Executive Director | |
| Added | Prepare, print, and mail annual appeal letter | President, Executive Director | |
| Present contracts to Board of Directors for vote | VP for Admin | BOD meeting | |
| Review and approve Contractor Invoices | VP for Admin | ||
| Request Annual Reports from Committees | Treasurer | ||
| Review the Financial Statements and General Ledger in Quickbooks Online for accuracy | Treasurer | ||
| Prepare State forms for filing (e.g.Solicitation forms package) | Executive Director, Treasurer | ||
| December | Review and approve Contractor Invoices | VP for Admin | |
| Review the Financial Statements and General Ledger in Quickbooks Online for accuracy | Treasurer |