The treasurer is a member of the SF3 Board of directors and reports to the Board and the SF3 President.

Time Requirements: 1-2 hours per month for Board-member duties plus 3-5 hours per month for Treasurer-specific duties (closer to five hours generally between April and June when a con is running)
Presence at WisCon: Optional: Can designate another person to be at-con representative
Term: Generally 3 years
Role summary: The Treasurer drafts the SF3 annual budget; submits all forms/licenses/permits to keep our organization in compliance; facilitates purchasing; obtains our insurance; and works with our professional bookkeeper.
Main Tasks:
General responsibilities as a member of the SF3 Board:

• Must hold SF3 Membership at the time of appointment and maintain that Membership for the duration of office
• Attend Annual Membership Meeting
• Contribute to all board conversations outside of Annual Membership Meeting in good faith
• Undertake 1-2 hours of work pertaining to Board responsibilities for oversight and direction of the organization
• Conform to Conflict of Interest Policy
• Remain aware of all SF3 project policy; propose and participate in creating policy as appropriate
• Vote on all issues before the Board at monthly one-hour Board meetings
• Review, vote to accept or reject, and sign contracts on behalf of the organization
• Whenever a vacancy occurs on the Board, the treasurer participates in appointing officers (President, Treasurer, Secretary) each year from the current Board, per Wisconsin nonprofit law
• Inform the Board when you will be unable to respond to communications (vacation, illness, life events, work demands, etc.)
• Respond to all WisCon communications as outlined in the volunteer Code of Conduct

Responsibilities specific to the Treasurer position:

• Submit annual SF3 budgets to the Board for approval, including those for all Committees, soliciting input as necessary
• Submit SF3 taxes and other licenses/permits
• Maintain D&O Insurance for SF3 annually and acquire event insurance for all in-person events
• Monitor PO Box; delegate collection of mail to a secondary, local Board member if necessary
• Serve as main admin for Board-specific secure online document storage (Google Drive); set access & permissions appropriately, and conduct general oversight regarding the contents of the account
• Give advice regarding requests for one-time purchases (including durable equipment) made by committees including the ConCom, in terms of SF3’s total financials
• Oversee purchasing and paying invoices, which may include issuing debit cards (physical or virtual) to designated volunteers; reimbursing individuals who have made approved purchases for WisCon or SF3; and sending artists their proceeds from the Art Show
• Before the con, withdraw cash needed during the con, and store at-con cash overnight (can delegate to an at-con representative)
• Liaise with and supervise the work of SF3’s bookkeeper, who maintains financial records and prepares reports (involves monitoring of SF3’s bank and other financial accounts)
• Maintain the roster of individuals who have purchased SF3 memberships for the current fiscal year
• Create new email forwarders as needed (e.g., if a new department is created, you’ll log into our web host to set that department@wiscon.net forwards to department@wiscon.sf3.org)
• Serve as backup for the Secretary’s duties in cases where they are unavailable

Skills & experience (should have):

• Excellent organizational skills.
• Excellent one-on-one communications skills (for communicating with other Board members and Committee/Department members).
• Basic knowledge of Google Sheets, including how to use formulas for arithmetic and how to open and copy data from CSV (comma-separated value) files.
• Time and ability to check email on a frequent basis.

Helpful skills (can be learned):

• Written communications / public relations skills for communicating with volunteers in Basecamp and providing occasional updates to the general WisCon community.
• Exporting CSV reports from PayPal, Stripe, and from the WisCon registration system for communication with the bookkeeper.

Exclusions:

• It is preferred that the Treasurer is not a WisCon Co-Chair.

Training Plan:
SF3 Orientation
Basecamp Orientation
Walkthrough of Treasurer Guidebook and key files in Google Drive

Ongoing:
SF3 Board Meetings
Outgoing Treasurer Kit Stubbs will be available to answer questions

If you are interested in being our SF3 Treasurer or if you have questions about the position, please contact Personnel at personnel@sf3.org!