Annual Planning Calendar

          Planning Calendar
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
  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  
  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  
  Request Palmetto Award nominations 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  

 

Copyright © 2019-01-23 Florida Native Plant Society