Every chapter should maintain a file of important documents. A well-maintained file is critical to the future success of a chapter. If important documents are filed and passed on from year to year, it is less likely a chapter will misplace its checking account or be unaware of its tax status. Other documents filed can help a chapter with future planning and also serve as reference material.
This file should be maintained by an active officer of the board, either the chapter secretary or some other person to whom the chapter assigns the task. Two additional officers should be named, and documented as individuals who may have access, should something happen to the existing keeper of the file. This can be as simple as stating that the chapter president and vice president may have access. This document should be placed in the file and in another location for safekeeping (with the chapter administrator or in another file). The board file should contain the following:
Chapter by-laws*
Articles of incorporation*
Corporate resolutions*
Not-for-profit certificate (if applicable; this varies from state to state)*
Tax ID number*
Account Information (checking and CD, if applicable)*
Signature cards
Tax returns (if applicable)
Financial statements
Budgets |
Insurance documents (if applicable)*
Board rosters
Agendas
Minutes
Current membership lists
Tracking of open enrollment courses (attendance, etc.)
Document granting access to two other officers*
Copies of newsletters
Copies of flyers or listings of past events
Copy of diversity assessment |
*Keep document in both the board file and the treasury file (if applicable).
In addition to the board file, a chapter may choose to keep a treasury file. You may choose to include some of these documents in both files to avoid loss of information. In the list above, an asterisk (*) is located next to the documents that should be included in both files. Be sure to add tabs for appropriate categories (e.g., board information, programming, education, membership, financial, general administrative).
Please deliver to: [name and address] should be posted on the file’s cover just in case it is left behind by the individual appointed to maintain the file.
Any documents sent to RMA HQ will be filed; however, because of the constant changes made to chapter documents, chapters should not rely on files kept at HQ. It is wise to occasionally send updated documents to HQ for future reference.
A chapter that has misplaced any of these documents should check with HQ to see what may be filed there. If documents still cannot be found, the chapter should recreate these documents.
An Audit Committee can be valuable to a chapter to avoid the possibility of lost documentation. The annual audit could include both a financial audit of disbursements and receipts during the year, as well as an audit to make sure all documents are present before the file is passed on during transitions.
To maintain the size of the file, a chapter may choose to scan onto a disk any files that are more than five years old. The disk can then be kept within the file.
Chapters should maintain a list of past presidents and try to keep their contact information up-to-date. Past presidents can be a good source when trying to find documents and information from the past.