Seeking: Board Treasurer!
Are you interested in horticultural education, growing fruit, and increasing access to stronger, healthier, more independent food systems? If so, we need you!
Home Orchard Education Center seeks a positive, enthusiastic, fruit-loving individual to join our Board of Directors as Board Treasurer
About The Home Orchard Education Center:
HOEC is a 501(c)3 non-profit centered around the stewardship of an established educational community orchard, located in Clackamas County, Oregon.
The HOEC Mission is: To celebrate and explore horticultural education, provide equitable community access to healthy food, and support systems that promote intergenerational community connection.
About the Position:
The Treasurer is first and foremost responsible for overseeing the maintenance of financial systems and records, payroll, taxes, the yearly budgeting process, and communicating with board members in relation to finances. The treasurer serves as the Chair of the Finance Committee.
Term: After completing two years of service, a board member has the option to apply to fill another HOEC board position.
Time Commitment: 10-15+ hours/month, including:
One monthly board meeting. Currently hosted virtually in the early evenings on the second Tuesday of each month, but the meeting time and dates may be flexible.
Occasional planning and/or subcommittee meetings (typically 3-5 per year).
On and/or offsite marketing, fundraising, or sales events (typically 2-4 per year).
Correspondence: Must be reachable and available to confirm receipt of HOEC-related correspondence, and respond to emails and phone calls within 72 hours. Will advise the board if they plan to be unavailable for 1 week or longer.
What Does The HOEC Board Of Directors Do?
The role of the HOEC Board is to ensure the organization works towards and adheres to its stated purpose and mission, to make decisions in the best interest of the HOEC, and to ensure that applicable laws and regulations are being followed. This means that board members attend board meetings, brainstorm and share ideas with each other, support and work with the Executive Director, and vote on important issues. Titled board members also perform tasks related to their specific title, such as note taking, record keeping, running reports, subcommittee oversight, leading meetings, etc.
It is important to know that the HOEC board is a working and fundraising board. Being a part of a working board means that board members do fulfill basic governing duties, but also have some additional responsibilities related to the essential functioning of the organization, like helping to create new policies, fundraising, and serving on a subcommittee.
Service on the HOEC Board of Directors is voluntary. No payment or other type of compensation is offered other than experience working on a nonprofit board and the knowledge that you are doing good for your community!
Primary Duties
The Treasurer, in consultation with the President(s), Vice President, and Executive Director, shall be responsible for the following:
Banking & Bill Pay:
Maintain a bank account for the organization.
Maintain adequate documentation for tax and reporting requirements appropriate for a 501(c)3 organization.
Lead preparation of the annual 990 and work closely with the President to prepare the CT-12.
Record any incoming funds from the Executive Director and/or other members in a prompt manner. When necessary deposit funds to the organization bank account.
Create a timeline or electronic calendar documenting due dates for bills and other upcoming payments. The list of events can be accessed in the “Taxes, License, and Insurance Deadlines” document.
Ensure all bills, contractors, and/or employees approved by the organization are paid in a timely manner.
Create systems to address check signing authority, expense reimbursement, credit card usage, and petty cash policies.
Keep records of all bank statements and financial transactions.
Work cooperatively with the Executive Director to ensure that all income/expenses are recorded.
Work cooperatively with selected accounting and payroll vendors to ensure that obligations for payroll, payroll deductions, and tax and withholding payments to State and Federal entities are met.
Review expenses monthly to ensure expenditure limits were maintained.
Budgeting:
Work to create a realistic annual budget by chairing the Budget Committee and working cooperatively with the Executive Director and any other significant contributors.
Make adjustments to the budget throughout the year when changes are approved by the board.
Communicate with the Board and Executive Director to keep them assessed of upcoming or anticipated bills and/or debts, both budgeted and unbudgeted.
Reporting:
Ensure that board members are seeing good, clear financial data to help inform decisions.
Identify what financial reports are needed by the board & the organization as a whole.
Create a timeline / schedule for said reports.
Work to complete or review said reports and duties in a timely manner. Including but not limited to:
Monthly treasury report for review at each board meeting
Monthly payroll
Quarterly Tax & Financial Reports
IRS form 990
Annual audit
Ensure that all reports are given to the secretary for storage and backup.
Maintain books and reconciliation.
Investigate variances and report conclusions.
Organizational Growth:
Participate in recruitment of new committee / subcommittee members.
Actively seek out funding opportunities.
Actively seek out opportunities for personal and professional growth
Actively seek out opportunities for enhanced community connection
Privileges
Has one vote regarding all board decisions, absent any conflicts of interest.
May sign checks.
May make bank deposits.
May authorize high priority/critical expenditure requests in conjunction with the President(s) or Vice President with an expected turn-around requirement of 24-72 hours.
Are you interested in joining the HOEC Team? We’d love to hear from you!
Application Form: Please click the button below and fill out an Application! Filling out this form does not mean you have made any commitments, it's just step one of our nomination process, and our nomination team will be in touch to answer questions and connect with you further.
Want to ask more questions first?
Email us at info@homeorchardeducationcenter.org and we’ll be happy to speak with you further!