At the executive committee meeting in April, the committee passed a motion to present the conference with a bylaw amendment concerning the host clerk’s responsibility of establishing a separate financial account for the income and expenses of the annual meeting. The amendment will be to Article VIII of the bylaws.  In the past, hosts would basically set up a checking account to handle all the expenses and deposits for the annual meeting.  The executive committee believes this rule is antiquated with the onset of our ability to have Cassie Bradshaw (our NCSC administrator) immediately pay invoices and also the establishment of an NCACC debit card that can be used by the host and is tied directly to the NCACC accounts. Oversight of the account is also at the fingertips of the treasurer and Cassie who can monitor money in and out of the account.

ARTICLE VIII

Host Clerk

1. Designation of Host Clerk and Responsibilities. The host clerk for any annual meeting will be the member(s) designated by the Executive Committee to fulfill the responsibilities of this Article. A host clerk shall have the obligation to establish a separate financial account for the deposit of registration fees and any other funds received by the host clerk for the annual meeting, and for payment of the expenses of the annual meeting as appropriate. The account may be viewed by the Treasurer at any time. The host clerk shall prepare, with the assistance of the Treasurer, an accounting of income and expenses that relate to the management of the annual meeting. The financial statements shall be made a part of the reports by the Treasurer to the Executive Committee.
2. Additional Responsibilities. The host clerk shall have such additional responsibilities as may be specified by the Executive Committee or set forth in the Operational Guidelines of the Convention Assistance Committee.