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General
Each Bailliage is a small, not-for-profit entity. As such, it is incumbent
on each Bailli to manage the Bailliage prudently.
Incorporation. Each Bailliage is encouraged to organize and conduct
its business as a not-for-profit corporation.
Insurance. It is not necessary for Local or Regional Bailliages to
secure Liability or Accident Insurance. The Bailliage des Etats-Unis
carries liability insurance written on a blanket basis, covering all duly
constituted and appointed Bailliages, their officers and members, for
claims which they are legally obligated to pay for Bodily Injury and
Property Damage incurred while they are engaged in an official capacity in Chaîne
activities. There is also a Group Accident Policy which covers any member,
either Local or National, while traveling on Chaîne official business. Any
other insurance desired by the Local Bailliage, such as coverage for a
wine cellar, or event coverage, or any special coverage must be obtained
by the Local Bailliage, and the cost must be borne by the Local Bailliage.
Annual Meetings. The By-Laws of the Chaîne require that each
Bailliage hold an Annual Meeting of the Board of Directors of the
Bailliage. Section 8.3 (a) reads, "Each Bailli shall convene a Meeting of
the Bailliage Board of Directors at least annually by notice in writing of
the time and place of the Meeting mailed to every member and the Bailli
Provincial; and shall furnish a copy of the Minutes of said Meeting to the
pertinent Bailli Provincial and Chambellan Provincial/Chambellans
Provinciaux within a reasonable time after said Meeting."
Bank Accounts
Because the Bailliage is
an entity separate from the members of the Bailliage, each Bailliage
should establish a bank account in its own name. A checking account should
provide for a return of canceled checks for back-up documentation.
The bank will usually ask for "resolutions" of the organization. These
resolutions are provided in draft form by the bank and should be filled
out by the Bailli and the Vice Chancelier-Argentier. The resolutions
advise the bank that the organization has duly authorized the individuals
named therein to be the signatories on the bank account.
As
a matter of convenience, a Bailliage is encouraged to have two officers
with signing authority, usually the Bailli and the Vice
Chancelier-Argentier. This structure permits greater availability of
signing officers in the event that one is not available. Moreover, it may
provide for continuity when officers change.
Financial Records and Reports
Reporting Requirement. Bailliages are required, under Section 8.6
of the By-Laws, to prepare Financial Statements annually and distribute
them to each member of the Bailliage and to the Bailli Provincial. These
statements, which should be designed to be as easy to understand as
possible, are to be completed and distributed within ninety days of the
end of the fiscal year.
Bailliages are encouraged to use June 30 as their fiscal year end. The
advantage of this date is that activities in the chapter are at an ebb and the preparation of Financial Statements are, therefore, easier.
Dues Collection Timetable. A Bailliage may wish to send dues
notices out to its members towards the end of the calendar year to
coincide with national dues notices. The value in the coincidence of the
mailings is that membership lists are current for both the national and
the local Bailliage, and follow-up for those members who may be tardy is,
therefore, easier. However, there is no requirement that the local dues
notice coincide with the fiscal year end of the Bailliage.
Income. A Bailliage will receive almost all of its funds from only
two sources. Members will pay local dues annually, and members and guests
will pay for functions. For the sake of simplicity and clarity, the
sources of receipts should be segregated in the Bailliage's books of
accounts or records. There is no need to have more than one bank account,
but there is a need to keep track of receipts by source.
Expenses. Local dues may be used to cover a variety of costs, which
might be segregated for record keeping and reporting purposes. There are
administrative costs such as stationery, mailings, awards to chefs, and
awards to members. Purchases for a Wine Cellar may also come out of local
dues unless a Bailliage levies an assessment just for this purpose. Money
spent just on events should be segregated just as receipts for events are
segregated.
If you need further information or assistance, please contact:
Harold S. Small, Argentier National
Phone (858) 759-4600
Click here to send an email to
Harold Small
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