Illinois Council By-Laws (.pdf)

PROPOSED FUND RULE FOR ILLINOIS COUNCIL STANDING RULES

A. Fund shall be established as the Illinois Council of NAIW Fund. Money may be accepted into the fund by virtue of donations and through proceeds from council functions.

B. The fund shall be administered by a custodian who shall be the most immediate past council director consenting to serve or a member appointed by the Council Director or elected by the delegates.

C. The custodian shall:
1. Have general supervision and management of the receipts and disbursements during their term, which shall coincide with the fiscal year.
2. Have the Council Director approve all expenditure.
3. Keep an itemized summary of all transactions and make a detailed report at the council annual meeting.
4. Submit books and records for audit when requested.
5. File any and all tax forms required.

D. The council director shall appoint two members who are in attendance at the annual meeting to audit the Fund at the annual council meeting.

E. The Fund is to be invested in an interest bearing (if available) account insured by FDIC.

F. The custodian of the Fund should be covered by a fidelity bond. The bond amount should be adequate to protect the Fund amount.

G. Expenditures from or dissolution of this Fund shall be limited to those authorized in the Council Fund Guidelines adopted by the NAIW Board of Directors and published in the NAIW Comprehensive Manual.

H. All checks shall have two (2) signatures. It is recommended the signers be the Council Director and the custodian of the fund.

I. Budget funds are restricted in accordance with National NAIW Standing rules as follows:
1. Council Directors shall have a budget allocated for their term of office to be used to make one (1) visit to each association in their Council and for communications (photocopying & postage) with members in the Council, not to exceed the budgeted amounts.
2. Council Directors-Elect shall have a budget allocated for their term of office to be used to make one (1) site visit to see the location and meet with the host association to plan the program for the Annual Council Meeting.

J. Expense vouchers must include a copy of the airline ticket, or a detailed account of mileage. Mileage will be reimbursed at the per-mile rate of 28.5 cents per mile (this amount can be increased if approved at the Annual Meeting by the Council Delegates). This per-mile rate is intended to reimburse the owner/driver of the car for the operations and maintenance costs such as oil, fuel, tires, etc. It is not designed for effecting major repairs on an automobile, and expenses due to mechanical breakdown are not reimbursable. The per-mile rate reimbursed will not exceed the cost of a commercial airline ticket between the same points. In determining the mode of transportation – air or car-the less expensive option, which is compatible with the scheduling requirements, should be chosen.

K. For Postage & Photocopying
A separate expense voucher must be submitted for postage and photocopying. A copy of the mailing piece(s) for which reimbursement is sought must accompany the expense report.

L. All expense reports are to be typed or printed in ink and MUST be submitted within 30-days from the date of the expenditure, except for the month of June, which must be received by your Council no later than June 30th to be considered for reimbursement. Expense vouchers must be accompanied by receipts for any expense over $10.

M. Any unused Council Director and/or Council Director-Elect budget funds given to the Council by National NAIW must be returned to National NAIW and be received by July 10th of following fiscal year in accordance with Policy I.C.10.

NOTE: Should a council have an Awards Fund, the Council of NAIW fund must be a completely separate fund.

NOTE: Effective July 1, 2005 – Council Director’s & Council Director’s-Elect budgets were given to the Councils for reimbursement of the Council Director & Council Director-Elect expenditures each July by National NAIW.

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