DUTIES SPECIFIED IN BYLAWS (Article II, Section 6):

1. Coordinate with the Central Office in the collection of all dues for the Society and be in charge of all funds received by the Society.

2. Coordinate with the Central Office in the mailing of notices of dues to members annually and the receipt of dues.

3. Present a financial statement of the Society as of June 30 to the Executive Committee.

4. Prepare the annual budget and submit the budget to the Executive Committee for review and approval.

5. Disburse funds of the Society and oversee the disbursement of funds by a designated employee of the central office of the Society on requisition from the appropriate officers as specifically set forth in the approved budget.

DUTIES ACCORDING TO POLICY OR UNSTATED POLICY:

1. Except in questionable cases, the Treasurer acts for the Executive Committee in approving membership applications (Section 1 a 3).

2. The Society requires annual certification of student members by signature of a faculty member or department head on the membership renewal form (annual dues notice)[Section 1 c]?. (In practice, a photocopy of current student ID is also considered acceptable.)

3. The First President-Elect taking office concurrently with the Treasurer will be listed as an authorized signature on all ABS accounts for the duration of the Treasurer's term. The Treasurer shall appoint, with the confirmation of the Executive Committee, a member of ABS as co-signer for ABS investments and monetary transactions for the duration of the Treasurer's term (Section 17 b).

4. Annual dues should be paid 4-6 weeks in advance of expiration of current membership to ensure no gaps in journal delivery or online access (Section 17 c). Members renewing late may order in-stock back issues of the journal at the prevailing single issue price (Section 17 d).

5. Mailing labels or membership lists can be sold for one-time use for purposes deemed by the Treasurer to be acceptable and relevant to the study of animal behavior (Section 17 e). Mailing labels will be sold only if the exact materials to be mailed out have been examined and approved by the Treasurer or, in the case of non-routine requests, approved by the Executive Committee. A charge of (U.S.) $75 per 1000 labels will be made (Section 26 a). Requests will be denied if the majority of votes cast or 20% of the Executive Committee votes not to make labels available (Section 26 b).

6. The Treasurer of ABS should be personally bonded in the approximate amount of cash available in the preceding year, the bond being specifically for ABS funds (Section 17 f).

7. The Ad Hoc Committee on Investments (consisting of the Treasurer and two past Treasurers) is to review and report annually to the Executive Committee on the allocation of monies (Section 17 g).

8. All members of the Executive Committee and chairpersons of committees who have received any money from the Treasurer during the fiscal year and any past or present officers holding ABS funds, must submit a statement of money received, expenditures, and money on hand at the end of the fiscal year, 30 June. This report should be sent to the Treasurer and members of the Executive Committee (Section 17 i).

9. The Treasurer should monitor and report to the Executive Committee that ABS monies used to assist the Certification Program are reimbursed to ABS in a timely fashion (re Section 28 VI F).

10. The Treasurer shall be charged with the responsibility of maintaining the Society's records on Fellows. The records are to include the names, addresses and dates of election of all Fellows as well as whether or not each Fellow is active. The death of a fellow of the Society shall be recorded. The Treasurer shall inform the Secretary of the deaths of Fellows so that they may be announced in the Newsletter.

11. Coordinate and administer Ethnic Diversity Fund annual awards according to Section 14.

12. Review and approve the budget of the ABS meeting host before the registration fees are set.

SUGGESTIONS AND UNSTATED POLICY:

1. The Central Office shall provide current membership labels to the Secretary, Program Officer, other members of the Executive Committee and to local hosts for ABS annual and regional meetings upon request. The Secretary should receive the labels around 1 January, 1 April, 1 July, and 1 October for Newsletter mailings.

2. There are four financial categories of membership:

a. full member dues $46.00 (receives journal, Newsletters, votes, can give papers at meetings)

b. student member dues $23.00 (must include verification of student status, signed by member of ABS or Department Chair; same privileges as full member)

c. emeritus member dues $23.00 (same privileges as full member)

d. joint member dues $28.00 (same privileges as full member except shares the journal with colleague at same address)

e. members from developing countries $25.00 (same privileges as full member, defined in Policy Section 13).

3. There are two categories of non-members:

a. Subscriber to Newsletter only, $8.00

b. Subscriber to Journal only, 365 pounds (subscriptions via Academic Press)

We also have some courtesy members such as members of ASAB temporarily residing in North America who would like to receive the Newsletter and notification of meetings (see Section 1 e). We also send Newsletters to various members of the ASAB Council and Newsletter editors of other societies.

4. Only checks in U.S. funds are accepted. Mastercharge and Visa are also accepted; credit card costs to Society could be indicated and perhaps added to the bill.

5. The Treasurer's books will be audited annually, by way of the Central Office manager, by a C.P.A.

6. Upon written request, the Treasurer will send monetary reimbursement to members of the Executive Committee, as long as their request falls within their budget guidelines. The written request constitutes a receipt and justification for sending the check which is required by the auditors. Officers who receive money are responsible for the money and must be able to account annually to the Executive Committee for their expenditures. If a request for funds exceeds the budget for that office, the Treasurer will request an increase in the budget from the members of the Executive Committee and the bill will not be paid until consent is received.

7. Submit annual report, including expenses and budget, to Executive Committee.

8. Submit annual report, correspondence files, and other appropriate archive materials to Historian.

AGREEMENTS WITH ASAB:

1. The ABS Central Office will receive a monthly acknowledgment from the publisher of all requested changes and a computerized listing of changes that have been made.

2. Replacement issues will be sent in a timely fashion.

3. The Central Office will receive a monthly acknowledgment of replacement issues sent out.

4. We will use the publisher's membership number when requesting changes for individuals.

5. All correspondence will go through the current subscriptions supervisor.

6. The publisher is responsible for providing documentation of the annual invoice, i.e., the individuals who received the volume for which we are being billed.

7. ASAB agreed to bill us at the same time each year, 1 March. Any serious problems with the publisher should be discussed with ASAB.

8. ASAB is concerned that some members put their journals into a library rather than having the library subscribe to the journal. Library subscriptions are one of the ways in which the subscription price of the journal is kept down. ASAB asks that we urge our members not to put their journals into their libraries.

PROCEDURES:

1. Inquiries. Response to all inquiries concerning membership should be immediate. Letters are sent to any potential members suggested on the dues renewal form.

2. Renewal Notices. Dues renewal notices should go out no later than 1 October. The publisher must receive notification of reinstated members before 5 January in order to insure uninterrupted delivery of the journal. Second and final notices are sent 1 December.

3. New Members. New members are processed within the month of receipt of their dues. Each is sent a letter of welcome to the Society. If the member joins after 15 January, an attempt will be made to send all materials which have been sent to the membership during that year (including Newsletters and program announcements).

4. Reinstating Members. Reinstated memberships are processed within the month that the check is received. For those joining after 15 January, an attempt will be made to send all materials that had been sent to the membership that year. Reinstated members are sent a card confirming that their membership has been renewed.

5. Processing Checks.

a. A record is kept of each check received, including deposit slip number, name of remitter, check number, and amount.

b. Checks are deposited in a checking account.

c. Bad checks are rare but when they occur the person is sent a personal letter which results in replacement funds being sent immediately (if not, membership is cancelled within two months).

d. On occasion people send the wrong amount; if they send too little, they are sent a letter requesting the additional amount and their membership is not processed until the full amount has been received; if they send too much, then the remainder is considered a donation; if they send twice as much as necessary or if they pay twice, then their dues are recorded as having been paid for two years.

6. Processing Charges (MC/Visa)

a. Since the fee for MC/Visa is a function of the ticket size, charges are processed once a month.

b. A record is kept of the amount deposited as in 5 above.

c. Bad account numbers are not uncommon and when they occur a personal letter is sent to the member requesting that they send us the correct account number. This usually results in an immediate response, but

if not, the membership is cancelled within two months.

7. Address and Name Changes. When a change is requested, the membership status is checked and the change is processed within the month.

8. Journal Problems. When a complaint about journal delivery is received, the membership status is checked and the complaint is processed within the month; upon receipt of notification from the publisher that a replacement issue has been sent, a letter is sent notifying the member.

9. Processing Changes. When new members, renewals, address changes, or name changes are received the following occurs:

a. the check is recorded and deposited.

b. the computer files are corrected (including the individual code which gives the membership status, payment status, and the type of most recent change to the file)

c. the change is sent to the publisher.

10. Updates. On the 15th of each month an update of the status of the membership is sent to the publisher. The update includes a computer listing of new members, renewed members, address changes and name changes; journal problems are sent on a typed sheet with an explanation of the problem. Whenever possible the publisher's membership number should be used when requesting changes.

11. Checking Publisher's Changes. The publisher keeps a separate computer listing of the journal subscriptions. The publisher will send us a computerized listing of the requested changes to their files. These must be checked against our listing to make sure that all changes are correct, and any corrections must be sent to the publisher.

12. Bookkeeping. Books are balanced monthly after the bank statements have been received. Particular attention is given to the unrecorded changes in balance that occur, such as interest added from other savings accounts, bank charges for foreign checks, charges for writing checks, etc.

13. Disbursing Funds. The Central Office, in consultation with the Treasurer, should pay all bills to the Society in a timely fashion. In particular the invoice from ASAB for journal subscriptions is to be paid by 1 March. The subscription listing upon which the invoice is based must be checked against our current listing.

14. Receiving Funds. Only the Treasurer or Society Manager will receive any funds coming to the ABS.

15. Income Tax. The Animal Behavior Society has a tax exempt status with the federal government, but income tax forms (Form 990) must be filed. This is done by an accountant.

16. Incorporation Papers. These are received annually (usually in October) and must be signed by members of the Executive Committee. ABS is officially incorporated in the State of Illinois.

17. Annual Report. The annual statement of the Society's monetary holdings will be prepared after the end of the fiscal year and reported in the February Newsletter. This report must include the balance from all accounts of all officer's holding ABS monies. The proposed budget will be approved by the Executive Committee. The Treasurer will also prepare a statement of Treasurer's Office expenditures for the fiscal year.

18. Changes. Changes in procedures do not require approval of the Executive Committee, but an updated statement of procedures and duties of the Treasurer should be filed with the Parliamentarian annually for inclusion in the Handbook.