Page 30 - sipo membership directory

G. An audit of the SIPO financial records shall be performed at the end of each fiscal year.
The audit committee shall consist of no fewer than two (2) members of the Club who are not
treasurers or signers on the Club’s accounts.

H. Requests for expenditures not in the approved budget must be pre-approved by the
board prior to incurring the expense.

I. Financial records will be submitted to the SIPO Tax Accountant in a timely manner for
completion of the annual IRS tax filing by November 15 th each year.

J. Any contract entered into that is financially binding, shall be approved by the SIPO Board
of Directors

K. The Treasurer(s) shall preserve all financial records of the Club for no fewer than 10
years.

L. Annual dues for SIPO Membership shall be billed to members no later than May 15 th
each year. These dues include Soroptimist International (SI), Soroptimist International of the
Americas (SIA), Northwestern Region (NWR), and SIPO dues, Club Liability Insurance, and
Founders Pennies. SIPO Club dues shall be adjusted according to the Seattle Consumer
Price Index (CPI). The SIPO board of Directors may waive or adjust this increase as they
determine necessary.

M. Dues are to be paid by each member no later than June 15th each year. Non-payment
of dues shall result in termination of SIPO membership. The Treasurer(s) shall pay dues to
SIA and NWR by June 30 th each year.

N. Registration fees shall be paid by SIPO for each member wishing to attend District, NWR,
or Area meetings. If the fee is paid by SIPO and the member cancels, the member shall be
responsible for the registration fee unless SIPO has otherwise been reimbursed.

O. Complete Registration costs, including meals, lodging, and transportation shall be paid
for the SIPO Delegate and President at NWR District 1 Meeting in the fall. Likewise for the
NWR Conference in the spring, the same shall be paid for SIPO Delegate, President, and
President Elect.

P. SIPO members attending other than those noted above are responsible for their own
meals and lodging and shall reimburse the club.

Q. A reservation made is a reservation paid for all SIPO events, meetings, etc. Any member
cancelling a reservation after the deadline date is financially responsible for that reservation.

R. General Liability Insurance for SIPO activities is provided by SIA, with payment of Annual
Dues. A Certificate of Insurance is online and available for printing as needed. Should
someone need to be specifically listed, a Certificate of Insurance may be requested from
SIA’s Insurance Agent as listed online.

S. Directors & Officers/Management Liability is a separate policy and shall be maintained
by SIPO, by separate application and payment of premium each year.

6. Committee chairs shall maintain and keep current a committee notebook detailing committee
activities and procedures. Committee chairs shall report to the board at intervals determined by the level
of activity and as determined by the president. Notebooks shall be passed on to each successor chair no
later than July 1 each year.

7. Document retention and destruction policy: The retention policy for Treasurers records is noted in 5
(J) above. The Secretary’s minutes are the permanent record of the club and must be kept in perpetuity
using any two current, readily accessible electronic formats.

Adopted: August 28, 2018