MILITARY POLICE FUND FOR BLIND CHILDREN FONDS DE LA POLICE MILITAIRE POUR ENFANTS AVEUGLES
AIDE­MÉMOIRE ANNEX B UNIT REPRESENTATIVE CHECKLIST ­ MPFBC v January q q q q q q Verify with Non Public Funds (NPF) that the cheque from December (i.e. all of previous FY money has been sent to MPFBC head office) ­ note December checklist from previous year. Submit your MPFBC Unit Report Form for the previous year to the Regional Representative responsible for your geographical area (20 January) – signed hard copy. Ensure your unit submissions are ready for the March Annual General Meeting (and if necessary resubmit/rewrite those submissions that were not approved or deferred (if applicable) at the December meeting). Begin preparing for your 1 March MPFBC Anniversary celebrations (i.e. PR entries into local newspapers, etc.) Begin writing any request for seed money to be tabled in March if required. Ensure any money made is turned­over to NPF and they are made aware of the March cheque submission deadline. v February q q q B­1/4 Prepare your first quarter requests (submissions) for funding approval for the March Annual General Meeting (be aware that summer camps, etc. should also be considered for funding at this time). Any seed money requests should be ready for submission for consideration at the Annual General Meeting. Ensure any money made is turned­over to NPF and they are made aware of the March cheque submission deadline. August 2007 v March q MPFBC Annual General Meeting (normally scheduled for 1 st week of March and when the annual budget will be tabled for spending of funds for the upcoming year by quarter). q Ensure NPF has sent the 1 st quarter cheque to the MPFBC Head Office in Ottawa. q Ensure that the 1 st part of the Unit Report form (i.e. amount sent to MPFBC Head Office for March) has been completed – send copy electronically to your Regional Representative responsible for your geographic area. v April q Begin canvassing for 2 nd Quarter (i.e. June) submissions for requests of funds. q Any requests for seed money should be sent (i.e. for planned Fall activities). q q When you receive the March Annual General Meeting minutes, review it to confirm that any submissions you have forwarded have been actioned. Ensure that invoices for approved submissions are forwarded to MPFBC Head Office in a timely fashion. Ensure any money made is turned­over to NPF and they are made aware of the June cheque submission deadline. v May q q q Prepare your June submissions review and resubmit any that were not approved or deferred (if applicable) at the March meeting. Ensure any money made is turned­over to NPF and they are made aware of the June cheque submission deadline. If you are posted this season, use this month to organise the hand­over to the new representative and review with the new unit representative this checklist and your previous notes (i.e. submissions, letters, etc.). v June q 2 nd Quarter Board of Directors meeting will be held ­ submissions will be tabled, ensure that your submissions have reached the Regional Representative responsible for your geographical area if applicable. q Ensure NPF has sent the 2 nd quarter cheque to the MPFBC Head Office in Ottawa. q Ensure that the 2 nd part of the Unit Report form (i.e. amount sent to MPFBC Head Office for June) has been completed – send copy electronically to your Regional Representative responsible for your geographical area.
B­2/4 August 2007 v July q q q q Review the minutes of the 2 nd Quarter Board of Directors meeting, ensure it properly reflects your input and submissions. Ensure that invoices for approved submissions are forwarded to MPFBC Head Office in a timely fashion Ensure any money made is turned­over to NPF and they are made aware of the September cheque submission deadline. Prepare your September submissions review/resubmit any which were not approved or deferred (if applicable) at the June meeting. Prepare any requests for seed money for Christmas season. v August q q Ensure that you have your 3rd Quarter (Sep) Board of Directors meeting submissions into Ottawa NLT 15 August. Note: money required for Christmas must be submitted for this 3 rd quarter meeting. Ensure any money made is turned­over to NPF and they are reminded of the September submission deadline v September q 3rd Quarter Board of Directors meeting will be held ­ submissions will be tabled. q Ensure NPF has sent the 3 rd quarter cheque to the MPFBC Head Office in Ottawa. q Ensure that the 3 rd part of the Unit Report form (i.e. amount sent to MPFBC Head Office for September) has been completed – send copy electronically to your Regional Representative responsible for your geographical area. v October q q q B­3/4 Review 3 rd Quarter Board of Directors meeting minutes; ensure that it properly reflects your input and submissions. Ensure that invoices for approved submissions are forwarded to MPFBC Head Office in a timely fashion Ensure any money made is turned­over to NPF and they are made aware of the December cheque submission deadline. Ensure you have completed the first half of the Unit Report form.
August 2007 v November q q Year­end submissions must be prepared and sent to MPFBC Head Office in Ottawa for the fourth quarter Board of Directors meeting which will be held in December. The budget will be reviewed and adjusted if necessary in December. Ensure any money made is turned­over to NPF and they are reminded of the December cheque submission deadline. v December q 4 th Quarter Board of Directors meeting will be held ­ submissions will be tabled. q Ensure NPF has sent the 4 th quarter cheque to the MPFBC Head Office in Ottawa. q Ensure that the 4 th part of the Unit Report form (i.e. amount sent to MPFBC Head Office for December) has been completed – send copy electronically to your Regional Representative responsible for your geographical area. q q B­4/4 31 Dec is the actual deadline for the receipt of money (by Head Office in Ottawa) to be considered in that year’s books. Any money received on or after this date will be put toward money raised in the New Year. Ensure the third copy of all “First Level Receipts” are fwd to your Regional Representative so that Official Tax Receipts can be forwarded to the donor in January in time for the tax season.
August 2007