Administration and Finance Committee (AFC) Charter

 Administration and Finance Committee (AFC) Charter

Authority
This Administration and Finance Committee (AFC) is a Standing Committee of the Board established under Article VI of the Bylaws.

Purpose
To oversee APA Utah’s financial health, administrative operations, and compliance with nonprofit standards. The Committee ensures accurate financial reporting, sound budgeting, and strong internal controls, and provides guidance on long-range financial planning, fiscal policy, and risk management. AFC plays a critical role in sustaining the operational and strategic capacity of the Chapter.

Membership
Any Utah Chapter Member may seek to serve on a Committee.
Committee members shall be appointed by the Committee Chair.
Appointments will occur at the beginning of the governing year.
The Committee Chair may fill vacancies or remove a member at any time, with or without cause.

Committee Chair/Vice-Chair (if needed)
The Committee Chair will be an elected member of the Board.
The Chair will be appointed with a majority vote of the Board.
The Chair may request a Vice-Chair as well as recommend an appointee.
If a Vice-Chair is needed, one will be appointed with a majority vote of the Board.

Size and Terms
The Committee shall have at least three (3) members and no more than eleven (11) members.
Committee members shall serve a minimum 2-year term, with no limit on terms served.
Committee members shall serve staggered terms to ensure continuity over time.
The Chair and Vice-Chair terms will end when the Chair's board term ends, regardless of re-election pursuits.

Meetings and Attendance
Meetings will occur monthly.
The meeting schedule will be determined by the Committee at the start of the year.
Additional meetings will be scheduled in special circumstances.
Committee members are expected to attend no less than 75% of scheduled meetings.
Minutes of all Committee meetings will be kept and preserved for record-keeping.

Operations
A majority of Committee members constitutes a quorum.
Any approvals made by the Committee require a quorum present, followed by a majority vote of the quorum.
The Committee Chair will report its activities to the Board during the Board's scheduled meetings.
Committees may collaborate with other APA UT Chapter Committees.
Committees may request Board approval to activate a Task Force to assist with ad hoc needs.

Responsibilities

• Ensure the Chapter's financial records are accurate and complete.

• Maintain the general funds and accounts of the Chapter and be responsible for their security.

• Make the payment of contracts authorized by the Board. The Chair of this Committee is authorized by the Board to sign contracts on behalf of the Chapter.

• Provide and interpret monthly reports to the Board on the income and expenditure status of the annual budget and a financial statement indicating the status of the Chapter's accounts.

• Prepare and submit to the Board a year-end financial report indicating the final status of the Chapter budget accounts, including deficits or carryovers that may occur. Submit the report to APA National.

• Under the direction of the Chapter President, prepare and submit an annual budget for Board approval.

• Evaluate and update the Chapter Financial Policies to ensure proper segregation of financial duties.

• Conduct long-range forecasting and programming in cooperation with the other Committees.

• Develop and recommend an appropriate investment policy based on the Chapter’s mission to the Board.

• Supervise Task Forces under its purview (currently: Audit).

• Oversee the preparation and submission of APA Utah’s annual tax filings in coordination with a certified tax professional and ensure the timely completion of the annual report required by the national organization.

Helpful Skills, Backgrounds, Interests
While not required, members with the following are encouraged to participate:

• Knowledge of nonprofit governance and financial compliance

• Background in finance, budgeting, accounting, or auditing

• Familiarity with QuickBooks or other financial platforms

• Strategic thinking and risk management experience

• Interest in supporting APA Utah’s mission through fiscal responsibility and transparency

• Comfortable working with financial data and presenting reports to diverse audiences

Time Commitment

Committee Chair/Vice-Chair:

• Monthly: 3–4 hours

• Peak Season*: 6–8 hours

Committee Members:

• Monthly: 1–2 hours

• Peak Season*: 3–5 hours

Peak Season is defined as October–January (for budget development and annual reporting cycles).

Charter Modifications
This charter may be reviewed annually by the APA UT Board and updated as necessary to reflect evolving organizational priorities and opportunities.

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