Duties and Responsibilities
The Vice President of Financial Planning shall prepare and submit the Association’s annual
operating and capital budgets to the Officers and Trustees for review and approval no later than
December 31 of the preceding year and oversee their execution. The Vice President shall oversee
PHA’s physical assets, capital expenditures, and related insurance policies; maintain records and
documents pertaining to the office; and support the Association’s financial planning and grant
funding efforts.
The duties and responsibilities include, but are not limited to, the following:
1. Operating and Capital Budget
1.1. Prepare and submit the annual operating and capital budgets to the Officers and Trustees no
later than December 31 of the preceding year.
1.2. Monitor budget execution and report significant variances or financial concerns to the
Officers.
1.3. Oversee capital expenditures in accordance with approved budgets, PHA policies, and
established authorization procedures.
2. Physical Assets and Insurance
2.1. Oversee PHA’s physical assets and coordinate planning for their maintenance, improvement,
and preservation.
2.2. Arrange, negotiate, and maintain appropriate insurance coverage for PHA’s property and
other assets.
2.3. Ensure that records and documentation relating to PHA’s physical assets and insurance
policies are properly maintained and stored in the designated PHA records repository.
3. Grants
3.1. Identify grant opportunities and prepare or coordinate grant applications supporting PHA’s
capital projects, facility improvements, and cultural activities.
3.2. Coordinate with the Seattle Polish Foundation (SPF) and other fiscal sponsors, as applicable,
on grant applications, funding arrangements, and the distribution of awarded funds.
3.3. Maintain records of grant applications, awards, agreements, expenditures, and reporting
requirements in the designated PHA records repository.
4. General Responsibilities
4.1. Ensure that financial planning, expenditures, and investments are consistent with PHA’s
mission, policies, approved budgets, and established procedures.
4.2. Communicate regularly with the President and other Officers regarding financial needs,
obligations, insurance coverage, and the status of investments.
4.3. Perform other duties as assigned by the President or approved by the Board of Officers.
4.4. Attend monthly PHA Officers’ meetings.
4.5. Perform gate duty at PHA according to the agreed schedule.