Treasurer
Purpose: Record all accounting records of the club
Responsibilities
All new Treasurers must meet with outgoing Treasurer and Area Manager to sign new signature cards and have address changed for mailing of monthly statements. A copy of the December minutes when new officers are voted in must be presented to Bank at this time to establish authority of these changes. Deposits are mainly for one of the following categories:
New Members
Renewal Dues
Luncheon
Raffle Receipts
Deposits of payments for new members’ dues should be made on a weekly basis and within the month in which payment is received.
A copy of each check must be made as back up for every deposit. Deposits must be made by category – do not deposit payments for multiple categories within the same deposit. The only exception is if a single check is written for both renewal dues and luncheon reservations. In that case it is usually better to deposit that check with renewal dues.
Maintain checkbook noting all deposits made with reason for each (e.g. renewals, new members, luncheon, raffle, Ways & Means, Day Trips, etc.
New Neighbors League Club
479 S. Atlanta
Roswell, Georgia 30075-4923
770-993-7886
Email: [email protected]
Purpose: Record all accounting records of the club
Responsibilities
All new Treasurers must meet with outgoing Treasurer and Area Manager to sign new signature cards and have address changed for mailing of monthly statements. A copy of the December minutes when new officers are voted in must be presented to Bank at this time to establish authority of these changes. Deposits are mainly for one of the following categories:
New Members
Renewal Dues
Luncheon
Raffle Receipts
Deposits of payments for new members’ dues should be made on a weekly basis and within the month in which payment is received.
- Deposits of payments for renewal dues must be made within the month any payment is received and are best made on a weekly basis.
- Payments for luncheon reservations are the only payments that may be held to be deposited just after the event date. This allows for easier return of any payments that are refundable to the member if unable to attend the luncheon.
- Deposits of raffle receipts are to be made as soon as possible after the event. Such receipts are generally in the form of cash.
A copy of each check must be made as back up for every deposit. Deposits must be made by category – do not deposit payments for multiple categories within the same deposit. The only exception is if a single check is written for both renewal dues and luncheon reservations. In that case it is usually better to deposit that check with renewal dues.
Maintain checkbook noting all deposits made with reason for each (e.g. renewals, new members, luncheon, raffle, Ways & Means, Day Trips, etc.
- Balance checkbook each month for use in preparing monthly treasurer’s reports
- Write checks for expenses submitted by members with a voucher with attached receipt. File voucher forms by month with check number written on voucher. Give monthly receipts and vouchers to Area Manager at end of each year.
- Take blank copies of voucher form to all board meetings.
- For luncheons, write check for expenses incurred when invoices are presented. Take copies of vouchers and checkbook to luncheon to be able to make payments as quickly as possible. This may include payment to the facility where luncheon is held, reimbursement for door prizes etc.
- The Red Rose honoree and (1) speaker is complimentary at the luncheon.
- If unable to attend the luncheon, notify the president and give checkbook to the area manager.
- Invoice the "no shows" for the cost of their lunch if they did not pay in advance.
- Advise person in charge of Database/Directory/Circulation of receipt of any renewal checks received by email on a timely basis. It is a good idea to retain a copy of this email for future verification.
- Create a treasurer’s report for each month using Excel format based on previous years’ work. Sufficient copies must be made for all attendees for monthly board meetings.
- If unable to attend a luncheon or board meeting inform the president and get the checkbook to the area manager.
- Keep a spreadsheet of monthly receipts and actual expenses for a yearly budget to be prepared. This should be updated monthly.
- After the December board meeting and before the January board meeting, the incoming and outgoing presidents, incoming and outgoing treasurer, and area manager meet to prepare the yearly budget. Copies of this budget need to be made for the December meeting and voted upon.
- Prepare a monthly financial report of receipts and disbursements. Give a copy of the financial report to team members.
- Keep a copy for your files
- Send one copy to National Headquarters along with: Check for new (not transferred) members ($12.50 per member) along with the white membership forms. Maintain a copy of the form for voucher purposes.
- Checks are to be mailed to National at:
New Neighbors League Club
479 S. Atlanta
Roswell, Georgia 30075-4923
770-993-7886
Email: [email protected]
- Gather all financial reports and updated information for tax accountant. (This is done during the Winter term – January.)