Y.F.C. Leadership Lectures

Bay of Plenty Beacon, Volume 12, Issue 43, 4 May 1948, Page 6

Y.F.C. Leadership Lectures

Duties of Club Treasurers

(By N. H. E. Hockin, A.R.A.N.Z.)

The following notes apply more particularly to the duties of a Treasurer of a Young Farmers’ Club. Immediately following his appointment or election, a Treasurer would set about his new duties in the following manner:— (1) Receive from the retiring Treasurer any cash in hand, all receipt books, cash books, bank books, cheque books, receipts and documents and books with any bearing on the financial affairs of the club. If appointed at the annual general meeting he would receive an audited copy of the annual accounts as adopted by the meeting. If appointed to fill a vacancy occurring at some time throughout a year he should request all of the 'above-mentioned records from his predecessor as well as an audited statement of receipts and payments as at the time of taking oyer. The retiring Treasurer is entitled to a receipt for everything he delivers.

(2) I'he Treasurer is of course, directly under the control of his committee so far as internal management is concerned. He should at all times work in co-operation with his Chairman and his Secretary, but the keeping of the necessary financial records is entirely his own responsibility. He should set about his work in the following 'manner, bearing in mind that the income of the club is his first consideration: — :

(a) Obtain from the Secretary a complete list of members. (b) Collect from those members any subscriptions or levies either by rendering accounts or by personal application, whichever is the accepted custom in the club, and issue receipts. (c) If a Banking Account is used, bank all monies received at regular intervals. (d) Pay accounts as directed by his committee. (e) Keep records of all transactions made by him. (f) Produce Cash Statements as and when required by his committee. , 1 Books of account required and their purpose, are:— Receipt Book in which all cash received must be entered. A separate receipt must be given to each member on payment of his subscription. Total receipts from any functions such as dances should be entered as a primary record. The receipts in the book should be numbered consecutively. It is desirable that the Treasurer sign his receipts below a rubber stamp impression bearing the name of his club, it looks more “official.” Receipts should be delivered to the payor of monies as soon as possible and it is always wise for the Treasurer to carry his rec.eipt book with him to all meetings and gatherings so that he can issue receipts at once for any money collected.

Cash Book: A record of the monies received is then Written into the cash book (in ink) in the same sequence as received. For these entries the left-hand page is used and it may be called the Receipts side of the Cash Book. Take care that the cash in hand brought forward is the first entry made.

Payments are of course entered on the opposite page. If payments are made from cash and a banking account and cheque book are not used extra care must be taken to obtain receipts from the payee. It is a good idea to number such receipts consecutively from the first payment. If a cheque book is used the last three figures of the cheque may be used as reference numbers, and in either case it is as well to use a coloured pencil for the numbering process.

> A Rough Cash Book would serve a good purpose at gatherings where money is collected and expenses are paid out on the spot.

A good treasurer will never be found wanting when called upon at a General or Committee Meeting to state the financial position of his club. At each meeting he should present a Statement of Receipts and Payments up to a recent date and indeed his committee should always expect a Statement.

In such a Statement it is not necessary to show all details. Totals of such receipts as subscriptions or donations may be shown but more detail should be given in Payments. Having taken his Cash Book to the meeting the Treasurer should be able to supply: all details. He may also be called upon for a list of unfinancial members.

Now that the meeting is informed of the cash position of the club it will know how to deal with accounts for payment and perhaps budget for any further undertakings. In precenting accounts for payment the Treasurer should prepare a list with the actual accounts* attached. When the meeting has pased the accounts each one should be suitably marked and signed by the Chairman. The Treasurer now has full authority to pay out. At the end of the financial year the Treasurer will prepare his State-

rrient to cover the whole year’s financial operations for presentation to his committee for approval so far as form is Concerned. He will then hand his receipt books, cash books and vouchers (i.e. receipts for payments made) to the Club’s Auditor. He will give his Auditor all information and detail required, making sure, of course, that he has allowed ample time for this work to be done 'before the Annual General Meeting where he will be called upon to read his Statement and give any further explanations that may be required of him. Having done all this with credit he will find that in a very few minutes he, will be re-elected Treasurer for a further term—with a rise in honorarium.