Help Needed - Treasurer Role Spec

Treasurer Role Spec

Overview

Responsible for managing and reporting on the Proms financials, interacting with the Chair and Secretary regularly and with others on the committee making the financial commitments required, reporting to the Committee monthly on account position. Activities include management of the financial accounts: bank a/c, savings a/c, card accounts (zettle and sumup), and some elements of cash management (a role in itself). These activities involve making payments and processing receipts (for reporting); invoicing, e.g. sponsors and pitch fees and chasing payment as required; and reporting financial position monthly and at the end of a Proms season by event and category of income / spend at the AGM.

Financial Account Management

The Proms has 4 financial accounts: the primary two are the current and savings accounts , both with Lloyds (Stratford branch). Signatories on the accounts are Tim Porter, Haydn Ward, and two prior Treasurers: Peter White and Emma-Jane Roberts. The “business” address for everything relating to these accounts is Tim’s – any admin where they need to contact the “business” goes through Tim.

The other two accounts are for card payments, zettle and sumup. These are “seasonal” / “serve a purpose”. There are a/c logins, but they nett to zero at the end of a season, i.e. as money comes in, they take their fee and deposit the remaining takings into the Proms current a/c.

2.1.Bank Accounts

There are two “Community” accounts with Lloyds in the name of “Shipston Proms”: 30-98-26 / 64454968 a current account and a savings account (same s/c, 81846468), both accessible via a single online login. This requires an ID, password, and a card to use with a “gizmo” for verification (a card that looks like a debit card, but not, and a card reader) – new signatory and login needs to be arranged by current signatories.

Treasurer Responsibilities:

Login and make payments as required. Invoices can be seen directly in email; forwarded by Chair/ Secretary; or expenses from committee members;

Monitor the “Treasurer” e-mail and action accordingly – the Proms has a dedicated Treasurer email address – most come through this, but also keep an eye on personal e-mail and “junk”;

Login now and again and reconcile vs. expected income and payments;

Account for whatever comes through by event and category. (Maintain Spreadsheet – see below);

Xfer amounts to savings when appropriate (end of Proms year generally, just to make the most of some sort of interest). (vice versa in the heat of action when things need paying for).

2.2. Card Payment Accounts (zettle and sumup)

Zettle login: treasurer@shipstonproms.org.

Sumup login: treasurer@shipstonproms.org.

Passwords at handover since verification code is messaged to Treasurer mobile phone which needs to be changed over.

Treasurer Responsibilities:

Beginning of the season, login, delete any irrelevant items from prior year and enter the items for sale by category, e.g. event tickets, donations, raffle, bar. During the 2 weeks, maintain the items, e.g. delete events that have taken place to reduce “clutter” and add items, e.g. bar as they are defined;

Login every now and then and process the reports available for sales made, allocating them to event and category for reporting (Maintain Spreadsheet).

2.3. Cash Management

This is a role in its own right and defined separately. Treasurer responsibility is to help as required, e.g. withdraw and provide cash from bank for floats. At the end of the season, the Treasurer responsibility is to account for the cash (report provided by the Cash Manager) in the Spreadsheet (cash by event and category) and bank it.

2.4. Maintain Reporting / Control Spreadsheet

Noted above, central to the role, a spreadsheet is used for financial reporting and control. Treasurer responsibility is to maintain. Primary activity is to enter all transactions - income and expense from all sources, and verify balance vs. accounts. Spreadsheet has a tab for reporting (pivot table) that uses transactions as the source (just need to refresh following a transaction entry).

INVOICING & FOLLOW-UP

Treasurer Responsibility: Take input for all those that need to be invoiced. This is primarily from Sponsorship (role defined separately) and the odd “other” (e.g. pitch fee). Generate the invoice, save as PDF, and e-mail.

Non-payers, e-mail, phone, harangue, hand deliver…the vast majority are lovely, but some need the Treasurer turning up on their doorstep!!

Cash Handler Role Spec

Overview

Responsible for cash management. The Proms is cash intensive: events and categories within events, e.g. raffle and bar, require floats; significant cash sums are received and also spent on expenses, both need to be accounted for. Activities include float management; accounting for cash takings and expenses by event; managing the physical cash (counting and bagging); at the end of the season reporting the cash by event and category; and handing over the report and cash to the Treasurer for inclusion in overall financial reporting and banking.

ACTIVITIES DETAIL

Cash Manager cannot be at every event. Events require an Event Manager (separate role definition). Working with the Event Manager:

Ensure requisite floats are in place ahead of time (typically: door, raffle, bar, merch). Might require a “cash call” from the Treasurer, but usually just at the start of the season – plenty of cash is subsequently taken that can be re-deployed as necessary (just need to account for it);

Brief the Event Manager on how to manage the cash: as far as possible, keep categories of cash separate (door, bar, raffle, etc.). In the heat of battle, things can understandably get a bit “polluted” – cash from one “tin” required in another. Try to avoid, but “shit” happens….

Post event, the Event Manager hands all cash back to the Cash Manager. Account accordingly by event and category of income / expense;

Lots of counting and cash bagging……co-op others to help!!

Meet with Treasurer and Chair. Review cash takings / expenses by event. Handover the cash for banking;

Hate to say this, but does it all pass the “smell test”? You cannot ever be 100% sure, cash is like water….