Treasurer’s Role
Liz Judson & Nick Benning
All you have to do is … • Set a budget for the Toastmasters year • Keep track of your incomings and outgoings – Bank money coming in – Pay bills
• Pay new members fees and renewals to World Headquarters • Keep the club committee up to date
Budgeting - key principles
Annual income twenty pounds, annual expenditure nineteen nineteen six, result happiness. Annual income twenty pounds, annual expenditure twenty pounds ought and six, result misery. Mr Micawber, David Copperfield ch. 12
Budgeting • Don’t hope for the best - do a spreadsheet Twice Per Month Meetings In Coming Money in per member (per 6 months)
Outgoings Semi annuals (to US per member) Room (£25 per meeting for 12 meetings plus 2 at £34) Toastie materials (assumption £60 per 6 months)
Difference between incoming and outgoing
Money in per member 30
20 members 25 members 30 members 35 members 600 750 900 1050
Unit cost (or per meeting) 11.5
6 months /20 members 25 members 30 members 35 members 230 287.5 345 402.5
25
368
368
368
368
60
60 658
60 715.5
60 773
60 830.5
-58
34.5
127
219.5
Money in and out • Pay valid costs and expenses promptly • Use the receipt book provided by World Headquarters • Keep track of income and expenditure via a spreadsheet • Check against bank statements and World Headquarters statements
Keep track of transactions – monthly … Guildford Speakers Club Accounts
July 2003 Balance
Bank balance at 30 June Room hire New member Stationary
(55.00) 42.00 (45.00) 0.00 0.00
1,514.45 1,459.45 1,501.45 1,456.45 1,456.45 1,456.45
Totals
Room Hire
Financial statement for the period 1 - 31 July
Balance at 30 June
1,514.45
Room hire Semi annuals Pro-rated Subscriptions Joining Fees Toastmaster orders Postage & Stationary Officer training Dues paid to the US Interest Prizes Dinners Balance at 31 July
(55.00) 30.00 0.00 12.00 0.00 (45.00) 0.00 0.00 0.00 0.00 0.00 1,456.45
Joining Fee
TM Orders
Postage / stationary
Officer Training
Dues Paid to the US
Interest on Bank Account
Prizes
(55.00) 30.00
12.00 (45.00)
(55.00)
Guildford Speakers Club
Semi Pro-rated Annuals Subs
30.00
0.00
12.00
0.00
(45.00)
0.00
0.00
0.00
0.00
‌ and for the year as a whole Guildford Speakers Club accounts Beginning of year balance 1 July
July 2003 to June 2004 1,514.45
Money in Semi annuals Pro-rated Subscriptions Joining Fees Interest Total money in
Sub total (beginning of year plus money in)
Money out 30.00 0.00 12.00 0.00 42.00
1,556.45
Room hire and refreshments Toastmaster orders Postage & Stationary Officer training Dues paid to the US Prizes Dinners Total money out
-55.00 0.00 -45.00 0.00 0.00 0.00 0.00 -100.00
Difference between money in and out this year This year total so far (sub total + total money out)
1,456.45
This year total so far (check)
1,456.45
-58.00
Amounts due to World Headquarters • Best to pay by credit card online • You can take out a credit card to use only for Toastmasters, paid off in full each month by Direct Debit from the Club’s bank account • Renewals to World Headquarters are due by 1st October and 1st April, but aim for earlier - or any problems which need sorting out will take you over the deadline • Any queries with WHQ, email renewals@toastmasters.org
Semi annuals from Club members • Give plenty of notice via emails, club meetings etc. • Don’t be afraid to ask - but don’t hassle to death • Be flexible in forms of payment accepted from club members: – Standing order – Cheque – Cash – Bank transfer
Semi annuals - the abiding rule
NO PAY NO PLAY