Rotary Club District Assembly

Club Treasurer Role and Responsibilities

Jim White

District Treasurer 2016-2017

Your Responsibilities

• Manage funds

• Billing and collecting dues

• Develop a budget with President

• Working with The Rotary Foundation

• Submitting dues and fees to District & International

• Preparing your successor

Where does your club stand on the following:

• How are bank accounts setup• How do club members get billed and pay

dues• Does the Club have any outstanding debt• What is the budget for the coming year• Are funds allotted to club Committees• What kind of Accounting System is used• What paper work needs to be filed with

Board, RI, District, Government

Budgeting

• Budget reflects the Club’s Annual Plan • Good budgeting is key to Club success • Involve the Board of Directors and

committee chairs• Hold Committee chairs to their budget• Budget separately for charitable activities• Inventory activities and cash flow • Be conservative in estimates• Plan for contingencies

Budgetingcont’d

• Plan a favorable balance at year end • Obtain Board approval • Communicate in a Club Assembly

The RI Club Invoice

In July and January, clubs receive a simple, one-page invoice stating what the club owes based on membership information in the Rotary database. It is more important than ever for clubs to update membership information as changes occur.

Managing Funds

• Income

• Club Dues (watch membership numbers)

• Donations

• Money Raised from Club Activities

• Rotary Foundation Grants

• Sponsorship Funds

Managing Fundscont’d

• Expenses

• District and RI dues payments

• Charitable Expenses

• Office supplies and equipment costs

• Meeting expenses

• Promotional Expenses

• Committees expenses

Sample Dues Collection and Payment Calendar

Months Dues Collection Dues Payment

July Send out quarterly billingPay SAR Invoiceand District invoices

August Send reminders

September

October Send out quarterly billing

November Send reminders

December

January Send out quarterly billingPay SAR Invoiceand District invoices

February Send Reminders

March

April Send out quarterly billing

May Send Reminders RYLA billing is due

June

Sample Board Reports

• Balance Sheet

• Statement of Income/Expenses with a

comparison to budget

Rotary Club of the South

Balance Sheet

As Of April 30, 2016

ASSET ACCOUNTS

1030-Bank-Operating acct43,581.87

1035-Bank-Money Market20,060.59

1100-Member Receivables

18,438.00

Total ASSET ACCOUNTS82,080.46

LIABILITY ACCOUNTS

2010-Quarterly Charity Contributions6,750.60

2020-Special Charity Event469.37

2030-Charity-Other129.5

2080-Paul Harris Foundation Contributions

2,640.00

2090-Scholarships Payable

13,500.00

Total LIABILITY ACCOUNTS23,489.47

EQUITY ACCOUNTS

3000-Retained Earnings-Prior Years37,383.64

NET INCOME

21,207.35

Total EQUITY ACCOUNTS58,590.99

Total LIABILITIES & EQUITY82,080.46

Rotary Club of the South

Income & Expense Budget Comparison

GL Account April

YTD

Budget Variance

INCOME ACCOUNTS

4000-Initiation Fees

450 1,225.00 1250 25.00

4010-Member Dues

15,583.00 66,183.00 66,200.00 17.00

4015-Member Dues-Excused

3,215.00 13,395.00 13,400.00 5.00

4020-Meals-Visiting Rotarians

40 420 450 30.00

4025-Meals-Member Guests

180 2,160.00 2,180.00 20.00

4030-Meals-Excused Members

480 4,580.00 4,600.00 20.00

4050-Events/Socials

2,340.00 2,435.00 2500 65.00

4060-Interest Income

18.84 132.88 140 7.12

4080-Miscellaneous Income

300 1,369.70 1400 30.30

Total INCOME ACCOUNTS

22,606.84 91,900.58 92,120.00 219.42

EXPENSE ACCOUNTS

7010-Semi-annual Dues - RI

0 7,031.91 7,025.00 -6.91

7015-Semi-annual Dues - District

0 4,078.00 4,050.00 -28.00

7020-Meals-Visiting Rotarians

17.26 932.04 950 17.96

7025-Meals-Member Guests

120.82 1,864.08 1,850.00 -14.08

7030-Meals-Excused Members

466.02 4,021.58 4,000.00 -21.58

7035-Meals-Members

3,180.78 25,490.95 25,500.00 9.05

7040-Meals-Club Guests

172.6 1,156.42 1,200.00 43.58

7050-District Meetings

0 895.39 1000 104.61

7060-Events & Socials

2400 2500 2500 0.00

7070-Exchange Student support

300 2,093.00 2,100.00 7.00

7075-Interact support

0 0 0 0.00

7080-Rotaract support

34.52 224.38 250 25.62

7100-Club/Member Supplies

0 558.29 600 41.71

7110-Program expense

0 151.95 200 48.05

7120-Gifts/Flowers/Memorials

50.29 193.58 200 6.42

7125-Office Expense

61.67 1,082.43 1100 17.57

7130-Admin Service

1,750.00 17,500.00 17,500.00 0.00

7140-Professional Fees

0 800 800 0.00

7200-Bank & CC Fees

49 617.06 625 7.94

7250-Miscellaneous Expense

0 840.59 850 9.41

Total EXPENSE ACCOUNTS

8,602.96 72,031.65 72,300.00 268.35

NET INCOME

14,003.88 19,868.93 19,820.00 -48.93

Reports to File

Federal 990 Form

In Conclusion…..Whew!

Dues & Data Dues are based on membership information, so be sure to

update all data within 30 days of any changes AND prior to December 31 and June 30 of each year.

Club invoices from RI and the District are due and payable upon receipt and they are NOT adjustable. Be sure you check your spam filter to insure RI and District dues statements are not rejected.

If you have any concerns or questions, please e-mail the District Treasurer, Jim White at jwhite@thelbagroup.com