Gary Brendzel, CPADISTRICT 5300 Budget/Finance Chair

2013-14gbrendzel@gmail@aol.com

District 5300 AssemblyApril 20, 2013

Training the RotaryClub Treasurer

Club Treasurer Valuable part of club leadership team Often holds office for more than one year to

provide continuity. 3 to 5 year term recommended

Assists president and board in financial management and other matters as requested

Manages the Finances of the Club Coordinates the preparation and management of

the budgets Collects dues and payments from club members Pays dues to the District & R.I. Oversees financial transactions of club Reports regularly on the financial status to the club

board of directors Files necessary tax returns

Files information statement with state

Secretary of State (if club is a corporation)

Reviews prior years Obtains input from directors Works with the president to draft two budgets

(Operations and Charity) Presents budgets to board Obtains approval Submits copies of the budgets to the Governor

before the start of the Rotary year

Prepares Budgets

pdgcharlesbarr@gmail.compdgcharlesbarr@gmail.com

Presidents Advance: $500 – estimate (registration, room

and meals) District Assembly: $300 (for your club

team) PETS: $610 – estimate

(spouse $300) District Conference: ($600 approximate)

Allowance for club president and

hospitality expenses

District Items to Include in the Club’s Operations Budget

RI Convention: Allowance for club president-elect or

president

PR/Foundation & Membership Training Seminar: $25 per person BODTS: $25 per person

District Items to Include in the Club’s Operations Budget

RYLA: $300 per student (even number)

TLC: $300 per student (even number)

Interact Symposium: $180 per person – estimate (minimum of 3)

Dan Stover Music: $275 Entry Fee 4 Way Speech Contest: $275 Entry Fee

George Hensel Essay Contest: No Charge GSE: Special costs that might

be incurred for hosting

District Items to Include in the Club’s Charity Budget

Monitors the Budgets Budgets serve as a spending limit and revenue

guide. Present to board the comparisons between

budget and actual. Obtain formal budget revisions as necessary.

Hold semi-annual reviews. Solve any budget crisis.

Develop a System

The club should operate with a

financial record keeping system

in accordance with approved

accounting practices.

Ask the Experts for Help

Ask for advice from a certified public accountant (from within your club, community or other Rotary club) or other long-time experienced accountant about:

Basic record keeping systems and procedures which are correctly planned

Implementing a system of checks and balances (internal controls)

Ways to prevent the possibility of fraud and abuse

About computer or software systems

Software Can Help

Accounting systems can be purchased. Some common ones are:

Quicken Quickbooks Peachtree DACdb

Establish a Banking Relationship Your club will need one or more banking

accounts for the deposit of funds and payment of expenses.

In most cases, these are opened by the club, and require signatures of two officers for significant expenditures.

Collecting Dues and Payments

Dues, meal payments, and other collections are part of the job.

Establish a collection system and involve the secretary or another person.

Set up a billing system – be prompt and send reminders.

Rotarians often are not prompt payers – be firm but flexible.

Collecting Dues and Payments (Cont)

Process paymentsWeekly – usuallyObtain vouchers signed by committee chair

and/or appropriate officerPay based on original invoicesUse payment requisitions for non-invoiced

items

Payment of Dues

Clubs pay dues to both the District and to Rotary International.

District Dues Helps provide funds for District services to clubs

District website and database Training materials Communications (phone, postage)

Funds the annual conference, membership, leadership trainings, awards, bookkeeper, district administrator, etc.

Pays travel and other expenses of the governor, assistant governors, Governor-elects, governor nominees, officers and certain committee chairs to District and R.I. events

District Dues (Cont)

All clubs must self-assess based on membership and remit to the District dues twice a year.

Each club shall pay $25 per half year in 2012-13 per member semi-annually in July and January.

Dues are due on July 1, 2013 and January 1, 2014.

District Dues (Cont) District dues are delinquent 31 days after they

are due. The club should contact the District Governor

with any problem with the club’s ability to pay. Club dues include $5 per member for the annual

District Conference and a $3 contribution to the annual Rotary Rose Parade float.

Rotary International Dues Provide funds for the operation of Rotary

International. Can now be paid electronically with the new

Rotary Business Portal on the Internet. The club can be suspended after 90 days for

non-payment of RI dues.

Semi-Annual Report (SAR) The SAR arrives in June and December, listing all

active members on your club’s roster according to RI.

It is important to carefully review all member information.

The secretary should correct and update the report so that you can calculate club dues and subscription fees.

Remit to RI a check along with the completed SAR report. The secretary should also make membership changes and

updates through the DACdb.

Rotary International Dues Each club pays to Rotary International per capita

dues for each of its active members. In 2013-14 dues are $32.07 per half year. Dues are payable in July and January. A prorated amount shall be payable by each club

for each member who joins in the first 3 months subsequent to the July or January semi-annual periods. This prorated amount is payable by October 1 or April 1.

Remittances to the District Payments for most* district activities (dues, RYLA,

Dan Stover, etc.) are made to the are paid to Rotary District 5300.

Clearly note on the bottom of the check for what event the check has been written.

Send payment to the District office: Rotary international District 53001930 Village Center Circle, #3-396Las Vegas, NV 89134

* For a few specific district-wide charitable projects (e.g. The Peace conference, Rotaplast, Wheelchair Distribution, etc.) you will be instructed to make the checks out to the Rotary District 5300 Foundation.

Dan Stover, 4-Way Test and George Hensel Essay Contests

All clubs must submit to District 5300 the entry fees of $275 each for Dan Stover and 4-Way Speech contests prior to the first performance or speaking engagement.

If more clubs participate, the awards could be increased.

There is no entry fee for the Hensel Ethics Essay contest.

District Expense Reimbursement Requestor for reimbursement completes the first

part of the District Expense Reimbursement Form (from the District website) and attaches to it receipts.

Requestor sends form to the committee chair under whose budget the expense falls for approval and signature.

The committee chair sends the form to the District Governor for signature.

District Governor forwards request to District Bookkeeper for check issuance.

District Bookkeeper issues check and mails check out as per request on form.

Insurance All clubs are covered under a general liability

(“GL”) and directors & officers/employment practices liability (“D&O/EPL) insurance by RI.

Additionally all district and club officers are covered under a separate D&O policy.

To obtain information go to the District 5300 or RI websites.

The programs do NOT provide coverage for bodily injury or property damage sustained by a first-party insured, such as a Rotarian or

volunteer. Chartered Interact and Rotaract clubs,

RYLA, TLC are covered by the policy.

RI Foundation Grant Funding To participate in District grants or global grants

clubs must be qualified first. District Grants: No separate bank account needed,

but when submitting a final report, it must include an accounting of all costs including receipts.

Global Grants: “Disbursing clubs” will need a separate bank account for the grant and must submit a full accounting with receipts to TRF.

Provides Reports to the Board

Written records of finances of the club should be presented to the board at each meeting.

Each club should establish reimbursement procedures to ensure proper control over funds.

Treasurer and Club Secretary

It is important that the treasurer meet with the club secretary to coordinate fiscal plans and responsibilities.

The secretary (or in larger clubs, paid staff) will often record all collections and forward the money to the club treasurer.

Always give a receipt for money received to the secretary for club records.

TAX INFORMATION Federal – basic requirement: $25,000 of receipts

or more Form 990: Information Return Form 990-T: Unrelated Business Income of

$1,000 or more California

Form 199 Information Return Form 109 Unrelated Business Income

RRF-1 Report to the Attorney General

TAX INFORMATION (Cont) Nevada

No state forms are required to be filed. Due date of tax returns: 4 ½ months after the

club year ends, i.e. November 15 each year.

Raffle Information California

Must file with Attorney General 90% must go for charitable purpose Must complete annual reporting

Nevada There are no specific requirements

Foundations Most clubs have their own foundations in addition to

books for club operations. District 5300 has a foundation clubs may use. Requirements for foundations are different and more

extensive than for club operations and will require professional advice and costs.

Foundations have more regulator requirements: Inurnment Increase reporting

Foundations must maintain separate financial records from club operations, and, if required, separate tax filings are necessary.

Questions