scout group treasurer - scouting ireland€¦ · here's what you need to do: before you start...

Scout Group TreasurerAims and objectives of this session

• RefreshontherolesandresponsibilitiesoftheScoutGroupTreasurer• Keyideasandgoals• FinancialManagement

• BankAccounts• Cash~Cheques~Deposits• Receipts&Expenses• Property&Equipment• Budgeting• EndofYear&AnnualReturnstoSI/CRA/CCNI• RecordKeeping

• GoodGovernance/BestPracticeforScoutGroups

Scout Group Treasurer – Roles and responsibilities

• GroupLeadermusthavecompleteconfidenceinScoutGroupTreasurer• ManagetheGroupFinances• ReportbankbalancesateachGroupCouncil• ReportIncome&ExpenditureatleastquarterlytoGroupCouncil• ManageALLBankAccounts• ProduceAnnualAccounts• ManagetheBudgetaryProcess• EnsurethattheScoutGroupisfullyTaxCompliant• TackleanyfinancialissuesAStheyarisewiththeScoutGroupCouncil• ActasoneoftheseveralCharityTrusteesfortheScoutGroup• KnowthatyouaresupportedbytheScoutCountyTreasurerand

FinanceSupportTeam– itisimportantthatyouhavecontactdetailsforyoursupportpeople

Key Ideas and Goals

Keepitsimple.Wedon’tneedlargecorporationpoliciesandprocedures.We'reallvolunteerswithveryfulllives.

TheTreasurer:1.Collectsmoney,makesdeposits,receivesexpensereports,paysbills,writescheques(withacosignatory!)2.TheTreasurercreatesandmanagesthebudget.3.UpdatesandpublishesScoutaccountrecords.4.Reviewsbankstatements;Balancesthebooks;Createseventsurplus/deficitsummaries.

TheScoutGroupTreasureralongwiththeotherTrusteesholdultimateresponsibilityforthefinancefunctionintheScoutGroup.

Transparency & Communication

OpenlyshareinformationIfamemberoftheScoutGroupwishestoseethedetailedfinances,thisshouldbefacilitated.HowevertheyshouldrequestthisinformationinwritingtotheScoutGroupCouncilAsTreasureryoumaywishtowalkthemthroughthedocumentstoavoidmisunderstandingsorquickjudgmentsandtounderstandwhytheyareasking.Don'tautomaticallysendthedetailedfinancesouttoeveryone.Financesandfinancialstatementstaketime,experienceandcontexttounderstand.Reviewbothlargeexpendituresandnon-standardexpenditureswiththeScoutGroupExecutiveTeamBEFOREandAFTERspendingthemoneyBringprintoutsofalldocumentstotheScoutGroupExecutiveTeammeetings.

• SharefinancialsummarieswiththeScoutGroup.• Bringprint-outsofbankstatementsandincome&expendituretothe

ScoutGroupCouncilmeetings• WalktheScoutGroupCouncilthroughthefinancialstatements...lineby

line.

Bank Accounts• CanonlybeopenedafterapprovalfromTheScoutGroupCouncil.• Musthaveaminimumof2signatoriesperaccountfromapoolofatleast3

TrusteesandmustincludetheGroupTreasurer• Mustinclude‘ScoutingIreland’andGroupnumberintheaccountname

e.g.‘ScoutingIreland9thPortMalahideFridayScouts’• ScoutGroupTreasurertomonitorallbankaccountsincludingSection

accounts• Allbankaccountsshouldbereconciledatleastquarterly• Allbankaccountstobereviewedbyathirdpartyannually• DonotoperateOverdrafts• Mortgages:talktoNationalOffice• Onlinebankingmustbesetupwithatleasttwoauthoriserswhoshallbe

trustees

Cash

Avoid“cash”whereverpossible- Handlingcashisthenumberoneplacewheremoneyisconfused,lostorstolen.AdisorganizedpersoncaneasilyconfusetheGroupscashwiththeirown.Astressedpersoncaneasilyborrowcash.Cashisanissuebecausecashisdifficulttotrack.Chequesrequiredepositandleaveatrail.

Trackcash - Asmoneyishandedtoyou,recordthecashinaledgerwhilethepersonisstillstandingwithyou.Givethepersonareceiptforthecash.

Neverpayexpensesdirectlyfromincomingcash - Depositeverything.Wheneverpossible,payallexpenseswithcheques.It'sabouttransparency,discipline,organisation,knowingwhatthingscostandgettingreceipts(oratleastsomethingtodocumenttheexpense).

Cheques

Allincomingchequesshouldbe writtentoyourScoutGroup.Neverhaveincomingchequeswrittendirectlytovolunteers.

Witheverycheque,incomingoroutgoing, writeinthecomments sectionabriefdescriptionofthepurposeofthecheque.Thisisusefulwhenreconcilingrecordsasmostbanksallowretrievingtheimageofthecheque.

Depositchequescontinually.Thisshouldbeatleastweeklyorfortnightly

Thetreasurershouldneversignchequespayabletoanyoneintheirownfamily.Haveanotherauthorised,non-familymembersignthecheque.

ScoutingIrelandrecommendstwosignaturesoneverycheque.

Deposits

Createadetaileddepositrecord forreconcilingrecordslater.Recordthedatereceived,amount,scout,purposeandnameonchequeifdifferentthanthescoutfamily,veryimportantforfundraisers.

Collectmoneycontinually - Don'twaitweeksoramonthforanactivity,acamporafundraisertobedone.Ideally,ateverymeeting,thetreasurershouldask..."Gotanychequesforme?“

Depositmoneyoften - ArepeatedprobleminmanyScoutGroupsisholdingchequesformonthsandmonths.Thisaffectsfamiliesthatdon'thavegoodcontroloftheirownfinances.ItalsomakesitdifficulttoknowtheScoutGroupfinances.

Receipts

Keepreceiptsorganised - OnewayistogetathreeringbinderwithA4paper.Tapethemsequentiallyinastheyarrive.

Writeoneachreceipt thedateitwaspaid,thenameofthepersonbeingreimbursed,thechequenumberusedtopayit.

Makethemwritesomethingdownandsignit ifthereisnoreceipt.Forexample,firewoodpurchasedatacampsite.

Expenses

• ExpensespolicytobeagreedbyScoutGroupCouncil• ScoutingIrelandPolicyavailableonwebsite• Beawareoftaximplications• ExpensesmustfallwithinPolicyandBudget• Groupmustensure‘valueformoney’• Allexpensesmustbeclaimedwith45daysofbeingincurred• Allexpensesmustbereceipted• TemplatesavailableforExpenseClaimForm

Property & Equipment

• ShouldbemanagedbyQuartermaster• Keepcentrallyandingoodcondition• MaintainanAssetregister(listofallequipmentownedby

theScoutGroup• Planforrenewalorreplacementofequipment– budget

process• Personalequipmentvs.Groupequipment• EnsureadequateInsurance

Budgeting

• Prioritiseexpenditure• BudgetshouldbediscussedbyGroupCouncil anddevelopedbytheScout

GroupCouncilinlinewithavailablefinancesandexpenditurecommitments.Budgetsshouldbeadheredto

• Out-of-BudgetexpendituremustbeapprovedbytheScoutGroupCouncilandmayrequireadditionalfundraising

• Beconsciousoftreatingallsectionsfairly• Providesupportinginformationbeforetheannualplanningsession.• Provideabankbalance.• ProvideasummaryofIncome&Expenditure.• Createanestimatedbudgetbasedonpastactualspending.

End of Financial Year

Closeandreviewthebookseveryyear.• Attheendofthefinancialyear,makeonelastcallforoutstandingexpenses

andreceipts• Reconcileandcloseissues.Don'tletfinancialproblemsgofromoneyearto

thenext• Payalloutstandingbills.Ofcourseifsomeonehasalateexpensesubmitted

afterthefinalfinancialstatementsarepublished,stillreimbursethem.Justrecorditinthenextyearfinancialyear

• Produceanincome/expenditurestatement• Produceabalancingstatementshowingscoutaccounts,receivables,

payablesandalistofequipmentanditsvalue• PublishandreviewwiththeScoutGroupExecutiveTeam• PrepareannualreturnforAGM,ScoutingIrelandandtheCRA/CCNI

Annual Return to the CRA / CCNI*10 months after year end*TheScoutGroupwillbeobligedtomakeanannualreturnoftheirincomeandexpenditurefortheaccountingyearandtherewillbearequirementtoreportonwhethertheGroupdoesanyoftheitemslistedbelowScoutGroupswillberequiredtoreportif:• theScoutGroupworkswithacommercialbusinessthatraisesmoneyforthe

charity• haspoliciesforriskmanagement,investment,safeguardingvulnerable

beneficiaries,managingconflictsofinterest,managingvolunteers,andhandlingcomplaints

• iftheScoutGrouphasrevieweditsfinancialcontrols• declareiftheScoutGrouppaysitstrustees

Record Keeping

TheBasics:

Ø ReceiptsØ PaymentsØ BankReconciliationØ EquipmentRegister

Ø MinutesoftheScoutGroupCouncil&theProgrammeteam(s)

Ø MinutesofScoutGroupCouncilØ MinutesofParents&FriendsMeetings

Typeofrecord HowlongtheymustbekeptFinancialrecords Sixyearsaftertheendofthemost

recentyeartowhichtheyrelate(ortwoyearsafterregistrationisrevoked)

Incorporatingdocuments Foraslongasthecharityisregisteredplustwoyearsafterthecharityisdissolvedorwounduporregistrationisrevoked

Minutesofmeetingsofboardofdirectorsandofmembers

Foraslongasthecharityisregisteredplustwoyearsafterthecharityisdissolvedorwounduporregistrationisrevoked

Record Keeping

Good Governance For Scout Groups

Here's what you need to do:Beforeyoustartinform [email protected] thatyouarenowembarking‘onthejourney’towardsadoptionof,andcompliancewith,theCode,sothatwecanaddthisinformationtothepubliclyavailableinformationweprovide.

Next steps:ReadthroughtheactionsforyourOrganisationalType.*MostScoutGroupswillbeTypeA– wearecurrentlyworkingonasampledocumentforScoutGroupstoimplementAssessyourScoutGroup’sperformanceontheactionsusingtheself-assessmentchecklist.Ranktheactionsthatremaintobedoneinorderofpriorityassigningresponsibilityandadeadlineineachcase.


Workthroughtheoutstandingactionsuntilallactionshavebeendone.BearinmindthatthismaytakesometimetocompletehoweverScoutingIrelandwillprovidesupporttoyourScoutGrouptocompletetheactions.

And then...

YourScoutGroupcanstatethatitcomplieswithTheGovernanceCodefortheCommunity,VoluntaryandCharitableSectorinIreland.Thisshouldbecommunicatedonallpublicmaterials.

Atypicalplaceforthistypeofpublicinformationwouldbeonyourwebsiteand/orinyourannualreport/accountsandinyourScoutDen/meetingplace.


Emailacopyofthesignedone-page‘GovernanceCodePrinciplesStatement’[email protected] /www.diycommitteeguide.orgalongwiththedatewhentheScoutGroupCouncilExecutiveTeammadethedecisionthattheScoutGroupiscompliantwiththeCode.Whenwegetthisinformation,theWorkingGroupwilladdyourorganisation’snametothepubliclyavailable RegisterofCompliancewiththeCode,availableonthiswebsite.

Remember!Thisstatementisonlyvalidforoneyear.InadoptingtheGovernanceCode,organisationsaremakingacommitmenttoreviewtheircompliancewithiteveryyear.

Supports

Pleasefinddetailsofyoursupportperson:

County:Provincial:National:Staff:

Resources

www.my.scouts.ie

FinanceManualhttps://my.scouts.ie/uploads/files/Official%20Documents/Official%20Documents/SID_69_10_Finance_Manual.pdf

ExcelAccountsPackage

Updated29.01.17

Thank You