THE GOOD CLUB GUIDE EXTRA:

FOR A TREASURER

GETTING STARTED

The following sections will provide additional help and support for a club Treasurer in key areas of the role. This resource should be read in conjunction with the ASA Good Club Guide for a Treasurer, and other ASA Good Club Guides, available through the British Swimming website at www.britishswimming.org

HOW TO USE THIS RESOURCE

•  As a reference to assist you/others in their role• To assist a club in recruiting volunteers by giving

information about a role• To prompt discussions at your club about the

standards and qualities of volunteers needed• As part of an induction for a new volunteer at the

club• To input into the development /action plan for the

club

ACTIVITY 1: HOW DOES THAT FIT WITH YOUR ROLE?

Using the role description in the ASA Good club guide for a Treasurer, consider how this relates to you, and the role you are doing / could be doing in the future? E.g. are there areas, as a Treasurer that you may need to consider as part of your role having read the above information?

FINANCIAL INFORMATION EXAMPLES

To complement the ASA Good Club Guide for a Treasurer, the following are examples for you to consider in creating your own financial systems within your club

An example receipt entry in the cash book may look like this:

DATE DETAILS CHEQUE AMOUNT INCOME TYPE BANKED 01/07/07 B.Black 0000345 50.00 M’ship

50.00 02/07/07

50.00

EXAMPLE PETTY CASH JOURNAL

PETTY CASH JOURNAL (Example Only)

Date Detail Debit Credit 01.07.07 Float-cheque 5678 100.00 01.07.07 Stamps 20.00 03.07.07 Superdrug -Bandaids / Bandages 12.75 15.07.07 Stationary 7.25 21.07.07 Stamps 20.00 23.07.07 Meeting Expenses-Tea/Milk 9.67 23.07.07 Deposit Hall Hire-Seminar 20.00 89.67 89.67 23.07.07 Balance 10.33 23.07.07 Float-cheque 5702 89.67 Date Detail Debit Credit 01.08.07 Opening Float 100.00 01.08.07 ASA Awards Centre coaching book 16.75

PREPARING A CLUB BUDGET

The following 5 top tips can be used as steps in the preparation of a budget.

 1. Identify all possible sources of income and expenditure e.g Income could be: Membership Fees, Door takings, Development funding, fundraising and sponsorshipExpenditure could be: pool hire, coaching fees, postage, team kit, stationary, equipment, trophies, catering, insurance and travel

2. Obtain estimates from all budgeted areas (e.g. administration, training and development, athlete training and competition, facilities/equipment, etc), then make an educated guess as to the amounts likely to be spent and received. You may be able to use the previous year's figures to determine amounts

 3. Make adjustments for inflation and any other likely increased costs.

4. For some items it will be possible to calculate the amount that has to be paid or charged. This is necessary when there are large items of capital expenditure, e.g. purchasing a new piece of equipment.

 5. Once all income and expenditure has been estimated, draw up a draft budget. Income should prove slightly higher than expenditure.

   

It would be unusual if the draft budget turned out close to balancing. The first draft may require several adjustments to make it fit reality. Alternately, the club may have to look at its planned projects and determine whether it’s realistic for them to all be done within budget. Always ensure income exceeds expenditure.

 

EXAMPLE BUDGET FOR A SMALL CLUBIncome Amount

Subsidies £4,000 Membership £3,000

Donations £800

Fund Raising £6,000 Sponsorship

TOTAL INCOME £13,800

Expenses Amount

Pool hire £5,000 Equipment £1,200 Volunteers' Expenses £700

Publicity and printing £400 Fundraising expenses £400 Telephone £1,000

Stamps and stationery £600 Insurance £1,200 Sundry £1,000

TOTAL EXPENSES £11,500

SURPLUS £1,300

ACTIVITY 2: A FEW QUESTIONS TO CONSIDER

What do you now need to do to prepare your clubs budget?     

 

How can you ensure you communicate budget/financial information to the club committee who may not have knowledge of finances/budgets e.g provide training or notes, share a copy of this resource

 

How will you ensure your club budget relates to the strategic plan for the club?

       

How will you address any shortfalls in budget from last year, into this years budget?

       

EXAMPLE MONTHLY STATEMENT (YEAR TO DATE)

CLUB NAME / DETAILS STATEMENT OF INCOME AND EXPENDITURE FOR MONTH ENDING: ___________ This Month Year to Date Budget Variance % Income Grant 3002.4 10000 30% Sale of shirts 21 110.45 500 22% Affiliation fees 100 225 500 45% Interest 2.5 2.5 20 13% TOTAL 123.5 3340.35 11020 30% Expenditure Electricity 80.52 579.5 2000 29% Stationery & postage 43.5 821.45 2000 41% Telephone 176.3 500 35% Insurance 115.25 263.4 500 53% Equipment 655 1000 66% Repairs and maintenance 186 2000 9% Cost of shirts 300 300 100% Travel 21.69 775.26 2000 39% Sundries 10.05 30.15 100 30% TOTAL 271.01 3787.06 10400 36% Surplus / Deficit -147.51 -446.71 620 -72%

EXAMPLE MONTHLY BANK RECONCILIATION

Please use the templates booklet available from www.britishswimming.org which shows how a bank statement can be compared with the club’s records of income and expenditure, which will “hopefully” match up.

EXAMPLE ANNUAL PROFIT & LOSS STATEMENT

Please use the templates booklet available from www.britishswimming.org which provides an example profit and loss statement

EXAMPLE STATEMENT OF ASSETS AND LIABILITIES Statement of Assets & Liabilities for Year Ending 30/6/01 2006 2007 Value Value ASSETS 20 Petty cash float 20 680 Cash at bank 163 - Deposits - Building Society 500 160 Furniture & equipment 520 860 TOTAL 1,203 LIABILITIES 82 Debts owed by us 68 26 Outstanding wages 145 108 TOTAL 213 752 SURPLUS / DEFICIT 990

ACTIVITY 3: CLUB FINANCE MANAGEMENT

Make a note of the current club finance management tools used by the club, and note any actions you may have now you have read the the ASA Good Club Guides.

ACTIVITY 4: SELF REFLECTION ACTIVITY

What could you do to gain further experience in being a Treasurer having now read this resource? Eg. Contact neighboring swimming club by December to network with the club Treasurer

   What information might be useful for you to follow up / gain further information on to help you during you term of office as a Treasurer? e.g speak to fundraising and sponsorsip officer regarding grants available

Who are the people who will be important for you to speak / communicate with in order to achieve the above and why?

     What further help do you need in developing your skills as a club Treasurer? (You may be able to discuss this with your ASA Regional Office)

  Twelve months from today, what is the one thing you would like to have achieved in being a club Treasurer?

           TIP: Set a reminder in your phone / diary / calendar that you have committed to doing this, and to re-visit this page!

SUMMARY

We hope you have found this guide informative in guiding you in your role, and providing you with information and helpful tips. We wish you a great experience in your role and thank you once again for all your time and commitment you are giving to the sport.

ACKNOWLEDGEMENTS 

The ASA are grateful for the contributions and input from the ASA Volunteer working group in ensuring these resources are written and reviewed by volunteers, for volunteers. These resources also draw upon the work developed by swim21 clubs, runningsports and Volunteering England. The ASA would like to acknowledge and thank these organisations for their support and permission in using the work they have completed.