Treasurer NotesTreasurer Notes

For Incoming TreasurersFor Incoming Treasurers

Presented by Dan Turner, Assistant District Governor, 2005 – 2006, District 5360

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So how did you get seduced into becoming your club’s treasurer ?????So how did you get seduced into becoming your club’s treasurer ?????

Initiation FeeInitiation Fee

An Initiation Fee is An Initiation Fee is charged to new members charged to new members of $100.00 in addition to of $100.00 in addition to the annual dues. The the annual dues. The Annual Dues (less the Annual Dues (less the amount applicable to the amount applicable to the Presidents Ball) are pro-Presidents Ball) are pro-rated on a quarterly basis rated on a quarterly basis throughout the year, throughout the year, however, this does not however, this does not apply to the initiation fee.apply to the initiation fee.

Annual Dues InvoiceAnnual Dues Invoice

INVOICEINVOICEROTARY CLUB OF CALGARY NORTHROTARY CLUB OF CALGARY NORTHMember’s Name:Member’s Name:Classification:Classification:Address:Address:RE:RE: 2002 / 2003 ANNUAL DUES 2002 / 2003 ANNUAL DUES Deadline for Payment:Deadline for Payment: August 31, 2002August 31, 2002 Amount Due:Amount Due: $ 270.00$ 270.00**

Discount if paid before Aug. 15/02:Discount if paid before Aug. 15/02: $ 235.00$ 235.00* includes $ 70.00 towards the President’s Ball Function* includes $ 70.00 towards the President’s Ball Function

Please make your cheque payable to Please make your cheque payable to The Rotary Club of Calgary NorthThe Rotary Club of Calgary North and hand and hand deliver at one of our regular meetings deliver at one of our regular meetings oror mail to ______________., Calgary, AB. mail to ______________., Calgary, AB.

Attention: _____________, this Rotary year’s Treasurer.Attention: _____________, this Rotary year’s Treasurer.

Thank you in advance.Thank you in advance.

Collection of ArrearsCollection of ArrearsDear Member:Dear Member:

As you may or may not be aware, our Club must pay to Rotary International As you may or may not be aware, our Club must pay to Rotary International for each one of our member’s, for each one of our member’s, per capita duesper capita dues, to be used for the purposes , to be used for the purposes of paying the cost of The Rotarian magazine and other purposes set forth of paying the cost of The Rotarian magazine and other purposes set forth in the RI by-laws.in the RI by-laws.

Enclosed is our third and final request for you to pay your 2001/2002 Enclosed is our third and final request for you to pay your 2001/2002 Annual Dues. If you are unable to pay this amount in full the Rotary Club of Annual Dues. If you are unable to pay this amount in full the Rotary Club of Calgary North’s by-laws allow for us to divide the collection of member’s Calgary North’s by-laws allow for us to divide the collection of member’s dues into two (2) semi-annual periods extending from July 1st to December dues into two (2) semi-annual periods extending from July 1st to December 31st and from January 1st to June 30th. The payment of per capita dues 31st and from January 1st to June 30th. The payment of per capita dues and magazine subscriptions to Rotary International are required on July 1st and magazine subscriptions to Rotary International are required on July 1st and January 1st of each year on the basis of the membership of the Club and January 1st of each year on the basis of the membership of the Club on those dates.on those dates.

Should you wish to avail yourself of this two-(2) part payment method, Should you wish to avail yourself of this two-(2) part payment method, please provide me with your cheque for $ 135.00 on or before September please provide me with your cheque for $ 135.00 on or before September 30th, 2002 together with a post dated cheque for January 1, 2003 for the 30th, 2002 together with a post dated cheque for January 1, 2003 for the balance.balance.Yours in Rotary,Yours in Rotary,

TreasurerTreasurer

Remember it does not have to be nasty Remember it does not have to be nasty

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Honorary MembersHonorary Members

Are not required to pay Annual DuesAre not required to pay Annual Dues Your club however; is responsible for the cost of Your club however; is responsible for the cost of

the magazine for these members to Rotary the magazine for these members to Rotary InternationalInternational

District Conference Registration District Conference Registration FeesFees

It has been tradition of the club to pay for It has been tradition of the club to pay for the current year’s Presidents District the current year’s Presidents District Conference Registration FeesConference Registration Fees

In some cases the fees have been paid for In some cases the fees have been paid for the President Elect and Incoming the President Elect and Incoming Secretary, including registration and Secretary, including registration and accommodationsaccommodations

Pets and SetsPets and Sets

It has also been a It has also been a tradition of the club to tradition of the club to pay for the President pay for the President Elect and Incoming Elect and Incoming Secretary’s Secretary’s Registration Fees and Registration Fees and accommodation accommodation expensesexpenses

Speaking of PetsSpeaking of Pets

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Charitable Receipt BookCharitable Receipt Book Clubs that are fortunate Clubs that are fortunate

enough to be registered enough to be registered as Societies should have as Societies should have a Receipt Book and a a Receipt Book and a rubber stamp with the rubber stamp with the Club’s Charitable Club’s Charitable Registration No.Registration No.

This exists for the This exists for the purpose of issuing purpose of issuing charitable receipts.charitable receipts.

It is recommended for It is recommended for accounting purposes that accounting purposes that you number each receiptyou number each receipt

Fund/Bank Accounts Utilized by ClubsFund/Bank Accounts Utilized by Clubs

OperatingOperating Accounts for members dues and other Accounts for members dues and other

funds associated with the clubs funds associated with the clubs maintenance and fellowship activitiesmaintenance and fellowship activities

Fund/Bank Accounts Utilized by ClubsFund/Bank Accounts Utilized by Clubs

CommunityCommunity Accounts for members fund raising and Accounts for members fund raising and

donations where it is expected the donations where it is expected the directors will apply the funds for directors will apply the funds for worthwhile projects outside the club’s worthwhile projects outside the club’s operationsoperations

Fund/Bank Accounts Utilized by ClubsFund/Bank Accounts Utilized by Clubs

RestrictedRestricted Accounts for funds raised with the Accounts for funds raised with the

approval of the Alberta Gaming approval of the Alberta Gaming Commission, which are subject to prior Commission, which are subject to prior approval by the commission before approval by the commission before disbursement.disbursement.

For example Casino Acct or Bingo AcctFor example Casino Acct or Bingo Acct

Matching ContributionsMatching Contributions

Our club has a tradition of matching Our club has a tradition of matching member’s contributions up to $2,000.00 member’s contributions up to $2,000.00 and divided between The Salvation Army, and divided between The Salvation Army, Inter-Faith and the Veteran’s Food BankInter-Faith and the Veteran’s Food Bank

In the 2000/2001 Rotary Year the In the 2000/2001 Rotary Year the Salvation Army and Inter-Faith Food and Salvation Army and Inter-Faith Food and merged merged

In 2002/2003 the club only contributed to In 2002/2003 the club only contributed to the Inter-Faith Food Bankthe Inter-Faith Food Bank

Comparative BudgetsComparative Budgets

The Clubs Operating Budget and The Clubs Operating Budget and Community Project Comparative Years Community Project Comparative Years Budget(s) should be finalized by no later Budget(s) should be finalized by no later than August 31than August 31

HonorariumHonorarium

$500.00 to the President$500.00 to the President 100.00 to the Secretary100.00 to the Secretary

Alberta Gaming and Liquor Alberta Gaming and Liquor CommissionCommission

To maintain a Casino license To maintain a Casino license Requires a final financial report to be filed Requires a final financial report to be filed

within six months of the date that the within six months of the date that the casino was held.casino was held.

The prepared report requires signatures of The prepared report requires signatures of two (2) executive officers.two (2) executive officers.

Sometimes it’s just monkey Sometimes it’s just monkey business…business…

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Project Evaluation CommitteesProject Evaluation Committees

Once the Project Evaluation Committee Once the Project Evaluation Committee recommends charities to receive casino recommends charities to receive casino funding, a schedule must be submitted to funding, a schedule must be submitted to the Alberta Gaming Commission for final the Alberta Gaming Commission for final approvalapproval

Once approval is granted cheque(s) from Once approval is granted cheque(s) from the Restricted Funds can be forwarded to the Restricted Funds can be forwarded to the various charities.the various charities.

Bank Account Signing AuthoritiesBank Account Signing Authorities

When the Club Executive changes over for a When the Club Executive changes over for a new Rotary year the bank requires: new Rotary year the bank requires:

a letter or a copy of club minutes formalizing a letter or a copy of club minutes formalizing deletion of retiring signing authorities and deletion of retiring signing authorities and authorization of the new onesauthorization of the new ones

A bank signing authority form has been createdA bank signing authority form has been created Two (2) signatures are required by the bank to Two (2) signatures are required by the bank to

authorize the addition or deletion or signing authorize the addition or deletion or signing authoritiesauthorities

This is also the case to cash in term depositsThis is also the case to cash in term deposits

Bank Signing Authority DocumentBank Signing Authority Document

The Rotary Club of _____________________The Rotary Club of _____________________Signing Authority - Operating Bank AccountsSigning Authority - Operating Bank AccountsAt the Meeting of Directors, dated At the Meeting of Directors, dated ____________________________________________________________________________A motion was passed to the effect that any two of the following positions would have signing A motion was passed to the effect that any two of the following positions would have signing authority for the operating bank accounts. The specific accounts are as follows:authority for the operating bank accounts. The specific accounts are as follows:Alberta Treasury Branch - Operating account # Alberta Treasury Branch - Operating account # ________________________________________

Address: Address: ____________________________________________________________________________________________________Alberta Treasury Branch - Community Savings account # Alberta Treasury Branch - Community Savings account # ________________________________________

Address: Address: ____________________________________________________________________________________________________The positions which would have signing authority over these accounts would be:The positions which would have signing authority over these accounts would be:

President _______________________President _______________________Past President ___________________Past President ___________________Treasurer _______________________Treasurer _______________________Secretary _______________________Secretary _______________________

and the officers in these positions would have signing authority for the duration of the current and the officers in these positions would have signing authority for the duration of the current fiscal year or until changed.fiscal year or until changed.For the current fiscal year, 1 July, ___________ to 30 June, ____________, For the current fiscal year, 1 July, ___________ to 30 June, ____________, the officers are as follows:the officers are as follows:

Name (please print)Name (please print) SignatureSignaturePresidentPresident ______________________________________________________ ________________________________________________________Past PresidentPast President ______________________________________________________ ________________________________________________________TreasurerTreasurer ______________________________________________________ ________________________________________________________SecretarySecretary ______________________________________________________ ________________________________________________________The treasurer has been instructed to advise the bank of the names of the authorized officers.The treasurer has been instructed to advise the bank of the names of the authorized officers.

Certified copy of the resolution Certified copy of the resolution ______________________________________________________________________(name, office)(name, office)

Parade Film SalesParade Film Sales

Requires you have adequate funds from Requires you have adequate funds from the prior year in your operating account to the prior year in your operating account to cover a float at the beginning of the year cover a float at the beginning of the year for Parade Film Salesfor Parade Film Sales

The bank requires advance notice of a The bank requires advance notice of a couple of days to arrange small bill and couple of days to arrange small bill and currency withdrawalscurrency withdrawals

Cheque should be payable to financial Cheque should be payable to financial institutioninstitution

A Picture is worth a 1000 WordsA Picture is worth a 1000 Words

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Canada Customs and Revenue Canada Customs and Revenue AgencyAgency

Require that a Registered Charity Require that a Registered Charity Information Return T3010 be filed together Information Return T3010 be filed together with a copy of the charity’s financial with a copy of the charity’s financial statements within six months from the year statements within six months from the year end of the charity’s fiscal periodend of the charity’s fiscal period

Rotary InternationalRotary International

Maintains a club credit for Paul Harris Maintains a club credit for Paul Harris Fellowship salesFellowship sales

Rotary InternationalRotary International Rotary International Invoices Semi-annually for Dues and their Rotary International Invoices Semi-annually for Dues and their

Magazine. Our Club Account Number is XXXXXXXXXXX. Magazine. Our Club Account Number is XXXXXXXXXXX.

The Finance Customer Service Representative for our club is: The Finance Customer Service Representative for our club is: • Maria FloresMaria Flores• 1-847-866-31441-847-866-3144• floresm@rotaryintl.orgfloresm@rotaryintl.org• Fax:Fax: 847-869-6983847-869-6983

The payments are to be made in U.S. Funds (the current The payments are to be made in U.S. Funds (the current exchange rate used is 1.21 as at Aug. 2005) and we send our exchange rate used is 1.21 as at Aug. 2005) and we send our payments to:payments to:

Rotary InternationalRotary International P.O. Box 8015, Station “A”P.O. Box 8015, Station “A” Toronto, ON., CanadaToronto, ON., Canada M5W 3W5M5W 3W5

Registrar of CorporationsRegistrar of Corporations

Requires an Annual Return to be filed on the Requires an Annual Return to be filed on the anniversary of our society’s date of incorporation anniversary of our society’s date of incorporation on the form from Alberta Registrieson the form from Alberta Registries

Send with:Send with: A copy of the audited financial statement A copy of the audited financial statement

presented at the last annual general meeting presented at the last annual general meeting Listing of club’s officers and directorsListing of club’s officers and directors Corporate access #Corporate access # A precedent can be found in the club’s corporate A precedent can be found in the club’s corporate

minute bookminute book

GratuitiesGratuities

In the past the club provided a gratuity to In the past the club provided a gratuity to the serving staff at a Christmas Luncheonthe serving staff at a Christmas Luncheon

Now the hotel charges the cost of the Now the hotel charges the cost of the gratuities with the meal costs negating the gratuities with the meal costs negating the need for thisneed for this

G.S.T.G.S.T.

G.S.T. credit is available to the club if we G.S.T. credit is available to the club if we file a return.file a return.

Return filed at least every two years if not Return filed at least every two years if not more frequentlymore frequently

Charitable Donation Receipt Charitable Donation Receipt RecordsRecords

Can be tracked on an Excel Can be tracked on an Excel Spreadsheet so that member’s annual Spreadsheet so that member’s annual donations can be totaled and receipts donations can be totaled and receipts can be issued once a yearcan be issued once a year

Because of your efforts, your Because of your efforts, your President will sleep well tonight….President will sleep well tonight….

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District Treasurer & SecretaryDistrict Treasurer & Secretary2005 - 2006 District 53602005 - 2006 District 5360

Treasurer:Treasurer:Bob Hamshaw, Calgary WestBob Hamshaw, Calgary West

Res:Res: (403) 217 – 7944(403) 217 – 7944

Email: Email: bhamshaw@commcat.netbhamshaw@commcat.net

Secretary:Secretary:Karl Herzog, Calgary WestKarl Herzog, Calgary WestRes:Res: (403) 236-3070(403) 236-3070Email: Email: herzogk@motiveaction.com

Thank you for taking the time to attend today’s Thank you for taking the time to attend today’s session. I hope this information will be useful for session. I hope this information will be useful for you as you manage your club’s financial affairs.you as you manage your club’s financial affairs.

Copies of this presentation can be found on the Copies of this presentation can be found on the District WebsiteDistrict Websitewww.clubrunner.ca/5360www.clubrunner.ca/5360

The EndThe End