Club Treasurer

Treasurer Job Description

Objective

To ensure that a financial management system and reporting system is put in place and operable so the Club committee has an accurate understanding of the financial status of the Club at all times.

Responsibilities and Duties

• Prepare budget to reflect income and expenditure of the Club for presentation at the first meeting of the season. The budget should include an interim payment plan for any outstanding debt and a cash flow plan for the ensuing year.
• Send out accounts.
• Pay invoices in a timely manner.
• Maintain appropriate accounts of all income and expenditure.
• Present all accounts for payment for approval to Club Committee.
• Prioritise payment of accounts.
• Prepare and present the financial statements of the Club, including the Annual Report.
• Present monthly report at Club Committee Meetings.
• Oversee and seek reports of all other accounts held by other sections of the Club (Eg: Bar, Social and Fundraising committees)
• All monies received to be handed to the Treasurer where a receipt will be issued and, as soon as possible, money to be deposited into Club Bank account.
• The Treasurer must maintain:
• Members’ subscription records
• Database of all members which includes contact details, membership type and date membership fees paid.
• Cash receipts and payments record
• Cash receipts are a summary listing of all money received
• Cash payments are a summary of all cheque book and cash payments made.
• Register of assets
• This includes both current and fixed assets.
• Current assets include cash, materials, money still owed to the club and prepaid expenses.
• Fixed assets include land, buildings and furniture.
• Liabilities record
• This indicates the total monies owed by your Club and includes current and non-current liabilities.
• Current liabilities include bank overdrafts and short-term loans
• Non-current liabilities include long-term loans.
• The Treasurer must prepare:
• Annual Budget
• 12 month projection of income and expenses.
• Projections are then compared to actual income and expenses month by month.
• Receipts and payments summary
• Just shows the amount of cash received and paid as well as the cash remaining.
• Income & expense summary
• Records and itemised amount of income received and all expenses on a monthly and annual basis.
• Balance Sheet
• Aims to provide overview of the wealth of your Club as it compares your assets with your liabilities.
• Bank reconciliation statements
• This is a process done at the end of each month where you check that all receipts and payments match up with your bank deposits and withdrawals.
• Make details of all accounts available to the Club Committee and members.
• Manage any overdraft facility held by the Club.
• Ensure the Club finances are correctly audited.
• Ensure all taxation commitments are met by the Club.

A sample Budget Profit and Loss Sheet, Actual Balance Sheet and Actual Cash Flow Sheet is available from Football Brisbane.

Relationships

• Reports to the President and General Committee
• Liaise with all members of the Club with financial responsibility (Eg: Canteen Convenor etc)
• Liaise with all Creditors and Debtors

Accountability

• The Treasurer is accountable to the President and the General Committee
• The Treasurer shall seek ratification from the General Committee of a Club budget, including debt reduction and there after shall have the authority to act within the limits of the budget and strategy approved
• The Treasurer shall provide a monthly report to the General Committee of all financial transactions