Primer: Office of Treasurer

Introduction

Hello Treasurer!  Your job is to manage our purse and war chest, and to fundraise.

Your Constitutionally Declared Duties (as of Brett's September draft)

Section 4.  Treasurer

It shall be the duty of the Treasurer to

1.  Attend all meetings and executive meetings.

2.  Receive and pay out funds for all monetary transactions.

3.  Maintain itemized records of the club transactions.

4.  Submit audits to the membership each semester.

5.  Lead fundraising efforts.

6.  Maintain and account for the material assets and goods that the club possesses.

7.  Maintain the organization’s taxes and tax status.

8.  Be cognizant of university policies and services respecting the officer’s duties.

Details About Your Job

Conduct Transactions

Record all transactions, acquisitions, and losses in the log the day they happen.  The log has been thoughtfully constructed and provided with instructions.  The accounting log has a sheet for money transactions, dues, posessions, instructions, and sample entries.  Please read and follow the instructions.  They include the operation of the spreadsheets, details about updating and saving the document, and emailing it to the gmail account so updates are always archived and other officers can use it.  The idea of the log is that the treasurer makes updates, and then anytime a question would have been asked “Hey treasurer would you look up what’s in the account?” or “Hey treasurer, do we have any envelopes?” they can look it themselves instead.  It saves both of you time,effort, and potential confusion.

Record Dues

Record which persons have paid their dues and how much they have paid.  Solicit payments from those who haven’t paid up.  This is particularly important when determining who is eligible for receiving Collectanea prints, and before elections.

Transition

When new officers are elected, it is the treasurer’s responsibility to do the paperwork for getting the bank account switched to the new officers.

Maintain the Cash Box.

The box should not contain too much money at once, having more than necessary risks losing a lot of the club’s assets to theft or an accident.

Legal Status

Art Club as a non-profit organization has the following Tax ID number:  ---------------(it might be available in the cash box)

Research what needs done with that information.  I believe we are supposed to report our finances every year to the state, but it hasn’t been tended to in years.  This is kinda bad.

Banking

Art Club banks with Educational Community Credit Union (ECCU)

SOFAC

SOFAC (Student Organization Funding Allocation Council) distributes funds collected through student fees to student organizations.  There is a lot of demand for those funds so if you are going to apply, do so earlier rather than later during any given period.  The idea is that if an event is able to better the student body and not just your group, then you can apply for funds to make that happen.  SOFAC updates its policies regularly.

http://studentorganizations.missouristate.edu/sofac/

Basics of the Bake Sale/ Magnet Sale

Bake sales are easy and fun!

First off, a little bit of contact information for Conference Services you'll need later on in this post.

Conference Services

Plaster Student Union, Room 302

Telephone:  417-836-5653

Email:  ConferenceServices@MissouriState.edu

Hours:  Monday through Friday - 7:00 a.m. to 5:00 p.m.

Planning

Plan your general time frame during the month you want a bake sale.  Bring this up with the general meeting and/or the officers, and with them pick a few specific dates and times and which you prefer.  Go with these to Conference Services and reserve a table outside Siceluff or inside the union.  Specify the number of tables and chairs you need.  They’ve been known to be late in the morning of the bake sale with tables because they forgot, so if they don’t show up, badger them at the office or call them.  (When in doubt about a phone number remember that the university’s switchboard is 417.836.5000.)  When the date is reserved, send a sheet around asking people what they’ll make.  That way not everyone makes brownies and nothing but brownies.

Baking Party

Throw a baking party the night before a sale at an officer or member’s house.  It’s a good time for the members, and it encourages people to actually bake instead of saying they’ll make something and then not having social pressure to follow up on it.  You can share baking supplies easily also.  Make sure people record their ingredients, I'll bring up why in a couple paragraphs.

There are lots of things you can do while stuff is in the oven.  Bring games, art supplies, movies.  Massage party!

Setting up Your Table

Individually seal food items in ziploc or plastic.  Ingredients should be listed.  It looks professional, it’s helpful for anyone watching what they eat or with allergies, and if you do something novel with your food then it’s a good conversation starter.  If you have a lot of something and it’s not on track to sell out by the time you’re doing clean up, reduce the price.  Put the Club Banner up on the table.  Bring string and/or tape to secure it down to the front of the table, the wind can be a nuisance and blow it all over.  Make sure you have enough cash and change in the box to facilitate transactions.

Earnings

Count the cashbox before the sale.  Count it again after the sale.  This is a lot easier way to record the earnings than counting each individual transaction.  Make note of which items were popular and what time of day they were popular during, so that you can solicit for best sellers before the next sale.

Banking Basics

Change

Banks usually require change to be rolled and labeled with the amount, as most of them don’t have the automatic coin counters, and if one does it’s usually for account holders only.  Keep paper coin rolls in the cash box, the bank will usually give you several if you ask.  Do not ever use Coinstar;  It exacts a portion of the counted funds as payment.

Transition

To transition the ECCU bank account to new officers:  Pick up the Change of Account Holders card from the bank.  Get it signed and filled out with information by the new officers and the faculty advisor.  Get photocopies of their photo ID’s.  Bring all this back to the bank.  Have the new treasurer do this with you.

Educational Community Credit Union

1221 East Grand, Springfield, MO 65804

Phone: (417) 831-0534 or (866) 439-ECCU
Fax: (417) 831-2719
Lobby Hours:
Monday, Tuesday, Thursday, Friday: 8:45 a.m. to 5:15 p.m.
Wednesday: 10 a.m. to 5:15 p.m.
Drive-Up Hours:
Monday – Thursday: 7:30 a.m. to 6 p.m., Friday: 7:30 a.m. to 7 p.m.