ROTARY Be the Inspiration IN Our Year LONDON The Rotary Theme - - PDF document

ROTARY IN LONDON

District 1130 Club Treasurers’ Assembly

www.rotaryinlondon.org 2

Club Treasurers – The Controller! 'A Mixed Ability Assembly' There are Handouts Objective – raising the bar Please Chip In

Welcome Introducing the District Team here Introducing Rotarian Barry Rassin (RI President 18-19) 2018-2019 Be the Inspiration

Our Year The Rotary Theme The Goals for 18-19 The “5p” Challenge The GDPR

2018-2019 Be the Inspiration

Play 4 Specially edited short videos

Barry Rassin Amanda Wendt Jennifer Jones

 Parts of the Job  Decisions you have to make  Recording – how to do it  Reporting  What no one will tell you

Learning Objectives

Planning for the future Recording what happens Reporting to the Club Retaining the Records Reconciliation Stewardship

The Main Tasks

Having to make right decisions Forecasting results of club events Raising funds from members VAT Insurance Premiums Dealing with your Venue for the Meals

The Main Non-tasks

Getting details of next year’s costs Planning a budget for next year Putting the budget to the clubs (AGM or Assy) Maintaining the Club Mandates Reading the Insurance Manual

Planning for the Future

(Fixed Costs + (Variable Cost x No of Rotarians)) / Number of Rotarians = Dues

Last Year Forecast

The Budget Equation

When money comes in

 Date  Description  Amount  Analysis

When decisions are made

 Date  Decision  Vote

When money goes out

 Date  Description  Amount  Analysis  Document Reference

Recording what happens

Create your own documents When money comes in When you request payment When you make a payment When you receive cash – e.g. fines, pots etc.

Recording What Happens

Club Council Money Received Money Spent Budget to actual, Year To Date if you can Balances at the Bank and On-Hand Club Business Meeting Main Actions since last report Balances General issues Club SGM Last year’s accounts

Reporting to the Club

KEEPING: Receipts Invoices Vouchers Cheque Books Paying in Books Bank Statements Control Documents you generate

Retaining the Records

What is stewardship? Keeping funds separate Not mixing Club and Charity Making sure money is spent correctly Making sure bills are paid Keeping details whenever you can Getting your worked checked Reporting that the accounts were checked

Good Stewardship

Week by Week Tasks Actions

Your Planned Year

 BANK MANDATES  WHICH BANK TO USE  ON-LINE BANKING  HOW MANY ACCOUNTS?  HOW MANY SIGNATORIES  SOFTWARE/SPREADSHEETS/PAPER  WHO WILL EXAMINE ACCOUNTS  VAT  GIFT AID  CHARITY REGISTRATION

Decisions for the Treasurer

• Arrangements for What Can be Claimed
• Arrangements for Making Claims
• Declarations

GIFT AID

• 2 Schemes
• Gift Aid
• Gift Aid Small Donations Scheme

GIFT AID – What you can claim

• Provides top-ups on Small Cash Donations <£20
• Applies to Rotary Clubs and Bucket Collections

GIFT AID – Small Donations

• Using On-line Form (less than 1,000)
• Through own database (more than 1,000)
• Paper Form ChR1 – which replaced R68
• ChR1 Form must be used – even on-line

GIFT AID – Claiming

• Must have declarations from donors
• Can use your own designed form
• Oral, written or electronic declarations accepted
• Must contain certain details
• You can use HMRC model forms

GIFT AID – Declarations

• Must have declarations from donors
• Can use your own designed form
• Oral, written or electronic declarations accepted
• Must contain certain details
• You can use HMRC model forms

– Declarations Example

GIFT AID – Example GIFT AID – Example INSURANCE

Much changed on 1st March 2016! RIBI HAS AN EXCELLENT GUIDE

INSURANCE – Limits to cover

 Employer's Liability

£10,000,000

 Public Liability

£20,000,000

 Products Liability

£20,000,000

 These are totals for any one claim

INSURANCE – Proof and Policy

 Proof of Insurance

 RIBI Website  Members Area  Club & District Support  Compliance  Insurance

 It's Bartlett – not Sutton Winson!

INSURANCE – Proof and Policy

 Tim Richardson

 tinaandtim@richardsonmail.eu

 Your first port of call  Lots covered – some not  See the booklet  Visit the web page at

 http://www.rotarygbi.org/members/club-district-

support/compliance/insurance/

 Questions and hopefully answers

ANY QUESTIONS?

 Do you want to go home now?

Thanks for Coming