2017 Area 4 Club Officers Training Club Operations

2017 Area 4 Club Officers’ Training Club Operations and Financial Management Author : Jill Lucht, District Treasurer

Registrations, Authorizations and Signatories Updates Office of Fair Trading Annual return to be lodged online within 1 month of the AGM Includes notification of Office Bearers Financial Statements and Audit Report to be attached Form 10 a to be lodged for any subsequent changes Australian Business Register ABR to be updated for addresses, associates, public officer and authorised contact person within 28 days of changes. Form 2943 available (paper only) ABN lookup search shows entity details, history and date when last updated. Bank and Online Banking Change Signatories – President and Treasurer Obtain new logins for online banking, set new passwords and cancel previous access. Do not pass on tokens, user names, passwords, etc. ZI Club Officer Information Form lodge online or email paper form by 31 May each year and at subsequent changes activates Club's Membership Access to incoming President's and Treasurer's personal logins

Club Address PO Box provides a permanent address for registrations etc avoiding the necessity to update with each change in club officers. Think of it as an office address. Decision making process Proposals, ideas, suggestions - referred to the relevant Committee to consider, investigate, cost, and report to the Board to consider the Committee Report and make their recommendation to the General Meeting considers the Committee’s report and Board recommendation and makes the decision. Meeting RSVP and Collections Options – email apologies SMS invite requiring Y or N response Facebook Invites Email apologies option leads to some problems collecting after apology not sent. SMS option requires action and is then less likely to result in non payment

Dropbox Online storage of documents and records – rather than on personal computers or USB Ease and timely of access, Know where to locate, One version of a document – the one in dropbox Prior years’ records readily accessible and able to be used to plan. Don’t need to be reinventing the wheel! Administrator with attention to detail to manage folders and oversee/educate users File Names to be consistent, descriptive and meaningful Club email address Provides a permanent contact point for all purposes Business like, Visibility. Easy in changeover Use as the correspondence listing Not for Profit status There is no registration provisions other than for bona fide charities. Not for Profit Status is established by the objects and provisions in the Club Rules

Insurance and Notifiable Events Public Liability and Voluntary Workers' Insurance cover for all clubs is arranged and paid by the District. Certificates of Currency, Policies and Schedules current to 1 July 2018 available on the District website. Certain Events are Notifiable to the Insurer, eg More than 150 people will be attending or The Club is in control of the serving alcohol Insurance Notification of Events Form, with instructions, is available on the District website.

ZI Membership Records and Dues Payments Club’s Membership Record – Accessible to the Club President and Treasurer using their personal logins Details may be updated, members added, deleted or transferred online Paper forms are not required. Refer to the Website – Membership Tools Online Dues Payment System Instructions An Updated Invoice is able to be printed. Payment Options – Detailed on the invoice. Payment may be made Online by Paypal, Mastercard or Visa Card. Associated Costs examples – Paypal conversion fee to USD is 3. 5% Mastercard or Visa Card International transaction Fees approx 3% Commbiz online International Money Transfer fee $13. 60 plus Bank of America fee charged back $37 makes total of $50. 60 Conclusion: if paying less than $1, 800 payment by credit card would be the cheaper option.

ZI Dues Young Professionals - under 30 years of age ZI Dues reduced to USD 40 ie currently approx AUD 52. as a trial To authorise the saving to be passed on to the member, pass a resolution to offer a discount to members under 30 years of age. District 22 Dues Invoice/Remittance Advice is emailed annually to the Club Treasurer and is available on the District website. Payment by direct credit or bank deposit would be appreciated. Renewals - Payable by 1 June each year New Members - Payable upon their joining Copy of the completed Invoice/Remittance advice to be emailed to the District Treasurer. ZI and District 22 Half Year Dues apply from 1 December to 31 May

Club Dues by Instalments should be Payments in Advance for the following year Paid in full before the end of the financial year. Regular set amounts and fixed due dates Manageable to the Treasurer Recorded separately to current year dues (column in cash book) Not included in current year income Reported in the Balance Sheet as Dues in Advance

Banking Collection of monies and payments by direct credit to and from the bank account are time saving, efficient, secure and reduce the risks associated with cash handling. No bank fees for online banking for NFPs except for International Transactions. Payments All Payments should be supported by some documentation listed in a report to a general meeting either passed for payment (before actual payment) or payments ratified (after payment) Minutes should include a motion to the effect That the payments as listed be ratified and/or passed for payment.

Record Keeping Systems Clubs should choose an option that will – Satisfy compliance requirements Enable Fund Accounting Facilitate the compilation of the required reports Have access to the historical data Provide ease in succession from one treasurer to the next. The System is required to Tell the story and be the history and look up tool Record transactions by Fund Have data to produce separate reports for each Fund, General and Service. Suggestions Excel (samples following) MYOB using jobs Reckon using classes Cash Book hand written

ZONTA CLUB OF XXXXXX INC 2016 -7 General Fund (Bank and Account Number) Receipts Date Details Ref Banking Sundries Dues 17 -18 Interest Meeting Fees total check 2016 April 10 Mary Smith 101 190. 00 Tara Jones 102 190. 00 Beth Black 103 190. 00 Kristen Harvey 104 190. 00 Brooke Summer 105 190. 00 Mary Gaston 106 190. 00 Lisa Brown 107 190. 00 Heather White 108 190. 00 Emily Carter 109 190. 00 110 190. 00 Deanne Page 111 190. 00 Kelly Gibson 112 190. 00 Kate Smith 113 190. 00 Karen Reynolds 114 190. 00 Sharon Morton 115 190. 00 Sandra Jones 116 190. 00 Pat Connors 117 190. 00 24 Marie Airton 118 190. 00 Margaret Lawson 119 190. 00 Robyn Horton 120 190. 00 17 Katharine Bennett 28 Members Dinner Meeting 121 600. 00 May 26 Members Dinner Meeting 122 540. 00 June 23 Members Dinner Meeting 123 570. 00 June 30 Bank Interest July 28 Members Dinner Meeting 570. 00 5. 25 124 5. 25 540. 00 6, 055. 25 Cash Book Summary 540. 00 - 3, 800. 00 5. 25 2, 250. 00 6, 055. 25 Reconciliation Statement Cr Balance 1. 4. 16 1, 520. 00 Receipts 6, 055. 25 Cr Balance as per Bank 1, 785. 90 Cr Balance as per Cash Book 1, 785. 90 7, 575. 25 Payments 5, 789. 35 Cr Balance 16. 8. 16 1, 785. 90

ZONTA CLUB OF XXXXXX INC 2016 -7 General Fund (Bank and Account Number) Payments Date Details Ref Total Sundries Bank Charges Dues D 22 Dues ZI Gifts, Flowers, Presentns Meeting Expenses Stationery total check 2016 April 30 Post Office Hotel April Dinner 101 580. 00 May 31 Post Office Hotel May Dinner 102 500. 00 Miller and Assoc. Audit Fee 103 630. 00 Interflora Florist Flowers Ill member 104 50. 00 Zonta International District 22 Ltd 105 700. 00 Zonta International 106 2, 160. 00 Office of Fair Trading Annual Regn 107 49. 95 Officeworks Stationery 108 12. 00 Post Office Hotel June Dinner 109 540. 00 June 1 30 July 15 Bank Charges IMT 31 Post Office Hotel July Dinner 630. 00 50. 00 700. 00 2, 160. 00 49. 95 12. 00 540. 00 26. 40 110 26. 40 541. 00 5, 789. 35 541. 00 679. 95 26. 40 700. 00 2, 160. 00 50. 00 2, 161. 00 12. 00 5, 789. 35

ZONTA CLUB OF XXXXXX INC 2016 -7 Service Fund (Bank and Account Number) Receipts Donations Date Details Ref Banking Sundries Fund Raising Birth Kits Theatre Night total check Bunnings 2016 Apr 16 Theatre Night Ticket Sales 101 1, 650. 00 May 15 Bunnings Sausage Sizzle 102 2, 275. 00 3, 925. 00 Cash Book Summary 1, 650. 00 2, 275. 00 - - - 2, 275. 00 - 1, 650. 00 Reconciliation Statement Cr Balance 1. 4. 16 9, 000. 00 Receipts 3, 925. 00 Cr Balance as per Bank 3, 175. 00 Cr Balance as per Cash Book 3, 175. 00 12, 925. 00 Payments 9, 750. 00 Cr Balance 16. 8. 16 3, 175. 00

ZONTA CLUB OF XXXXXX INC 2016 -7 Service Fund (Bank and Account Number) Payments Fund Raising Date Details Ref Total Sundries Donations Projects Theatre Night Bunnings Birthing Kits Breast Cushions check sum 2016 April 15 XXXXXX Theatre 101 800. 00 May 15 Coles 102 800. 00 25 XXXXXX Women's Shelter 103 5, 000. 00 25 Zonta International Foundation 104 3, 000. 00 31 ZC of Brisbane East Stuffing 105 150. 00 9, 750. 00 800. 00 150. 00 - 8, 000. 00 800. 00 - 150. 00 9, 750. 00

Budgets The club manual recommends two budgets be prepared, one for each fund. Budgets - General Fund Budget (sample following) with a recommendation re Dues should be considered firstly by the Board presented to the General Meeting in the month prior to the EOFY. The motion is then put setting Dues for the next financial year and half year dues , if applicable, from (date)?

ZONTA CLUB OF XXXXXX INC. BUDGET FOR THE YEAR ENDING 31 MARCH 2018 Actual Budget YE 31. 3. 16 1. 4. 16 to 8. 3. 17 2017/8 15 12 10 Dinner Meetings Surplus Total Other Income Operating Expenses Audit Fees Badges Bank Charges 250 265 201 213 200 210 580 37 30 620 40 35 620 40 50 Gifts, Flowers and Presentations Registration Fees PO Box Rent 230 48 115 210 49 121 200 50 125 Secretarial & Stationery Sundries 14 95 28 115 50 100 Total Operating Expenses 1149 1218 1235 Excess of Operating Expenses over Other Income 884 1, 005 1, 025 GENERAL FUND Other Income Bank Interest Area Workshop - Area (President)? District Conference Delegate? International Convention Delegate? Accumulated Funds on Hand Per Capita if 25 members 1, 506 41 Membership Dues 2017 -8 Recommendation Club Budgetted per Capita as above District 22 Dues 41 35 Zonta International Dues USD 80 Total 108 184 Recommended that Dues be 190

Budget – Service Fund Depending on club practices it may be more practical to prepare this budget once the new committee meets or as part of the yearly planning of activities and targets. Sample Service Fund budget including Actuals for comparison ZONTA CLUB OF XXXXX INC BUDGET FOR THE YEAR ENDING 31 MARCH 2018 Actual Budget YE 31. 3. 16 1. 4. 16 to 8. 3. 17 2017/8 IWD Function Net Proceeds 1500 1750 1700 Theatre Night Net Proceeds 650 950 850 Sausage Sizzles 2200 2300 Show Stall 3000 High Tea Net Proceeds 1000 Total Funds Raised 8, 350 9, 000 8, 850 Zonta International Foundation 1/3 2783 3000 2950 YWPA Award 500 500 Breast Cushions 200 200 Birthing Kits 1000 Available for Local Projects 3, 867 4300 4200 Total Distribution 8350 9000 8850 Service Fund Income Distribution

Financial Reports to Board and General Meetings Format of financial reports depends on the needs and preferences of the Board. A Statement of Receipts and Payments (as in the Club Manual) covers only the activities from one meeting to the next. Zonta Club of XXXXX Inc Treasurer's Report to General Meeting 22. 8. 16 Statement of Receipts and Payments 25. 7. 16 to 22. 8. 16 General Fund Balance at Commonwealth Bank 25. 7. 16 Receipts Dinner Meeting Fees July Bank Interest 1, 752. 90 452. 00 1. 00 Payments Dinner Meeting July 420. 00 Balance at Commonwealth Bank 22. 8. 16 453. 00 2, 205. 90 420. 00 1, 785. 90 Service Fund Balance at Commonwealth Bank 25. 7. 16 Receipts Payments Balance at Commonwealth Bank 22. 8. 16 3, 175. 00 Nil 3, 175. 00 Payments to be ratified Post Office Hotel - July Dinner Meeting 420. 00 This one month snapshot is not conducive to managing funds in line with the budget or making well informed decisions. The greater part of income is received at the beginning of the year but expenditure is spread over the year.

Sample Statement of Income and Expenditure and Report for General Fund for the Year to Date with Budget for comparison Zonta Club of XXXXX Inc Treasurer's Report to General Meeting 22. 8. 16 Statement of Income and Expenditure 1 April 2016 to 16 August 2016 Budget 2016 -7 General Fund Income Bank Interest Dinners Surplus Membership Dues Total Income Less Expenditure Audit Fees Badges Bank Charges Gifts, Flowers, Presentations Dues Zonta International Dues District 22 Registration Fees Secretarial and Stationery Sundries Total Expenditure Excess of Income over Expenditure Fund Balance 1. 4. 16 Fund Balance 16. 8. 16 Commonwealth Bank Cheque Account Balance 16. 8. 16 Payments to be ratified Post Office Hotel - July Dinner Meeting General Fund Notes July Dinner Meeting Surplus Actual 10. 00 200. 00 3, 800. 00 4, 010. 00 5. 25 89. 00 3, 800. 00 3, 894. 25 620. 00 25. 00 35. 00 200. 00 2, 160. 00 700. 00 48. 00 50. 00 100. 00 3, 938. 00 72. 00 630. 00 26. 40 50. 00 2, 160. 00 700. 00 49. 95 12. 00 3, 628. 35 265. 90 1, 520. 00 1, 785. 90 420. 00 32. 00

Sample Statement of Income and Expenditure for Service Fund for the Year to Date with Budget for comparison Zonta Club of XXXXX Inc Treasurer's Report to General Meeting 22. 8. 16 Statement of Income and Expenditure 1 April 2016 to 16 August 2016 Budget 2016 -7 Service Fund Income IWD Function Net Proceeds Actual 1, 700. 00 Sausage Sizzles Net Proceeds Show Stall 1, 300. 00 3, 000. 00 1, 475. 00 Theatre Night Net Proceeds High Tea Net Proceeds 850. 00 2, 000. 00 850. 00 Total Income 8, 850. 00 2, 325. 00 Less Expenditure Donation XXXXX Women's Shelter from PY Funds Donation Zonta International Foundation from PY funds Zonta International Foundation 1/3 YTD Fund Raising Awards YWPA Birthing Kits Project Breast Cushions Local Projects - Shortfall YTD Total Expenditure 5, 000. 00 3, 000. 00 775. 00 500. 00 1, 000. 00 200. 00 -150. 00 2, 325. 00 8, 150. 00 Excess of Income over Expenditure - 5, 825. 00 Funds Balances 1. 4. 16 9, 000. 00 Funds Balances 16. 8. 16 3, 175. 00 Commonwealth Bank Cheque Account Balance 16. 8. 16 3, 175. 00 These statements show the progress in results and funds compared to budgets. Tool for informed decision making on spending proposals. Motion - That the Treasurer's Report be received and Payments as listed be ratified.

Annual Financial Statements The annual report, compiled by the Treasurer, should include Statement of Income and Expenditure for each Fund Balance Sheet If the club relies on the Auditor to compile the statements provide a sample. ZONTA CLUB OF XXXXXX INC ABN 11 111 111 STATEMENT OF INCOME AND EXPENDITURE FOR THE YEAR ENDED 31 MARCH 2016 This Year Last Year GENERAL FUND Income Dinner Meeting Fees 6, 500. 00 6, 000. 00 Members Dues 4, 750. 00 4, 390. 00 15. 00 12. 00 Interest Received Total Income 11, 265. 00 10, 402. 00 Expenditure Audit Fee 580. 00 550. 00 Badges 37. 00 30. 00 Bank Charges 30. 00 6, 000. 00 5, 800. 00 875. 00 805. 00 2, 700. 00 2, 484. 00 Gifts Flowers and Presewntations 230. 00 200. 00 P O Box Rental 121. 00 110. 00 Registration Fees 48. 00 46. 00 Stationery 14. 00 10. 00 Sundry 95. 00 50. 00 Dinner Meetings Dues - District Dues - International Total Expenditure Excess of Income over Expenditure 10, 730. 00 $ 535. 00 10, 115. 00 $ 287. 00

ZONTA CLUB OF XXXXXX INC ABN 11 111 111 STATEMENT OF INCOME AND EXPENDITURE FOR THE YEAR ENDED 31 MARCH 2016 This Year Last Year High Tea 1, 000. 00 800. 00 International Women's Day Breakfast 1, 500. 00 1, 450. 00 Sausage Sizzle 2, 200. 00 2, 000. 00 Show Stall 3, 000. 00 2, 800. 00 Theatre Night 650. 00 600. 00 Total Income 8, 350. 00 7, 650. 00 500. 00 SERVICE FUND INCOME Fund Raising Net Proceeds EXPENDITURE Awards YWPA Donations Women's Crisis Centre 2, 300. 00 Share the Dignity 3, 400. 00 Zonta International Foundation 2, 550. 00 2, 000. 00 1, 000. 00 200. 00 Projects Birthing Kits Breast Cancer Cushions Total Expenditure Excess of Income over Expenditure 7, 650. 00 $ 700. 00 6, 000. 00 $ 1, 650. 00

ZONTA CLUB OF XXXXXX INC ABN 11 111 111 BALANCE SHEET AS AT 31 MARCH 2016 This Year Last Year CURRENT ASSETS Commonwealth Bank General Fund 1, 535. 00 1, 360. 00 Service Fund 8, 350. 00 7, 650. 00 Total at Bank 9, 885. 00 9, 010. 00 TOTAL ASSETS $ 9, 885. 00 $ 9, 010. 00 CURRENT LIABILITIES Members Dues in Advance - NON-CURRENT LIABILITIES Mortgages, Charges & Securities - TOTAL LIABILITIES NET ASSETS $ - $ 9, 885. 00 360. 00 $ 8, 650. 00 ACCUMULATED FUNDS General Fund Balance at beginning of year Excess of Income over Expenditure for the year Balance at end of year Service Fund Balance at beginning of year Excess of Income over Expenditure for the year Balance at end of year TOTAL ACCUMULATED FUNDS 1, 000. 00 713. 00 535. 00 287. 00 1, 535. 00 1, 000. 00 7, 650. 00 6, 000. 00 700. 00 1, 650. 00 8, 350. 00 7, 650. 00 $ 9, 885. 00 $ 8, 650. 00

Audit The Club Rules (Constitution) will probably state the financial records are to be audited each year. Zonta International Club Manual requires the Treasurer to arrange an Audit, Examination or Review The Associations Incorporation Act sets out the requirements for audits or verification, depending on the value of assets and revenue. Resources Zi Club Manual ZI Policies and Guidelines ZI Tools