How to Treasurer the RDG Way

1. What is the Treasurer?

The treasurer's main responsibilities are about what you'd expect: Keep track of the club's financials, and be the gateway for club funds. The treasurer needs to know what legitimate and illegitimate uses of club funds are, and maintain good records to track the use of member's money. They should also be presenting regular reports of the club's current financials.

Many clubs combine the secretary and treasurer roles; this lesson will cover the treasurer half.

When done well, the role should not require more than half an hour a week to perform under normal circumstances.

2. Treasurer Roles & Responsibilities In-Depth

In this chapter, we'll go over common roles & responsibilities for the treasurer. As always, some of these roles may be delegated in different ways according to how your club does them.

• Manages club funds & prepares budget.
  

This is likely the first job that people think of when they hear "treasurer". You will want to have a budget plan ready for officer meetings and to present at the top of the month to the club, in brief. At the beginning of the year, you'll want to have your budget voted on, so any expenses in it are approved and can be paid as needed.

Also part of managing the club funds is safeguarding them. Don't spend money where you don't have to, of course, and try to leave a "cushion" (at least $100 or so) for the next term. On the other extreme, if your club has too much cash (generally, over $300-$400), you may want to suggest to the executive committee that the club dues rates be adjusted.

• Is the club's bank/credit union account point of contact.
  

You will need to be set up with your bank or credit union to be authorized to use the account. Your bank or CU will be able to help you there. They should have your contact info, updated at least yearly (if not twice a year). This also means you have a debit card, and you receive statements (electronic or otherwise). Your bank or CU should also have online access; make sure you are authorized for this.

• Be aware of bylaws and rules regarding what clubs can and cannot use club funds for.

You can start with this resource from TI. It's your job to speak up when officers and members want to use funds in non-approved ways. 

• Be aware of what expenses need to be voted on.

If you have a budget and get that voted on, you'll save yourself a lot of frustration there. Otherwise, anything outside the budget must be approved by a club vote, as stated here. You'll need to know what has been approved in the budget vs. what hasn't.

• Notifies each club member in writing of dues payable. 
  
• Collects payable dues and fees. 
  

This is the another key role the treasurer has. Twice a year, they need to collect and deposit dues, as well as document who has paid (plus when and how) and provide receipts.

Start the dues collection process early - two months before is your best bet. This will let you alert the other officers to who isn't planning to renew, so you can find out why and possibly remediate this.

• Pay renewing member fees to Toastmasters International (TI).

This can be done online provided the club has a debit or credit card (the former is preferable). For renewals, it's imperative that this be done on time (preferably one week ahead of time to avoid last minute rushes). As of this writing, you'll need to collect at least 8 member's dues (3 must be renewals, 5 can be new) to qualify for DCP credit. You may want to collect your first eight, submit those, then collect and submit the remainder as necessary. Reminder: If you don't have that eight, you can't have speech contestants be eligible to compete in higher level contests.

• Collect payments and applications for new members.
• Enter new members into TI's system and pay for them.
• Provide info to VPE so they can enter new members into Easy Speak.
• Provide info to VPM to update the guest list; they should be moved to the member list. This may only need to be done if you use FreeToastHost, a second site, or a separate mailing list as a marketing site as suggested in the RDG Marketing course.
• If the member paid TI with a credit card, shred the credit card payment sheet.
• Give the secretary the application once completed to be archived.

Similar to renewals, but with a little more paperwork. The way your club handles processing new members is extremely crucial; these need to be turned in and paid for within 48 hours (unless there is a specific reason - and then you must set a calendar reminder). Clubs that sit on applications risk losing new members right out of the gate. This path is fairly pain free.

• Pays all bills promptly. 
  
• Keeps complete and accurate records of all financial transactions. 
  

This is pretty cut-and-dry here. 

• Presents a verbal and written financial report monthly. 

This report (sample available in resources) will be useful in officer meetings and at the first meeting of the month. Keep the latter report brief.

• Help maintain accurate membership rosters.
  

Since you should know who has paid dues and who has not, you need to make other officers aware of inaccuracies in the various member lists you have (Easy Speak, FreeToastHost, TI).

• Helps organize club fundraising activities.

If your club is hurting for cash and donations aren't feasible, you can have fundraisers such as speechcrafts. See the guidelines document in the resources directory for more. It's your responsibility to make sure all fundraising activities are above board. If you find your club has to repeatedly fundraise, you may need to adjust your club dues upwards.

• Responds to Internal Revenue Service or other government agency inquiries.
  

This is exceedingly rare, but in the past, clubs had to confirm they were non-profit. California clubs will need to file the 199N.

• Attends District-sponsored Club training.
  

If you're new, plan to attend a TLI (Toastmasters Leadership Institute). If you're experienced, either the TLI or a COT (Club Officer Training) will do.

• Prepares successor for office.

Your one-on-ones and officer meetings should be discussing possible candidates three months out from elections.

3. What's In It for You?

The treasurer role is very good for those who either want to learn or practice not just managing money, but the following:

• Customer service. You will be the one to get applications and dues payments in for new members, and also get renewing members paid up for the next term. 
• Motivational and persuasion skills. Getting people to renew can sometimes be a challenge, and you'll need to be able to sell them on the benefits of getting those dues in.
• Record keeping and organization skills. Keeping track of who's paid what, by when.

4. Your Two Week Startup Plan

As with the other officer roles, here's two week startup plan tasks that are specific to your role to be done in the month prior to your term. Don't forget the All Officers two week plan as well. 

1. If needed, meet with the former treasurer, former president, and current president at your bank or credit union to transfer your club's account. If your bank or credit union has online access, get that too. Make sure you receive statements (paper or electronic). 
   
2. Begin creating or updating your budget plan.
3. Consult with the SAA on club supplies levels.
   
4. Cross compare your various rosters (TI, FreeToastHost, and Easy Speak). Make sure the member lists match.
5. Do research on what your club can and cannot use club funds for, and what does and does not require a club vote to purchase. 

5. Suggestions

• Make use of the budget tool and dues payment tracker in the resources section.
• Both Easy Speak and FreeToastHost have tools to get the word out about dues payments.
• You should coordinate with the SAA to make an inventory report, then query the other officers for possible expenses for the year when creating your budget.
• Use a bank or credit union that has electronic check deposit through your smart phone to save the hassle of having to manually deposit checks.
• Research how to take credit cards or other electronic payments, like Paypal, to increase the ease and speed of payments for new and renewing members. Fewer people want to use checks.
• If you accept cash payments, have envelopes to put the money in with the person's name written on the envelope.