Updated Jan 2008

• Get admin privileges on the EODSA's database, ITRegistrar. How. Why.
• Get executive privileges in the Spitfires database How. Why.
• Get signing power and on-line access to the Spitfires' bank account. How.
• Get soft copies of the bankbook spreadsheet and the current year's budget.
• Get the cheque books and any relevant paperwork (recent bank stmts, deposit slips)
• Make sure an e-mail goes out to all the execs and coaches to remind them to tell you the details of a deposit if they make one. Why.
• Go over the last monthly statement that the previous treasurer did to make sure you understand the spreadsheet. Click "How cheques are handled" for an explanation of cheques. The rest of the spreadsheet is straightforward.

Monthly

• Enter all the cheques you and the president (or anyone else with signing authority) wrote into the spreadsheet.
• Enter all the deposits.
• Make sure you know exactly what the payments and deposits were for -- how many registrations, which season and which league. If you don't know, find out now, while people can still remember! And nag them to tell you instead of you having to chase them :) Look at last year's budget -- that shows what categories you need to split out.
• Verify that the bank statement's balance matches the figure in the "Bank Statement" column.

Each soccer season

Verify that the actual number of players registered is the same as the number of registrations received. Sometimes registration cheques get stuffed in a bag and forgotten.

Check:

1. two weeks after the start of the season (while memories are still fresh)
2. at season's end (in case folks were added during the season)

How:

• For the indoor Coliseum leagues or for outdoor OCSL, login to ITRegistrar. Count the players registered.
• For the NCISL "winter" or summer leagues, the NCISL admin will provide rosters if asked nicely.
• For the NCISL "spring" league, you'll have to ask the team manager. Unfortunately, the NCISL amalgamates both winter and spring rosters so you'll not be able to tell how many players are on the spring team.
• In theory, you could always ask the team managers, but they tend to forget spares or players they registered but who never got to play for whatever reason. In the 2007 year, 2 managers out of 9 got their numbers wrong.

January

The Spitfires financial year ends January 31 (to capture the final winter registration fee payment, due Jan 31). At the beginning of February, the budget must be complete and sent to the board for approval. Then it is presented to the members at the AGM around Feb 22-26. If you are new to the treasury, I suggest you use January to do as much of the following as you can so you aren't rushed on Feb 1!!.

Tidy up the bankbook spreadsheet:

• Make sure to mark out previous and next year entries so they don't get into this year's budget. For example, pre-payments for the Spring season go in next year. Final payments for Winter go in this year.
• Make sure all the cheques were recorded -- no numbers are missing.
• Make sure all the deposits and withdrawals got separated out into their correct sub-categories
• Make sure the category columns add up to the net change between deposit and withdrawal columns.
• Look for stale dated cheques and handle them correctly. How.
• Pay for the year's webhosting. How.
• Find out what we still owe for last year and add it into the books. For example, did we pay:
  • the equipment manager for last year's equipment? (Ask him/her.)
  • all the summer and winter refunds? (Check with the president and registrars.)
  • all the EODSA registrations? We'll likely have to estimate the second payment for indoor.
• Find out if anyone still owes us for last year and add it into the books. For example, did all the winter registrations get collected?

Do the budget:

1. Add last year's numbers from the bankbook into the "Actual" column next to last year's proposed budget
2. Create the budget for this year.
   • get the equipment budget from the equipment manager
   • get the indoor and outdoor team fees from the president. S/He will know the actual spring and summer fees. You'll need to estimate the winter fees based on last year. Ask the president if s/he has heard any rumours about increases.
   • if you don't know how many teams there will be, ask the president.
   • get the field fees from the president and secretary. Currently (2008), the secretary gets the summer practice fields and the president gets the pre-season fields: Minto, Sensplex, Ottawa U
   • make assumptions about other expenses based on the past year
   • determine the fees.
     • indoor fees should meet indoor expenses with $10 extra for the club. Note that only full-time players are charged the $10 and they are charged for EACH 15-game season.
     • outdoor fees should meet outdoor expenses with $25?/player extra for the club

February

• Review the budget with the exec at least two weeks before the AGM.
• Present the budget at the AGM -- usually around Feb 22-26. To forestall a bunch of questions, you'll want to point out
  • why fees went up (or down or..)
  • why you ran a deficit or a profit last year (actuality didn't meet expectations?)
  • why you are planning a deficit or a profit this year. Usually those are created to affect the float. Thing is, we need to keep enough in the bank to cover team fees which have to be paid before registrations get collected. Sometimes we have to increase the float so we need a profit and sometimes it gets big through incorrect estimates so we run a deficit to draw it down.

Explanations

The bank is the TD in the Emerald Plaza on Merivale Road. Normally both the president and treasurer have signing privileges. You will need at least one person with current signing power with you at the bank. Make an appointment: (613)224-1188. You may also need to change the snail-mail address for the account; it is currently the president's home address.

You will also need on-line access to the account to get the bank statements when convenient to you. You need the bank card from the old treasurer. Make sure the bank representative resets both the password and the verification question. If you do not tell them to do so, they will only reset the password. Since the verification question is only asked once, when you change the password, the old treasurer has probably forgotten its answer.

If you will need more cheques soon, now is a good time to order them. Take a sample with you to the bank and expect delays while they try to find something similar.

• ask you what userid & password you'd like. (Note: ITRegistrar is not secure. Do not use a userid or password you use elsewhere. Also, I'm not sure what the number/character restrictions are. You may want to just use letters.)
• log into ITSoccerNet and click on the Accounts tab then on "Create New Admin".
• tell you when they are done.

• login to the database,
• click on the admin button
• goto the individual player links and click on your name
• set the executive radio button to "Yes"
• submit the change

We get our web from dreamhost.com. In 2008, you could go here , login as patrick.wirth@gmail.com using the secure shell password, and display the invoice for the last year (End Date = Dec 24, Number of Months = 12). Voila!   If you don't have the password, you can ask either the webgrunt or the webguru for it.

Patrick Wirth arranged the web hosting and pays for us so write the cheque to him.    And, obviously, if you cannot find the invoice through dreamhost, you'll have to ask him for it.

Contact Us: