This file last written March 13, 2014 |
SPITFIRES NEW TREASURER INFO
Initially
Monthly
Invoices
January
February
August 1
September
Each Indoor Season
Exec Meetings
Initially
- 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 and all previous years.
- 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.
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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.
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Invoices
- The EODSA issues invoices for player fees: 3 for the summer season and 3 for the indoor season:
- March and October: (player registration fee) * (80% of the previous year's total player numbers).
- June and January: the remaining 20%.
This one is really annoying because it is issued at a time when they could, if they wanted to, look to see how many players you actually have registered. They should, at the very least, state that you won't be fined if you pay what you actually owe rather than what you would have owed last year. I have complained about this a couple of times. No change.
- October and June: either a credit or further billing for the season depending on whether you had fewer or more players than last year.
- The EODSA also issues invoices for summer referee fees:
- May: 100% of the previous year's total fee.
- October: either a credit or further billing depending on whether you played fewer or more games than last year.
- The OCSL issues 2 invoices or requests for payment
- The team and field fees are both due with the team applications March 1. However, you can post-date the field fee cheque to April 30 AND include a note (put a post-it directly on the cheque) to ask that the cheque not be deposited till April 30. Be aware that if the cheque is deposited earlier, the bank will probably cash it; dates are not automatically checked (yet). So make your note obvious!
- Final fee or credit note in Oct/Nov to handle the difference between actual and expected field costs.
- Other leagues usually issue 3 invoices or requests for payment
- Deposit request
- Team fee, possibly including per-player fees
- Final fee or credit note to handle changes in expected player numbers
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January
The Spitfires financial year ends January 31 (to capture a final winter
fee payment, which was 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 winter EODSA registrations? (Prior to 2008, and again in 2012, they were invoiced late.)
- 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:
- Add last year's numbers from the bankbook into the "Actual" column next
to last year's proposed budget
- 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.
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February
- Review the budget with the exec at least two weeks before the AGM. Beware of going over $50k in revenue and triggering tax return requirements. (Incorporation FAQ)
- 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.
- Get the audit done:
- format the books. (See previous years for examples.)
- send in the formatted books and request the required "Notice to Reader". Tell the auditors that it is not required until July so there is no rush. Ask for the draft to be sent to you (not the president, the primary contact).
- when you receive the draft make sure you agree with it. When satisfied, make any changes required to the books.
- e-mail the auditors your approval and ask that they e-mail you a copy of the invoice and the final Notice. They will normally snail-mail both to the president who will forget to tell you about the bill.
- pay the invoice.
- File a Schedule 546, Corporations Information Act Annual Return for Ontario Corporations, together with a "T2 Short" income tax return or make sure the person looking after Incorporation files it. An individual can be fined up to $2,000 and a corporation up to $25,000 if both files are not submitted together on time. (Incorporation FAQ)
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August 1
- Ask the registrars to give you freshly created team rosters (or DIY).
- The rosters must be from August 1. Check the date. Team captains have been known to ask the EODSA to add a player for them when the registrar is away on vacation. The last day players can be added is July 31 so if you have Aug 1 rosters, you know you have everyone.
- Compare the number of people registered to the number paid.
- Every single year a team captain or registrar either forgets to collect a fee from someone or collects it and forgets to deposit it. Every year. The treasurer must figure out from the registration status pages and the team rosters whose fee is missing and track it down.
- If you have NCISL teams and the NCISL is still charging a jersey fee, ask the equipment manager if s/he bought jerseys for the club. If so, ask for a scan of the receipt and send it to the NCISL admin so you get the jersey fee returned.
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Mid-Late September
- Provide keeper refunds to qualifying goalies. (See refund info.)
- Handle player refund requests according to the refund page.
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Each indoor soccer season
Check that you have received all the fees. The indoor fees exactly cover their costs with either $5 or $10 extra per player per 15-game season. The women's teams who only borrow 1 ball pay the lower fee because they neither lose nor damage that ball. Men's teams, with their greater strength, tend to damage balls and all teams tend to lose balls if they borrow more than 1.
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Exec Meetings
There will be one exec meeting, either after the summer season (Oct/Nov) or
in January. There may be others. If the meeting is in January and you can get
the budget done in time (barring the Jan entries), you can present it there for
approval rather than trying to get approval via e-mail.
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Explanations
How to get signing privileges at the bank
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. You can also order on-line once you are logged in to the bank.
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How to get executive privileges in the Spitfires database
The registrar (or ex-president, VP, secretary or treasurer) must:
- 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
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Why do you need executive privileges in the Spitfires database?
- You need access to the individual player links to get snail-mail addresses
for refunds. (Note that, unless the submit-date on the player's file is
recent, it's probably a good idea to send an e-mail first to make sure the
address is still valid.)
- You may need to look at the registration pages to find out if a player
needs to be refunded the "early-bird" summer registration fee or the regular
fee.
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Why do you need details of deposits?
The budget requires the treasurer to split the revenue up into different
seasons and different leagues. Deposits may not be neatly split up this way.
In particular, spring deposits may contain (a) spring Coliseum registrations,
(b) early bird special summer registrations and (c) regular summer
registrations. If you aren't told how many there are of each, you'll spend more
time then you want trying to figure it out at year end. Also, execs may pay for
something themselves and then take their refund out of registrations. There is
no way you can figure out what happened in that case.
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How to pay for the web?
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.
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How cheques are handled in the spreadsheet
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Back to January
Auditors
Parker Prins Lebano Chartered Accountants
1796 Courtwood Crescent
Ottawa ON K2C 2B5
Original contact: Steve Parker (steve.parker at ppl-ca.com)
2014 contact: Lauren Sloan (lauren.sloan at ppl-ca.com)
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DIY Fetch Team Rosters
- OCSL
- Official OCSL rosters are in the AIMS database
- login to AIMS
- click on "Reports"
- select "Team Roster.rpt"
- make the other (obvious) selections and voila: rosters.
- NCISL
- ask the NCISL admin for a club account at the NCISL
- login to the NCISL site
- select the "My Team" tab
- select the Spitfires team
- click on "Roster"
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This file last written March 13, 2014 |
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