So, You are Treasurer of your 4-H Club! Montana 4-H Center for Youth Development 2005 Congratulations! • Your job is essential to your 4-H club. • You have a VERY important role to play in managing club money. As Treasurer, you are responsible for… • The 4-H club’s money • The 4-H club’s bank accounts • And maybe even the 4-H club’s fund raising activities • Ensuring proper management of these funds 4-H Club Fund Raising Ideas • • • • • • • • Carnival Recycling Drive Box Supper Car Wash Candy Sale Window Washing Calendar Sales Paint Mailboxes 4-H Fund Raising Guidelines • Any fund raiser must have an educational purpose • Record of income and expenses for each fund raiser is required • A financial report must go to Extension Office within 30 days after the event. • Funds are used for 4-H related expenses only --– Not for individual club members – Not for personal expenses 4-H Fund Raising Guidelines (cont’d) • Revenue received from any fundraiser must be in a 4-H account • Must be used by the sponsoring club or 4-H group. • 50/50 Fund Raisers may not be held (this includes any betting activities) • Raffles: – should have a quality product for the winner – not cash! – Check with County Commissioners for guidelines to conduct a raffle Laws affecting 4-H Club Funds • 4-H Club Money belongs to the club – not the individuals in club. • The treasurer’s records of the 4-H club are open for inspection at any time by anyone. • “Keeping the Books” includes the checkbook, the receipt book, the check register, payment vouchers and bank statements. • Follow the guidelines in the “So, You Are Treasurer of Your 4-H Club Book” (#5242— revised June 2004). Serving as a new 4-H Treasurer • Know what types of bank accounts your club has. • Visit the bank to learn about their services and expectations. • Refer to page 5 in the treasurer’s book for more guidance. • Learn what the club’s Federal Employer Identification (EIN) number is. (Each club must have one of these.) Audits • Who: The President appoints an audit committee--2 members and 1 leader • What: A formal review of a club’s financial accounts. • When: To be done before a new treasurer receives the records. • Why: To see that the club money has been spent correctly. • Why: To be sure the records are accurate --accountability. What to bring to each club meeting • The approved budget • The check book • Yourself and the leader who is authorized to sign checks should be at the meetings. • Envelopes and stamps The Club Budget • Based on the Club Plan of Work – what the club will do during the year. • Includes expected income and expenses for the club year. • Is usually just an estimate, but also provides a plan for the year. Responsibilities • To keep the 4-H Club’s check register up to date. • To issue receipts when the club receives money. • To prepare and make bank deposits for the club. • Pay the bills with appropriate documentation (voucher, receipt/invoice and appropriate signature) • Write checks on behalf of the club • Prepare a monthly treasurer’s report. • See the 4-H Club Treasurer’s Book for details on doing these things. Monthly Treasurer’s Report – a Priority!! • Shows the club membership the financial activity of the previous month. • Circulate a copy of the treasurer’s report and the bank statement among the club members at each meeting. • When approved, it is included with the Secretary’s minutes. Annual Summary Financial Report • Required of all 4-H Clubs, Councils, Committees, and groups. • Creates an open, public record • Fulfills the audit concerns of MSU • Completes the federal requirements for financial accounting by 4-H Clubs. • Due in the County Extension Office on September 30th of each year. Your Guide to Success as a 4-H club Treasurer Have fun and learn as much as you can!