THE GOOD CLUB GUIDE EXTRA: FOR A TREASURER

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THE GOOD CLUB GUIDE EXTRAFOR A TREASURER
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GETTING STARTED

• The following sections will provide additional
  help and support for a club Treasurer in key
  areas of the role. This resource should be read
  in conjunction with the ASA Good Club Guide for a
  Treasurer, and other ASA Good Club Guides,
  available through the British Swimming website at
  www.britishswimming.org

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HOW TO USE THIS RESOURCE

•  As a reference to assist you/others in their
  role
• To assist a club in recruiting volunteers by
  giving information about a role
• To prompt discussions at your club about the
  standards and qualities of volunteers needed
• As part of an induction for a new volunteer at
  the club
• To input into the development /action plan for
  the club

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ACTIVITY 1 HOW DOES THAT FIT WITH YOUR ROLE?

• Using the role description in the ASA Good club
  guide for a Treasurer, consider how this relates
  to you, and the role you are doing / could be
  doing in the future?
• E.g. are there areas, as a Treasurer that you
  may need to consider as part of your role having
  read the above information?

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FINANCIAL INFORMATION EXAMPLES

• To complement the ASA Good Club Guide for a
  Treasurer, the following are examples for you to
  consider in creating your own financial systems
  within your club
• An example receipt entry in the cash book may
  look like this

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EXAMPLE PETTY CASH JOURNAL
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PREPARING A CLUB BUDGET

• The following 5 top tips can be used as steps in
  the preparation of a budget.
•  
• 1. Identify all possible sources of income and
  expenditure e.g
• Income could be Membership Fees, Door takings,
  Development funding, fundraising and sponsorship
• Expenditure could be pool hire, coaching fees,
  postage, team kit, stationary, equipment,
  trophies, catering, insurance and travel

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• 2. Obtain estimates from all budgeted areas
  (e.g. administration, training and development,
  athlete training and competition,
  facilities/equipment, etc), then make an educated
  guess as to the amounts likely to be spent and
  received. You may be able to use the previous
  year's figures to determine amounts
•  
• 3. Make adjustments for inflation and any other
  likely increased costs.

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• 4. For some items it will be possible to
  calculate the amount that has to be paid or
  charged. This is necessary when there are large
  items of capital expenditure, e.g. purchasing a
  new piece of equipment.
•  
• 5. Once all income and expenditure has been
  estimated, draw up a draft budget. Income should
  prove slightly higher than expenditure.
•  
•   

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• It would be unusual if the draft budget turned
  out close to balancing. The first draft may
  require several adjustments to make it fit
  reality. Alternately, the club may have to look
  at its planned projects and determine whether
  its realistic for them to all be done within
  budget. Always ensure income exceeds expenditure.
•  

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EXAMPLE BUDGET FOR A SMALL CLUB
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ACTIVITY 2 A FEW QUESTIONS TO CONSIDER

• What do you now need to do to prepare your clubs
  budget?     
•  
• How can you ensure you communicate
  budget/financial information to the club
  committee who may not have knowledge of
  finances/budgets e.g provide training or notes,
  share a copy of this resource
•  
• How will you ensure your club budget relates to
  the strategic plan for the club?
•        
• How will you address any shortfalls in budget
  from last year, into this years budget?
•        

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EXAMPLE MONTHLY STATEMENT (YEAR TO DATE)
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EXAMPLE MONTHLY BANK RECONCILIATION

• Please use the templates booklet available from
  www.britishswimming.org which shows how a bank
  statement can be compared with the clubs records
  of income and expenditure, which will hopefully
  match up.

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EXAMPLE ANNUAL PROFIT LOSS STATEMENT

• Please use the templates booklet available from
  www.britishswimming.org which provides an example
  profit and loss statement

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EXAMPLE STATEMENT OF ASSETS AND LIABILITIES
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ACTIVITY 3 CLUB FINANCE MANAGEMENT

• Make a note of the current club finance
  management tools used by the club, and note any
  actions you may have now you have read the the
  ASA Good Club Guides.

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ACTIVITY 4 SELF REFLECTION ACTIVITY

• What could you do to gain further experience in
  being a Treasurer having now read this resource?
  Eg. Contact neighboring swimming club by December
  to network with the club Treasurer
•    
• What information might be useful for you to
  follow up / gain further information on to help
  you during you term of office as a Treasurer? e.g
  speak to fundraising and sponsorsip officer
  regarding grants available

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• Who are the people who will be important for you
  to speak / communicate with in order to achieve
  the above and why?
•     
• What further help do you need in developing your
  skills as a club Treasurer? (You may be able to
  discuss this with your ASA Regional Office)

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•  
• Twelve months from today, what is the one thing
  you would like to have achieved in being a club
  Treasurer?
•            
• TIP Set a reminder in your phone / diary /
  calendar that you have committed to doing this,
  and to re-visit this page!

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SUMMARY

• We hope you have found this guide informative in
  guiding you in your role, and providing you with
  information and helpful tips. We wish you a great
  experience in your role and thank you once again
  for all your time and commitment you are giving
  to the sport.

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ACKNOWLEDGEMENTS

•  
• The ASA are grateful for the contributions and
  input from the ASA Volunteer working group in
  ensuring these resources are written and reviewed
  by volunteers, for volunteers. These resources
  also draw upon the work developed by swim21
  clubs, runningsports and Volunteering England.
  The ASA would like to acknowledge and thank these
  organisations for their support and permission in
  using the work they have completed.
•