So, You are Treasurer of your 4H Club

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So, You are Treasurer of your 4-H Club!

• Montana 4-H Center for Youth Development
• 2005

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Congratulations!

• Your job is essential to your 4-H club.
• You have a VERY important role to play in
  managing club money.

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As Treasurer, you are responsible for

• The 4-H clubs money
• The 4-H clubs bank accounts
• And maybe even the 4-H clubs fund raising
  activities
• Ensuring proper management of these funds

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4-H Club Fund Raising Ideas

• Carnival
• Recycling Drive
• Box Supper
• Car Wash
• Candy Sale
• Window Washing
• Calendar Sales
• Paint Mailboxes

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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

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4-H Fund Raising Guidelines (contd)

• 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

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Laws affecting 4-H Club Funds

• 4-H Club Money belongs to the club not the
  individuals in club.
• The treasurers 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 (5242revised
  June 2004).

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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 treasurers book for more
  guidance.
• Learn what the clubs Federal Employer
  Identification (EIN) number is. (Each club must
  have one of these.)

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Audits

• Who The President appoints an audit
  committee--2 members and 1 leader
• What A formal review of a clubs 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.

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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

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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.

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Responsibilities

• To keep the 4-H Clubs 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 treasurers report.
• See the 4-H Club Treasurers Book for details on
  doing these things.

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Monthly Treasurers Report a Priority!!

• Shows the club membership the financial activity
  of the previous month.
• Circulate a copy of the treasurers report and
  the bank statement among the club members at each
  meeting.
• When approved, it is included with the
  Secretarys minutes.

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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.

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Your Guide to Success as a 4-H club Treasurer
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Have fun and learn as much as you can!