LIONS CLUBS INTERNATIONAL DISTRICT 303 Leadership Academy

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LIONS CLUBS INTERNATIONAL DISTRICT 303Leadership
Academy Training Courses (2006)

• CLUB TREASURERS FUNCTIONS AND DUTIES
• Speakers Lion Graham Chan
• 22nd July, 2006
• Macau S.A.R.

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Club Treasurers Functions and Duties an
experience sharing

• Duties
• Official actions of the Club Treasurer are under
  the supervision of the Club President. His or
• her specific duties are to
• Assist the Club President to prepare a financial
  budget for the ensuing year
• Collect from members district/club dues and
  contributions/commitments resolved in Board
  meeting
• Deposit funds in such bank accounts as are
  designated by the Board
• Disburse funds as are authorized by the Board
• Submit monthly financial reports and annual
  financial report to the Board and such other
  special financial reports as may be called for by
  the Board
• Maintain proper books and accounts and submit the
  same for audit whenever required by the Board
• Place in the hands of his or her successor all
  monies and records, financial and otherwise, that
  pertain to the office of Treasurer, immediately
  following the end of the fiscal year and
• Perform such other duties as ordinarily pertain
  to the office of Treasurer, and as are delegated
  to him or her from time to time by the Club
  President and the Board.

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Club Treasurers Functions and Duties an
experience sharing

• Taking up the New Assignment
• The fiscal year of every Lions Club starts from
  July every year. The incoming Treasurer should
  meet with
• the outgoing Treasurer as soon as possible for
  the hand over of financial assets and records.
  The following
• matters are of high importance
• The previous years accounting books and records
  are properly completed and closed
• There is no unidentified accounts receivable and
  accounts payable
• The financial assets handed over are in agreement
  with the books and records
• The outgoing President and the incoming President
  are highly recommended to attend this meeting
  and
• Fix a cutoff date for the change of bank
  signatories.

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Club Treasurers Functions and Duties an
experience sharing

• Financial Budgeting for the Ensuing Year
• Should a club have a Finance Committee, one of
  its major functions is to propose a financial
  budget for
• the ensuing year. The Treasurer is normally the
  Chairperson of the Finance Committee. It is most
  valuable
• if the incoming President and the Outgoing
  Treasurer are also members of this committee.
• Preparing a Budget
• In preparing a budget, the following matters
  should be considered
• A. Lions Clubs Internatioanl Fees (in US
  Dollars)
• International Dues per head
• Charter member entrance fee per head (if
  applicable)
• New member entrance fee per head (if applicable)
• B. District 303 Hong Kong Macau, China Fees
  (in HK Dollars)
• District Dues per head
• Lion Magazine
• per Club Constribution
• per Member Subscription

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Club Treasurers Functions and Duties an
experience sharing

• Financial Budgeting for the Ensuing Year
• B. District 303 Hong Kong Macau, China,
  China Fees (in US Dollars)
• (3) District Roster per head
• New Member Entrance Fee (if applicable)
• Donation to District Project Fund per head
• Functions and Activities (Optional)
• - Lions Sister Schools Scheme
• - District Joint Installation per head
• - District Convention Night Ball per head
• - 1st District Joint Meeting per head
• - 2nd District Joint Meeting and Chinese New
  Year Gathering per head
• - 3rd District Joint Meeting per head
• - Christmas Eve Party per head
• Mandatory

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Club Treasurers Functions and Duties an
experience sharing

• Financial Budgeting for the Ensuing Year
• C. Club Expenses
• Meeting expenses
• Dinner and Luncheon expenses
• Greetings and fellowship expenses
• Printing and stationery expenses
• Postages and miscellaneous expenses
• D. Club Services Projects Expenses
• Specific service project provision
• General provision for service projects
• The sum of A, B, C D gives the budgeted cash
  out flow for the ensuing year. Annual membership
• subscription can then be derived. (it is
  unadvisable to prepare a deficit budget)

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BANK ACCOUNTS

• Every club should have at least TWO bank
  accounts
• Administrative Funds Account for all income and
  expenses other than service nature
• Service Funds Account for all income and
  expenses of service nature
• Please note that every dollar in the Service
  Funds Account should not be transferred back to
  the
• Administrative Funds Account.
• All bank accounts should be signed jointly by the
  Treasurer plus any one of the Club President,
  Secretary
• and one member of the Board approved by a written
  resolution resolved in a Board meeting.

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COLLECTIONS

• The treasurer should issue invoices in triplicate
  to members as soon as the amount of membership
• subscription is approved by the Board. The first
  copy serves as invoice to member, the second copy
  serves
• as receipt to member upon the receipt of cheque
  for settlement, while the third copy serves as
  the clubs
• record.
• The treasurer should prepare a report on
  outstanding receivables in monthly Board meeting.

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PAYMENTS

• It is highly recommended to make all payments by
  cheque. Every payment must have
• sufficient supporting evidence
• proper authorization by the President or the
  Board, as the case may be and
• proper record in the books of the club.

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MONTHLY FINANCIAL REPORTS AND ANNUAL FINANCIAL
REPORT

• The Treasurer should at least make a report on
  Cash Bank Balance, Outstanding Receivables and
• Outstanding Payables in the monthly Board
  meeting.
• A comprehensive annual report on income
  expenditure and assets liabilities should be
  prepared and
• submitted to the Annual General Meeting of
  Members for review and approval.

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• QUESTIONS AND ANSWERS