A GUIDE FOR YOUTH ORGANIZATION TREASURERS
- DUTIES
- Custodian of chapter funds.
- Collect dues and assessments and issue receipts for same.
- Keep records accurate.
- Prepare financial statement for chapter.
- Chairm the budget and loan committee.
- Take part in all ceremonies - attend all meetings.
- Keep inventory of all organization equipment.
- Get a receipt for all money spent for the organization.
- Be respected as an officer and leader.
- Send in national, state and/or federation dues.
- Send in all subscriptions for national magazine.
- Encourage thrift and help build up financial standing of the organization and the
members.
- HOW TO PREPARE A BUDGET
- Annual program of work is first adopted.
- Estimated income is listed.
- Estimated expenditures are listed.
- Approved by budget committee.
- FINANCING FFA CHAPTER ACTIVITIES
"Money is the substance that
makes the world go round. It’s the jet fuel needed for chapters operating in the
nuclear age; it’s the grease used to keep the wheels rolling on the more conventional
organizations. It’s money that enables an organization program - once it has been
developed - to be carried out to a successful completion. A haphazardly financed
organization is a stumbling and a fumbling organization that runs out of fuel at a
critical time. A superior organization will be one that has given careful and considerable
thought to its financial program.
The simplest way to be sure that the organization has a sound financial
program is to build a budget. In the organization, this is the final step in planning the
program of activities. Each committee of the program is required to turn in a list of the
activities that requires money, with an estimate of the amount needed. These are in turn,
compiled into one list and the total amount of money required determined. The Finance
Committee then selects a list of money-making activities to adequately finance the
chapter. Usually a margin of several hundred dollars, over the actual amount needed, is
planned. This takes care of emergencies and losses on money-making enterprises.
Deciding on Fund-Raising Activities
- Is the activity of educational value?
- Does the activity provide opportunity for several members of the organization to
participate?
- Does it provide opportunity to develop cooperative abilities?
- Does it provide opportunity to develop leadership abilities?
- Does it provide reasonable financial returns for the time and effort spent?
- Is its scope within the ability of the members? Can the members assume most of the
responsibilities for it, without taking a lot of the advisor’s time?
- Does it involve a great amount of financial risk?
- Will it meet the approval of the constituents of the organization?
- Will it challenge most of the members of the organization so that they will participate
in it?
- Will it make a contribution to the objectives of the organization? Does it provide an
opportunity to teach as well as to raise money?
- Will it make a contribution to the community?
- Will the persons who spend their money get their money’s worth?
Guide for Preparing a Chapter Budget
When the annual program of activities has been adopted, an estimate
should be made of the total funds necessary to carry it to completion. A written budget
consisting of estimated income and estimated expenditures can then be made.
Under the estimated expenditures in the budget should be listed the
various items in the program of activities, broken down as is necessary to get at the
financial picture. Opposite each item, there should be written the estimated expense
involved. To this list should be added all other organization expenses which are not
derived from the program of activities. The total will reveal the estimated amount of
money necessary for the year’s work.
Under estimated income in the budget should appear the amounts
available from local chapter dues and the amounts which must be derived from selected
fund-raising activities, along with income from any other sources. The budget should be
planned with a margin of safety so that, if possible, an unspent balance will be left in
the treasury at the end of the year.
Each standing committee can make up a small budget of their own which
can be combined with the chapter budget. For example, the "Earnings and Savings"
committee would list the activities and possible earnings of the chapter for the year,
while other committees may list expenditures.
Guide for Preparing an Organization Financial Statement
The following is a simple form for making a financial statement for a
youth organization. This sample includes a statement for a one year period. Some
organizations request a financial statement from the out-going treasurer, like the
following one, when a new treasurer is elected.
Balance Sheet
(Sample)
| Beginning Bank Balance Checks outstanding
Beginning Cash Balance
Receipts for the year (LIST ALL RECEIPTS)
TOTAL
Cash to account for during year
Disbursements for year
(List all disbursements)
Bank balance at end of year
Cash accounted for at year’s end |
$800.00 50.00
$900.00
$800.00
|
$750.00
$800.00
$850.00 |
$1,650.00
$1,650.00 |
| Note: Bank balance at beginning of year plus the
total receipts for the year should equal the disbursements plus the bank balance at the
end of the year. |
Net Worth Statement
(Sample)
| Assets: Bank balance on hand
Accounts Receivable
Investments (savings, bond, etc.)
Inventory: (equipment, supplies etc. owned
by the organization; list all items separately)
Total Assets
Liabilities:
(List all amounts for which the organization
is obligated separately)
Total Liabilities
Organization Net Worth |
$850.00
$50.00
$175.00
$270.00
165.00 |
$1,345.00
$165.00 |
$1,180.00 |
| Note: Total assets minus total liabilities equal
the organization’s net worth. |
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