Annual Routine
January – March
- Speedo Sprint heats (SMNE) and Final (SNSW). Similar to other meets except clothing is sold (requires additional float, financial reconciliation, and reporting back to SNSW) and levy to be paid to SNSW
- Close outstanding matters before end of financial year on 31st March e.g. unpresented cheques, SNSW development support income
- Reconfirm auditor availability
- Complete stock take (caps, clothing, medals)
- Committee plan and budget for the following year
April – June
- Finalise year end accounts, complete the audit, prepare financial report for AGM (note paper deadline)
- Pay SNSW affiliation
- Collect club affiliations
- Open development squad bookings, and deal with issues
- AGM
July – September
- File accounts with NSW Office of Fair Trading. Archive account files.
- Winter Championships
- Development squads
- Distance Meet
October – December
- Junior meet
- Summer championships
Monthly Routine
A few days ahead of a committee meeting
- Update accounts, produce financial report (P&L, Balance Sheet, commentary) and circulate to the committee
At the committee meeting
- Present the financial report
- Obtain authorisation for any expenditure
Periodically
- Deal with matters as they arise (usually payment or refund requests). These can only be processed where previously authorised – either by committee standing order, or email committee resolution
Carnival Routine
See other post for detail of accounting for carnivals. The current introduction of online race entries is significantly simplifying the Treasurer’s role ahead of carnivals.