Humbug Treasurer Duties
Process membership payments
The process is:
A member signals their intention to renew their membership by filling the clubs Payments web page.
This triggers an email to <exec AT NO SPAM humbug DOT org DOT au>, which the entire executive and thus the treasurer receives.
The treasurer waits for payment to be received. If payment was done via PayPal this has already happened, otherwise for direct deposits you have to poll the internet banking site, and cash payments must be done in person. Until payment is received the membership renew isn't valid.
The treasurer enters the new membership into the Humbug membership records, which are currently stored in a Google spreadsheet. When doing this the treasurer allocates a new receipt number to the payment.
The treasurer sends a Receipt email to the making the payment, CC'ing it to <exec AT NO SPAM humbug DOT org DOT au> so the rest of the executive can see it has been done. The email notifying of the payment has been structured so hitting Reply All, tidying it up by removing any the quoting of the original text, and inserting the receipt number should be sufficient.
It is the treasurers responsibility to send membership renewal reminder notices to people who were previously financial but aren't currently financial.
This is done twice a year: once just after the AGM and once again a month or so prior to the AGM.
Membership renewals are now done by a program (shell script) that lives in /srv/http/payments/send-membership-renewals.sh. Usage is:
$ ./send-membership-renewals.sh usage: send-membership-renewals.sh email-template recipients [debug-email] $ ./send-membership-renewals.sh Humbug-membership-renewal.mbox /tmp/addrs
Humbug-membership-renewal.mbox is template for the email. It usually has to be edited slightly (eg to change the year).
recipients is a text file containing the details of the people to email. There is one person per line, with fields being tab delimited. A copy and paste of the lines from the Google spread sheet to a text file, and removing duplicates and lines of people who have already paid suffices.
[debug-email] if supplied the email(s) are send to this email address rather than the email addresses in the recipients file. This allows you to test what will be sent out.
The directory this shell script and the template files live in is a mercurial repository. Be sure to commit your changes after sending the email.
Manage the accounts
The task of ensuring each account has an appropriate level funds it in falls the treasurer.
Currently "appropriate level of funds" is:
PayPal: $50 — this is to cover direct debits for website hosting, which currently amount to USD 20 every May. Remaining balance transferred to Savings Account to after each exec meeting.
Commonwealth Bank Savings: Enough to cover six months of operations. At least $500, not more than $1500 has proved to be an appropriate range. Transfer funds to/from the Term Deposit to maintain this level.
Commonwealth Bank Term Deposit: This is a 'high interest' account, and so contains all funds we don't have an immediate use for. The meaning of immediate is determined by how often we can transaction using this account, which is currently once every 8 months with the next rollover being in February 2018.
Reporting at Meetings
The treasurer reports on the club's financial position. This consists of listing the following for each account Humbug maintains (including petty cash is any):
- Balance at previous meeting: $opening
- some income line (eg membership payment): $amount
- some expense (eg hosting fees): -$amount
- (repeat as necessary)
- Balance at yyyy-mm-dd: $closing
At the AGM the previous meeting is the previous AGM. For normal exec meetings it is the AGM or last exec meeting.
The treasurer is also responsible for reporting membership numbers. The report takes this format:
- Financial Membership at previous meeting: N
- New members joining: N
- Renewing Members: N
- Financial members as at yyyy-mm-dd: N
Finally list any notable events with respect to the bank accounts - like change of access.
It is the treasurers responsibility to ensure all Humbug pays it's bills in a timely fashion. All payments are paid by bank transfer. Our constitution insists all expenditure must be approved by a unanimous vote of the executive before being done. The approval need not be for an exact amount. Up to $amount for the purpose of (something) is fine.
Humbug doesn't pay tax, or do tax returns. It is the treasurers responsibility to ensure all the paper is in order to ensure this happens. In particular he must ensure Humbug Tax File Number, 943 147 886, is recorded by the bank.