'----'

Local Treasurer's Manual

The Management Development Series of The United States JayceeS~a Leadership Training Organization~

1984 The United States Jaycees

TABLE OF CONTENTS
Page

INTRODUCTION DUTIES OF OFFICE

Annual Budget Preparing Monthly/Weekly Reports Anniversary Dues Billings
The Chapter Roster Dues Bill Add and Change Form Dues Computation Form Chapter Summary Transfer Form Tips on Anniversary Dues

1
2

3 3
6 8 9 9 10 10 11 11 12

Incorporati ng You r Chapter Internal Revenue (IRS) Responsibilities A Finance Committee Fundraising
Ways and Means Suggestions

12
13

14
15

DAI LY ACTIVITI ES
Accounts Receivable Accou nts Payable

16 17 17

FOUND ATIONS AND TRUSTS BONDING AND

18

INS U RA N C E
TERMS AND

19

o EFI N ITI 0N S
/nside Backcover

20

SUMMARY

INTRODUCTION
defines "Treasurer" as follows:"1. One having Webster's Third treasure, esp: A Dictionary official charge ofNew Internationalguardian of a collection of treasures. 2. An officer entrusted with the receipt, care, and disbursal offunds. 3. One having change of keeping something valuable or precious." You are the person in charge of your chapter's treasure, something valuable and precious. You keep the financial records, pay the bills, deposit the money, and prepare monthly financial statements. You are one of the most important members of the Board of Directors. As you fulfill your duties this year, let the following be your basic guideline - "Keep everything as up-to-date and accurate as humanly possible." You don't want the responsibility for the financial crisis that can happen if you don't keep things on a current, updated basis. It is our hope that the succeeding sections will help you in your quest for better chapter financial management. The chapter treasurer must know at all times the chapter's true cash position and total financial condition. For this reason, the chapter's most effective management control is a well-organized and knowledgeable treasurer who continually checks with directors and committee chairmen on the status of income and expenses. This local treasurer's manual has been designed to gather information from as many sources as possible and put them into this one place for you to use this year to achieve the duties of your office. Use it, refer to it, and have a great year!

DUTIES OF OFFICE
not be taken lightly. You are the financial officer of the duties ofand Jaycee chapter the chapter should chapter a responsible for treasurer management of assets (primarily cash), payment of debts, financial and project reporting, meeting Federal tax requirements in the filing of year-end reports, and you are the financial advisor to the chapter. Yours is a serious job. You need to be aware of your chapter's financial situation at all times and

The

become familiar with the cash requirements of each project, including both the income and expenditures. Because of the cash-flow problems which are so common in a majority of chapters, the job of treasurer is of utmost importance in ensuring that a chapter .. knows just where the current financial strengths or weak- ~. nesses are, or may occur. The identification of these problems budget. may come when you prepare the annual

ANNUAL BUDGET
The annualcontrol over an integral part activities. budget is your chapter's of maintaining financial
Care must be taken in preparation of the budget since it will have so much to do with the financial direction of the chapter. It must be realistic rather than idealistic. Be truthful and make use of all the information available to you in arriving at the projection for your administrative year. The first item of business after you take over is to determine the chapter's current financial status. To determine this status, you must collect all records from the outgoing treasurer and local president. Get the last couple of bank statements and find out about any outstanding bills from recent projects. This may involve getting together with project chairmen. After the current financial status has been established, a realistic budget that meets chapter objectives, as well as chapter administrative details, must be organized. This budget will serve as the basis for all chapter operations. It is very important to base figures on realistic situations. For example, don't let a positive attitude toward chapter growth let you plan on a .great increase in dues income. Be realisticl You can always use extra dues income, but you cannot always make up for over-budgeting. A good rule of thumb is to use yearend membership as a budget figure. A list of all possible income sources should be compiled, based on planning profits from projects which have been programmed. Then, using figures based on last year's experience, estimate income from dues, sustaining membership, advertising and sales, special projects, grants, and other sources and carefully evaluate the cash flow that the income picture projects. Anticipated chapter administrative expenses need to be itemized. These will include state, national, and JCI dues, stationery, telephone, postage, insurance, and other miscellaneous items. Be sure your budget and bank account are prepared for the ways and means project that gets washed out by an unscheduled thundershower or the project that has a few "hidden" costs you hadn't anticipated. The overall chapter budget should be printed and distributed to all officers, directors, and committee chairmen for quick reference. On the following page is a sample annual budget to help you set your format. (SEE FIG. 1, page 4)

9 7 10 22 23 17 8 2 3 21 MAY 24

6 20 14 13

27 15 16

28 29 30

31

PREPARING MONTHL VI WEEKL V REPORTS

There are two simple should prepare each
'--' Checkbook Activity Analysis Report." The "Checkbook financial statements that you month. They are the "Monthly Report" and the "Monthly Budget Activity Report" is simply a listing of where the money came from during the month and how it was spent. You get this information directly from your checkbook. An example of a "Checkbook Activity Report" follows. (SEE FIG. 2, page 5)

Summer Go National at $80) Golf Tournament ..... x PROGRAMMING Summer Concessions$7) Week) ADMINISTRATIVE SocialsandWeek x (12 YourKart YearatBank Programs)Athletics) Newsletter Ads $5) Printing Boss 600.00Jaycees CPR FootballAthletic (1.0. (6 Dues(35 x(20$30)$6) (Park x Fund) at 3.400.00 500.00 Muscular (12 Material (35 JCI 350.00x Means$8) (15) 1,050.00 SouthsideRacex(35_.- Center) OutstandingSeven-Up Man games 9,690.00 First State Savings Park (35 Candy Maintenance 1,500.00 Jaycee 2,075.00 (12(30(Civic & (Junior (MDA) $275) ChristmasBank ..(Jaycee(10) ABC Furniture Championships Peoples 6,290.00 Life Young Farmer Bridgeport $3.50) U.S. of Postage JuniorFundDystrophy Upkeep) Halloween 450.00 WaysJayceesMaterial issues) $10) Newsletter (Repairs, Loan Family Energy Speak-Up 1. 1. Gate at $15) a. ads BRIDGEPORT JAVCEES (60 I INCOME I
,

ANNUAL BUDGET ~

900.00 -~ '~. -~
.....

100.00 150.00 960.00 225.00 100.00 500.00 72.00 $ 500.0040.00 400.00 245.00 123.00 1,650.0050.00 240.00 1,750.00 $800.0060.00 1,500.00

--

13. 14. 15. 16. 17. 18. 19. C.

Springboard Material (5) Sparkplug Material (15) _ SPOKE Material (5) Spiritual Development Material (5) Leadership Dynamics Material (5) Personal Financial Planning Material (10) Communication Dynamics (10) __ Total Programming Expenses _ CHAPTER MANAGEMENT 1. Travel a. Region Meetings (2) 10 at $10.00 b. State Meetings (3) 10 at $50.00 Supplies (Office) Award (Membership) Misc. Contributions Past Administration a. Peoples Bank Balance _ Total Chapter Management Expenses

--_ _ _ _

200.00 9,370.00 _ 320.00 20.00 250.00 40.00 60.00 200.00 500.00 $ $ 2,125.00 475.00 $

20.00 5,170.00

_ _ _ _ _

2. 3. 4. 5.

_ TOTAL EXPENSES

Balance for next administration I FIGURE 11 The "Monthly Budget Analysis Report" is simply the addition of income and expense items of like kind from your checkbook. The "actual" column is a cumulative or year -to-date amount for each type of income and expense. Just add the current month's activity from your "Checkbook Activity Report" to the "actual" column of last month's "Monthly Budget Analysis Report" and this will give you the cumulative figures necessary for your current "Monthly Budget Analysis Report." An example of this report:(SEE FIG. 3, page 7)

CHECKBOOK ACTIVITY

REPORT -BRIDGEPORT

JAYCEES

JULY 1, 1983 - JULY 31, 1983 SUBMITTED BY: Mark Owens, Treasurer

Checkbook balance from last report (June 30) Income for July: Dues (4 at $30.00) Golf Tournament 1. Receipts 2. Concessions Expenditures for July: Dues 1. U.S. Jaycees 2. Your State Jaycees 3. JCI Douglas Sporting Goods Golf Balls (10 doz. at $12.00) IGA Foodliner Concession Stand Supplies Bridgeport Ice Company Concession Stand Ice (500 lb.) Office Supply Co. Paper for Newsletter _ U.S. Postmaster Postage for Newsletter

--------

---

193.25 120.00

_ _ TOTAL

483.54 864.12

$ $

1,467.66 28.00 40.00 10.00 120.00 384.00 82.00 80.00

_ _ _ _ _ _

_ TOTAL

6.00

'---" Checkbook

Balance at July 31 _ I FIGURE 21

$ $

750.00 910.91

If you have a local newsletter or publication, it is a good idea to publish the monthly financial report for the entire membership to read. If your chapter does not publish a newsletter or have a publication of any kind, it is necessary to have this report in writing at every meeting

of the general membership and Board of Directors. It is not necessary to have it typed and/or professionally prepared. Remember, you are only interested in getting the correct information published. If you print or handwrite this form, make it legible.

Anniversary

Dues

ANNIVERSARY

I I
c.

DUES BilliNG
YOU are thechapter's anniversary responsible for handling your one who should be dues submission to
your state organization. Before we discuss the particular types of anniversary dues reports you will receive and what you are to do with them, let's first discuss the overall procedure for handling the billing of the monthly dues themselves. It is extremely important that you set up a simple, efficient system to handle the billing of your members' dues. Don't wait until the last week before their dues are due before you make an attempt to collect them. Set up your dues collection procedure for the entire year - NOW! Following is the recommended procedure for collecting dues. If you follow it, you will collect dues from 25 percent more of your members than you did last year. 1. Take your chapter roster printout. Member's anniversary date is in the far righthand column. List by month those members who are due each specific month. 2. Now set up your collection procedure. A good one to follow is: a. Bill your members the first of the month prior to when his dues are due (i.e., if a member's dues are due on March 31, bill him on February 1). b. The actual bill could look like the following: (SEE FIG. 4) d.

e.

Accompanying the bill should be a letter from the president encouraging the member to continue his membership in the chapter. If the dues are not paid promptly, follow up with a phone call in 30 days. Either you or the member's assigned director should call. If the dues are still unpaid two weeks before the deadline - the president should call the member.

The anniversary dues system is an important chapter management tool and, properly used, a chapter will receive many benefits from this system. The system is designed to encourage member recruitment and dues collection during each month of the year. Recruiting new members each month makes membership growth an ongoing project rather than a once-a-year push. The anniversary dues will aid in retention, since individual attention can be given to each member as his anniversary month approaches. The anniversary dues concept simply is that a chapter receives a bill monthly for all members of that chapter whose anniversaries fall in that month. A member's "anniversary" month is defined as the month that

the member is placed on the membership rolls at The u.s. Jaycees Headquarters in Tulsa. 6

BUDGET ANALYSIS REPORT BRIDGEPORT JAYCEES

(For July 1983)

INCOME
Dues Golf Tournament TOTAL

ACTUAL

BUDGET

$ $

120.00 1,468.00 1,588.00

$ $

120.00 1,500.00 1,620.00

838.00 78.00 832.00 750.00 788.00 EXPENSES 78.00 Equipment Dues Paper State, JCI) (U.S.,

$$

375.00 75.00 150.00 100.00 $10.00

82.00 80.00 384.00 6.00 $120.00+6.00 I FIGURE 31

TO FROM: Bridgeport SUBJECT: Jaycees, Box 101, Bridgeport, WV 26330

DATE

NOTE: Make all checks

payable

to the Bridgeport

Jaycees.

Thank

you.

I FIGURE 41

Reports and Forms

There are only six basic forms or reports in the anniversary dues membership accounting process. A brief explanation of each of these six is given. The proper use of each is then explained in detail. By carefully studying this section, you should be able to prevent errors experienced by other chapters. You will also learn how the process can become a valuable management tool.

1. THE CHAPTER ROSTER

The chapter roster is a complete alphabeticallisting of every member in your chapter and includes certain vital information on each of those members. It is mailed to your chapter approximately 25 days after the end of each month. In the upper lefthand corner the state name and number as well as the chapter name and number are recorded. Beneath that is the chapter name and permanent chapter address This permanent chapter address is where all chapter mail is sent, so it is extremely important that this address is correct. At the top, in the center of the page, is the month and year for that particular roster. Keeping these rosters in a notebook in chronological order assures easy accessibility and accuracy when checking past records Also at the top, to the right of center, your chapter's region and district directors are listed. If these are not correct, it is necessary to contact your state office immediately. Each member who has been submitted to The US. Jaycees is listed in alphabetical order with that member's Jaycee Identification Number, his membertype (Regular or Associate), his last name, first name, address, his birthdate and his paid-thru date. If any of this information is incorrect, excluding his Jaycee Identification Number and his paid-thru date, it is necessary to submit a change. A name that has been misspelled can be corrected by contacting your state office.
STAn H O~l"'"O'U

The member's address as listed on this roster is the address that is printed on all mailing tapes for state, national, and JCI publications and should be kept up-to-date at all times. If The U.S. Jaycees receives notification from the Post Office that an address is incorrect and no correct address is available, that member is given a "Code 4." This means that his name will not be printed on any mailing tape issued by The U.S. Jaycees. If a member is a "Code 4," an asterisk will appear beside his membertype. When The U.S. Jaycees receives a new member, the month that his name is entered into the computer becomes his "anniversary date." His name will be printed on a billing for that particular month each year until he is dropped. The "paid-thru date" is the month and year that a member has paid his dues to. In the far righthand column of the roster the activity for that particular month is recorded. "Activity" is any transaction periormed for a member who has been submitted by the chapter on a Dues Billing or Add and Change form for that month. Activity includes renewing a member, dropping him, changing any information on him, or transferring him into or out of your chapter. The activity keywords are detailed at the bottom of each roster. (SEE FIG. 5)
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I FIGURE 51

2. DUES BILL
Your chapter will receive a three-part Dues Bill for each month in which members have anniversary dates. The bill lists all members up for renewal during the month. This bill will be received about the first of the preceding month, thus giving you approximately 45 days in which to collect his dues and submit them to your state office. As soon as you receive your bill, review it. Every member should have already been contacted. If not, do so immediately. When he renews, simply place an "R" in the renew box at the far left of the bill. Members not indicated as renewed will automatically be dropped from your roster when the bill is processed. Should a regular member exhaust but wish to continue as an associate member, let him renew as a regular member
127 U '2160 50801'" U 58 II O~ 56 zS)' ~I .nUD H2 U aUI 1ST

and enter him as a "change" to associate member on the Add and Change form. The same process is used to change the status of a member from associate to regular. When changing from associate to regular, be sure to include the $5.00 administrative fee. The "member-type" change can only be made during the member's anniversary month. SEND: The first two pages of the Dues Bill are to be mailed to your state office. The third copy should be retained for a chapter record. NOTE: If your Dues Bill for a month in which members are up for renewal is lost or misplaced, contact your state office; they have a copy of your bill. (SEE FIG.

( .. k A

Mon

"

.. ..;.,

'.......

1_""""."",,'
114U

.1!m~kl"". UNITED '"~j ~:::;[~:,~HtO"A ~

"SO

' "., 'Hll ., "011"'''0 'L"""",S IOATII"". m ~ HO" . tInHDOU Clk IO} CL4U 1)II'IIOOH . con1}IU,,,nn"DORt k k 71160O. 040 K Ul1)06,~ ,." 1)165k HE HO"""''' MOkE fl.",,').,'. "AHIo'Ell "",.~. }O~IkUUKEk on.. S 510'~151 731'0

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STATES JAYCEES o.. n 06~08j -

6)

. """ """",, .......~ ...

II~"

3. ADD AND CHANGE FORM

I FIGURE 61

Your chapter will receive a three-part Add and Change form each month as part of your Dues Bill. Your state's name and number and your chapter's name and number will be printed in the upper left corner of the form. This form can be used to submit new members and

report address changes throughout the year. SEND: The first two pages of the Add and Change form are to be mailed to your state office. The third copy is to be retained for a chapter record. (SEE

FIG. 7)

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N.

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INFORMATION

L~-

<

BREAKDOWN

NaIe of person s"bIittin, fo . 3. Telephone n ber of person s"b_ittlnl for . 4. Transactlontype"N"'fornew .e.ber. "C" for dau chan,,,. s. MeIber'stype - Re,,,laror AssoCiate 6. Me.ber'Slutna.e_ (Spelled

l.

Suu Na.e by Chapter Nu.ber Co.puter 1.SUteN..-ber0Preprlnred ChapterH e

7.

::.~~r~:roster. if "Chan,,,."J ~~r~~s~:~;_ I~s~~~~~r") as it is on

I FIGURE 71 9

4.

DUES COMPUTATION

FORM
SEND: The State Copy portion to your state office along with copies of Dues Bills and / or Membership Add and Change forms. The Chapter Copy should be retained for a chapter record. NOTE: With the exception of institutional chapter members, all new regular members are required to pay the $5.00 new member administrative fee, including those associate members changing to regular status. This $5.00 administrative fee is paid with, and in the same manner as, the annual U.S. Jaycees dues and JCI dues. (SEE FIG. 8)

The U.S. Jaycees mails monthly the Dues Computation form with each chapter's roster. This worksheet shows the state, U.S Jaycees, and JCI dues rates. The worksheet should be used to calculate the amount due. First, fill in the chapter name and month of submission on both halves of the form. Next, fill in the appropriate number of members in the proper space. After all members have been entered, complete the calculations. Make check payable to your state organization for the amount shown at the bottom of the form.

OUE$COMfI'UTATIQNf"OAM

OUIE$CQMPUTATIONfOFlM

CHAPTER COPY
STAU~
vtooUfil . __ ,_,_

STAn
_

onAHONA
,. 11 _

DUU

1 - 400 Associate 401 andover l40llbcu Auoc:iate Me.bels 401antJovcr Me.beu

1400

,A_ 0.,..."........
8AlEAKOOWN

001)

(11

_
of 400

....

moo 18.00 n.oo 18.00 IS.OO ~O. 00 25.00

_
DUEl

BJlfAkOOWN

!lfeaben

1-

MOlllbll15 401 n4over bers AssoclateM" /oI.,lIb<:1'1 4014ndover Associate

~~

A.o Ne." .Mem , .... o.... 1 - HIO Me.ben

moo 25.00 18.00 18.00 20.00 n.oo

A_OKL"H~'-:=':

-SfJlO"'LOIoGWll'HCH(ClltO, OKLAHOMA P.O. 80k

Totllt'~"

JAYCEES 6555

Moore.Oklaholla

?3UO

5.

CHAPTER SUMMARY

IflGURE

81

The Chapter Summary gives you monthly and year-to-date figures on your membership activity. It keeps track of all transactions for regular and associate
:"A"H ,~~ \l,;"~AO>'H" .'."n f'~"" "J.>! J~IHL ClA'IS H'LIO

members. The summary should at all times coincide with the information listed on the roster. If not, contact your state office immediately. (SEE FIG. 9)
f '-~\

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hi

-\ _I L'\

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I FIGURE 91

10

6.

TRANSFER FORM
the transfer will be reported to you on the Activity Report and will show his anniversary date. SPECIAL NOTE: Transfers can be made only on these forms. Do not use any other forms for transferring - they will not be processedl (SEE FIG. 10)

A three-part Transfer form must be completed and submitted to your state office for any paid member wishing to transfer his membership to your chapter. These forms are available from your state office. When the processing has been completed,

THE UNITED STATES JAYCEES MEMBERSHIP

TRANSFER

FORM

ALLRE})
Last Name

MAK
First Name Mo.

/ft,/I S.tU.4/S-lNew Mailing Address Yr.

o~(.c.i
City

Paid Thru Date TRANSFERFROM TRANSFER TO

InOOR~ CHAPTER NAME

fJKt.A)/{)/YJA
STATE NAME /J ~ __ REQUESTED By_&Jd Member's Signature

CHAPTER NO.

0/27
.d'S

OKL,9I1~m/} CHAPTER NAME

c / ry
'

t}{)/R
CHAPTER NO.

lP9_~_d& ,_~ __ ~ __

STATE NO.

Chapler Processing: Send While and Canary Copies 10 Siale Office; Pink copy for chapler recordL This lranfer form musl be submitted 10 lhe sIBle office by the chap~erIn which lhe member Is lransferrlng Inlo.

DS 008 REV 7/81

\ FIGURE 10.1

7.

TIPS ON ANNIVERSARY DUES

5. Be sure to review the chapter roster with your president each month. If an error should appear on your roster (eg: incorrect address, renewal or as new members, etc.), be sure to contact your state office immediately. A member not renewed during his anniversary month will be dropped automatically. You must add him as a new member and pay the $5.00 administrative fee if you wish to have him back on the roster. A member's JCID number cannot change once he has been entered on your roster as a new member. If you call in new members to your state office, be sure to notify your president and give him the names that you submitted. This will prevent him from resubmitting them the next month. If he does submit them again, they may appear twice on your chapter's roster and you will be charged twice.

Now that you've set up a dues billing system, you can check monthly to assure proper maintenance of your chapter's roster. (See examples of the chapter roster and chapter summary.) Here are a few tips that will minimize problems. 1. Send in your new members promptly. 2. Be sure that the new member's name is spelled correctly on the Add and Change form and all other information is complete. 3. Keep your roster up to date, particularly address changes. Submitting an address change on an Add and Change form is the fastest way to correct the roster. Do not rely on the individual member to send in his address change. 4. Be sure that your monthly submissions are mailed to your state office early. If you follow the dues billing procedure outlined on the previous page, you should be able to send in your dues kit by the 15th of each month.

6.

7.

8.

11

INCORPORATING YOUR CHAPTER

on motion to directors, individual your alocal officers, have each and memJaycee be personally liable for all of your chapter's financial obligations? They may already have that obligation if your chapter has not taken the time to incorporate. It does not take much imagination to think of a situation where individual exposure for chapter liability could be devastating. Take as an example a project that the public attends where someone becomes injured While insurance may provide some protection, there may be an exclusion in the policy that denies coverage, leaving the obligation to the chapter. If the chapter is incorporated, the liability may stop at the limit of corporate assets, but, if it is not, every member might be individually liable for the entire amount of the liability. A similar situation might arise if you take a chartered bus trip or travel with a group of Jaycees in a vehicle that is involved in an accident, causing injury to other persons. Do you want that kind of personal expense? bers vote HOW would One aspect of an unincorporated Jaycee chapter is that there may be personal liability by each and every member for the financial obligations of the chapter. Such personal liability does not exist for members of a corporation. Forming a corporation for a Jaycee chapter is a simple matter, and the limit on personal liability is only one of the many benefits gained from it. Each of you should determine whether your chapter is incorporated as soon as you possibly can. If your chapter is not incorporated - do so now. A record on incorporation is in the Secretary of State's office in your state capital. If you are already incorporated, please check your charter to see what your official name is. If it says, "Junior Chamber of Commerce," get it amended to "Jaycees" as soon as possible. After all, it has now been several years since we changed our name to Jaycees. Once a chapter has decided to incorporate, it is wise to see your attorney to draft Articles of Incorporation.

INTERNAL REVENUE RESPONSIBiliTIES

YoU should corporationimportanttax exempt corporation.a non-profit note the and a distinction between
Each chapter should check with its legal counsel immediately to have him explain your status to you and the steps that need to be taken to form a nonprofit corporation and to qualify with state and federal taxing authorities. As a chapter leader, there are a number of legal situations you should consider and investigate. Listed below are several such items. It is not possible to recommend or advise on a specific course of action for any of these items. This information is presented for the purpose of pointing out those areas of chapter management where professional advice may be required.

12

Legal Status and Liability The legal status of a local chapter has been the subject of numerous discussions over the past years. Because of the complicated and detailed information required to establish such a status for a single chapter, it is not possible to make a blanket statement on this subject. It is recommended that, in the case of any questions dealing with the legal status or position of your chapter, you contact a local attorney for assistance and advice.

'-

Tax Reports and Responsibilities There has been and continues to be a considerable amount of misunderstanding and confusion about the responsibility of a local Jaycee chapter to file tax reports. Because of the many different factors that are involved in this subject, it is not possible to make specific recommendations or give specific instructions in this guide. If you, as local treasurer, feel there is a question about the tax status of your chapter, you should encourage your local president to contact a local attorney and / or Certified Public Accountant for information and advice on your tax responsibilities. As a general rule, any income received by an individual or organization, whether incorporated or not, is taxable under the Internal Revenue laws. An exemption from this law is available to certain qualifying organiza-

tions. Many Jaycee chapters, because of their status as an organization whose primary interest is social welfare, have been eligible for exemption from income tax under Section 501 (c)(4) of the Internal Revenue Code. This exempted status is not granted automatically. Each individual chapter must apply for exemption by filing a Form 1024 with the IRS District Director. The obtainment of this exemption does not mean that you are not required to file a tax report with the IRS. Even if you are exempt from paying income tax, you are required to file an IRS Form 990 each year. The failure of your chapter to comply with city, state, or federal tax laws could result in legal action or in monetary penalty. As has been stated - if you are Jnsure of your chapter's tax reporting position or responsibility, take no action on your own. Contact an attorney and / or Certified Public Accountant for assistance.

A FINANCE COMMITTEE
your chapter grows to the Board members, may want to encourage over 75-100 to establishyou a Finance Committee to assist you in approving bills and making any financial decisions that have to be made. It is recommended that the Finance Committee be comprised of yourself as Chairman, the president, one vice president, one local director, and one regular member. This committee should: (1) assist and advise the chapter leadership in all financial matters, (2) provide continual internal financial control, (3) help chapter avoid 13

If

financial emergencies, and (4) try to avoid the entering into ways and means projects that are not financially practical. It is suggested that they meet once a month and review the chapter status and work in the four areas listed above. This committee can be a real help to you as treasurer because it allows you more time to maintain your daily activities. It would probably be a good idea for this committee to meet once a month or so to review the chapter's financial position.

'--

FUNDRAISING
chapters community derive their In effect, the both Jaycee sources. funds from only Jaycee source is from the chapter members themselves, through dues, assessments or the purchase of tickets to social events. While there should be a constant source of Jaycee funds coming from new members' dues, there is no way a chapter can completely finance all of its activities from Jaycee funds. Dues should normally cover most of a chapter's day-to-day administrative expenses and also state, U.S. Jaycees, and JCI dues. Membership dues cannot be too high or they will become a detriment to membership recruitment and will, in effect, exclude many potentially active young men from ever belonging to your chapter. The effectiveness and relevance of a Jaycee chapter to its community are usually in direct proportion to how well a local chapter takes advantage of external financing. Fortunately, there are several sources for outside funds, and one or more of these sources should be available to your chapter. Every local chapter has one or more projects conducted yearly to raise funds for operating the chapter. The different types are too numerous to describe here, but there are a few criteria any ways and means project should meet. First, it is better to conduct only a few major money-making projects than to tie up your chapter's membership constantly with projects that end up bringing very little funds into the chapter. Not only do your chapter members get tired of conducting one petty project after another, but the community begins to get irritated seeing you with your hand out day after day. Any money-making project should offer some service or useful item in return for funds received and should not just be charity in disguise. Often a Jaycee organization will be offered a percentage of commission just for "endorsing" some item or program. It is important that any such offer be very carefully examined. You are, in effect, selling your most important asset - your public image and respect in the community. Many a chapter has discovered too late that this "something for nothing" offer has netted it very little in the way of funds but has cost the respect of its community. Always bear in mind when you receive such

Local and

an offer that the company borrowing your name and reputation needs it to promote its product. Find out why. Another source of outside funding comes from the sale of sustaining memberships. In effect it is similar to a sponsorship except the funds are not earmarked for any special program and can be spent at the discretion of the chapter. Many chapters have successful sustaining membership programs. The success of a sustaining membership drive is closely related to the public image of your chapter. When a corporation or individual signs and pays for a sustaining membership, it is showing support for your contributions to the community. Your chapter has an obligation to show your sustaining members that their money is being well spent. Proper recognition should also be given to sustaining members through your local publications, special recognition meetings, etc. Another very important source of external funds for Jaycee chapters is sponsorship funds. These are funds provided by an outside corporation or individual for a specific program. It is in this area that most local chapters fall short of their potential. Probably this shortcoming is due to a lack of knowledge by local officers in how to request and obtain these funds. Before a local chapter can request sponsorship funds for one of its major external projects, it has to be able to answer several important questions. When planning to obtain a sponsor, a chapter should first be able to show: The need for conducting the project in your community .. 2. How much money is needed and how it will be spent. 3. What benefits the community will derive from this project. 4. How the sponsor will benefit from contributing to the project. Will it increase his image? Will he be properly recognized for his contribution? In answering these questions, be as specific as possible and give facts, not opinions. Be able to show a potential sponsor that careful planning has gone into the project to make it a meaningful success. The proposal should always be in writing and a copy left with the potential sponsor for him to study. Do not expect an immediate 1.

14

'-

response, particularly when a large amount of money has been requested. Instead, prepare your case, present it in person, and leave the substantiating proposal information with him. Extras that help sell the program are such things as letters of endorsement from city officials and prominent citizens concerned with the area the project covers and the results the same project has had in the past. Do not limit yourself to requesting money. Often a company cannot make an outright grant of funds but would be happy to donate printing, promotional materials, or facilities. All these things cost your chapter money, so be ready to take advantage of any offer. One other important area to be considered in planning your presentation to a potential sponsor is to discover what philosophy that company or individual holds toward the project. It is very helpful to know what attitude will prevail. It would be a waste of time to present a pro-

gram on environmental improvement to your community's biggest polluter even if they have funds available. Keep records for future administrations on whom you contacted, what success you had and the company's reaction. These records will prevent your chapter from overloading one company with requests and will help you discover in what areas the potential sponsors in your community are concerned. If you secure sponsorship funds, follow through. Make the sponsor a part of the project. Invite him to meetings, have him present awards, put him on your mailing list, give him publicity (unless he tells you differently), and, most of all, remember he is in business. If you use products in your project, be sure not to use Brand X if your sponsor produces Brand Y. Keep him alive and available next year-by keeping him informed and interested.

WAYS AND MEANS SUGGESTIONS A. B.

1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11 . 12. 13.

Recruit members Ways and Means

Raffle off anything Auction or garage sale Haunted house Las Vegas (Casino) night Christmas tree sales Concession stand at fair and sporting events Circus Car wash Ham and bean supper Pancake breakfast Fishing derby Trap, skeet, or block shoots Product sales

C.
1. 2. 3. 4.

Corporate Sponsorships
Newsletter Program books Stadium cushions Coupon books

D. Advertising

Donation of materials, etc., can be used instead of buying those items needed to conduct a project.
15

DAILY ACTIVITIES
1h

ACCOUNTS RECEIVABLE
areas will probably have accounts anniversary month such as: building rental, receivable dues, publication advertising, etc. It would be very wise to set up specific folders or files for these accounts. Special projects like ad sales, raffle sales, jelly sales, and projects conducted on a more irregular basis can have files set up as needed or as the projects occur. On the first of each month, you need to go through files and mail a statement to each person, company, or other group that owes your chapter money. As the money is paid, take your copy of the statement and mark it "paid" with the following information: 1. Date paid 2. Paid by: Check __ Cash __

Several every

3. 4.

Check number

Accounts deposited to (whether using ledger or stubbed check book) A file should be set up marked "Paid Accounts Receivable." After you have marked (as above), file your copy in this folder and when you get ready to prepare a financial report, you will have accurate income records. You need to make sure your Board of DirecLxs and general membership are made aware of policy rmvisions for allowing credit to be extended to you. It is (Also your responsibility to make your Board of Directors a ld membership aware of anyone past due over sixty (60) days so further credit will not be extended.

ACCOUNTS PAYABLE
Accounts payable refers to money you owe and are obligated to pay. Probably the best thing for you to
recommend to your president, Board of Directors, and general membership is a policy on who can charge merchandise or materials in the name of your chapter. That is an internal function that must be clearly defined to prevent internal strife and serious chapter financial problems. Once these procedures have been defined, it is important for you to set up a file and put bills in this file as month, as a general rule, but make sure you look each bill over carefully to note "billing date", "closing date," etc., to prevent the paying of unnecessary finance or late charges. If guidelines indicate these charges are going to occur, pay these bills immediately. After bills are paid, file them in files marked "Paid Bills (Month)." Always keep these files. Do not destroy. These can be used like the accounts receivable files to prepare monthly or weekly financial statements

'-

they are received by you or at the chapter mail box.

It is recommended that you pay bills once a 17

and will be easy to monitor when double billings, etc.

occur.

FOUNDATIONS AND TRUSTS

organizations to establish community trust funds and is in the best interest to assist in chapters and state Jaycee foundations of all Jaycee gaining support for their activities, since 98 percent of all funds from foundations are available to local and state areas. These foundations are not in a position to grant money to Jaycee chapters or state organizations unless they have the vehicle to accept the funds - a Community Trust or a Foundation. Since a blanket forming policy on this matter is impossible, each chapter 18

FOUNDATION

It

will have to investigate with IRS, an attorney, and CPA t( see what is necessary to form a foundation or trust.

For example, one chapter had a successfL program of funding solicitation established, but with thE inclusion of prominent business and community leaden as trustees on a newly established community trust fund the monies collected doubled. Many people will "invest' with the Jaycees in this manner because they know al the funds will be spent for specific purposes.

BONDING AND INSURANCE

tion programs run by a Jaycee chapter, it is Because of the that you obtain public liability and recommended many types of public participaproperty damage insurance covering your activities. The cost of such insurance will depend on the number and type of projects run by the individual chapter. It is suggested that you consult with a JoCalil1surance agent to determine the type and amount of coverage required
19

for your activities. You, as chapter treasurer, and any other officer responsible for and empowered to receive and dispense chapter funds should be bonded for an amount equal to at least a yearly average balance of these funds. The relative low cost of such a bond protects both the chapter and the integrity of the individual responsible for handling chapter funds.

TERMS AND DEFINITIONS

1. 2. Add and Change Form - Blank form to add new members or make changes on current members. Anniversary Dues - Term given the program of The U.S. Jaycees that bills members, through their local chapters, during their anniversary month (Le., if you join in April, you will be due to renew your dues each April). Cash Flow - The use of incoming money to pay bills due. Very important in a non-profit organization. Chapter Roster - Complete alphabetical list of every member in your chapter. It includes vital information of each member. Chapter Summary - Sent to your chapter monthly, it shows monthly and year -to-date figures on your membership activity. It gives all transactions on regular and associate members. 6. 7. 8. Certified Public Accountant (CPA) - The highest qualification or position attained in the field of bookkeeping. Disbursement - Paying out of money. Dues Bill - The list sent to local chapter address every month with the list of members due each month. Will be received about the first day of the preceding month. Dues Computation Form - Used to calculate amount of dues to be sent to The U.S. Jaycees each month. IRS Form 990 - Form filed annually if you are to be classified as tax-exempt chapter. Receipts - Receiving of money. Transfer Form - Used to transfer membership of any member from one chapter to another chapter.

3. 4.

9.

11. 12. 13.

5.

20

35

Financial Management.
Five: Don't sign checks in advance.

Basic Cha~ter Financial Management.

Know where your chapter stands financially at all times. Work closely with your Treasurer, examine the budget monthly, pay bills promptly, and keep your board continually informed of the chapter's financial condition. Following are some recommended financial management guidelines: One: Be sure the Treasurer reconciles the bank statement each month. Two: Designate three people to sign checks - the President, the Treasurer, and one other. Have two signatures required on all checks - one of which is the President's. Checks over $100 should only be signed by the President and Treasurer.
Three: Look at each bill and sign "OK to pay". (Larger chapters may want to delegate this function to a Finance Committee.) Four: All bills over $100 should be approved by the Board of Directors.

Six: Have written Treasurer's report at all Board and Membership meetings. Seven: Pay all bills within 30 days. Eight: Be sure all income is deposited in the bank promptly. Nine: Bill members for dues two months before they are due. (i.e.,member's anniversary date is March 31st - bill him for his dues by February 1st.) Ten: Use a stub-type checkbook similar to the one illustrated below.

Checkbook Activity Report.

~.'

This type of report is designed to show explicitly where the money came from and where it went each month This report should always be submitted in writing by the Treasurer. You may want to include it in your newsletter. A sample follows:
Lincoln Jaycees Checkbook Activity Report

February 1 through February 28, 1982 Submitted by Mark Moneybags, Treasurer Checkbook balance per last year report on January 31, $247.10

Income

during

February:

Dues Snowmobile Raffle February Social Total

$ 50.00 726.50 100.80 .

877.30 $1,124.40

Expenditures

During

Month:

Mark's Sport Shop - purchase of snowmobile N.D. Jaycees - dues submission for February Joe Johnson - food and beverage for February Social Sam Super - personal phone expenses U.S. JaYLdes - Springboard patches & certificates Don's Office Supply - paper for newsletter Lincoln VFW- rent of meeting hall Pete Perfect - postage for newsletter N.D. Jaycees - registration for Winter Board Meeting Checkbook balance at February 28 Savings Account Balance ....................................................

$575.00 37.50 96.52 16.70 30.00 29.53 10.00 8.50 60.00 .

( 863.75) $ 260.65 $ 675.15

36

Monthly Budget Report.

This report is designed to compare actual income and expenses to the original budgets of each tool for you and your Board to project any upcoming financial problems. A sample follows: It is a must management

Lincoln Jaycees Budget Analysis Report

June 1, 1982 through February 28, 1983 Submitted by Mark Moneybags,
BUDGET

Treasurer

Income:
Dues Socials Honey Sunday Sales Snowmobile Raffle Balloon Sales Sustaining Memberships Bosses' Night - DSA Banquet Fair Booth Total Income . . . . . . . . .

ACTUAL

$ 720
287 7.652 727 767 2.150 2.797 481 $15.581

$ 900
400 7,500 1,200 800 2.000 2.900 $15,700

Expenses:
State & USJC Dues Socials Donation to Lincoln Crippled Children's Home Snowmobile Raffle Expenses Balloon Sales Expenses Bosses' Night - DSA Banquet Expenses Lincoln Park Project Children's Christmas Shopping Spree After Prom Party Little League Team Newsletter Expenses Postage Awards Board Members' Administrative Rental of Meeting Hall State Meetings Expenses Miscellaneous Fair Booth Total Expenses Expenses 2,463 403 580 473 121 427 161 638 296 332 375 120 175 123 90 7.652

. . . . . . . . . . . . . . . . . . .

------

450 671 360 $14,910

500 600 350 150 430 400 7,500 2.500 300 200 $15.700 $ 120

Net Income To Date

37

Ways To Raise Money.

Recruit Members. Ways & Means.
A. B. C. D. E. F. G. H. I. J. K. L. M. Raffle off anything. Auction. Haunted House. Las Vegas (Casino) Nights. Christmas Tree Sales. Concession Air Shows. Car Wash. Stand at Fair and Sporting Events.

Following is the recommended procedure for collecting dues. If you follow it you will collect dues from 25% more of your members than you did last year.

One: Take

your

chapter

roster

printout.

Member's

anniversary date is in the far right-hand column. List by month those members that are due each specific month. Two: Now set up your collection procedure. A good one to follow is Bill your members the first of the month prior to when his dues are due. (i.e., if a member's dues are due on March 31 st, bill him on February 1st). The actual bill could look like the following:

r--------------------,
From: Lincoln Jaycees,
P.O. Box 123,

Ham and Bean Supper. Pancake Breakfast. Fishing Derby. Trap, Skeet or Black Shoots. Product Sales.

To' Sam Sope,

Lincoln,

ND 58999

Subject: Annual Billing for Dues. Other:

A. B. C. D. E. Sustaining Membership. Corporate Memberships. Advertising (Newsletter, Program Material Donations. Seed Grants.

Membership Dues
Booklets).

$20.00

From March 31, 1982 to March 31, 1983

L~~~~::~~~:!~~:..:<:..:
Accompanying the bill should be a letter from the Presito continue his membership in dent encouraging the chapter. the member If the dues are not paid promptly follow-up with a phone call in thirty days. Either the Treasurer or the member's assigned Director should call. If the dues are still unpaid two weeks deadline, the President should call the member. before the

Handling Your Chapter's Monthly Dues Billing.

It is extremely important that you set up a simple, efficient system to handle the billing of your member's dues. Don't wait until the last week before their dues are due before you make an attempt to collect them. Set up your collection procedure for the entire year - NOW! dues

r------------=~----------------------I
STATE 37 PENNSYLVANIA CHAPTER 187 MILLERSVILLE BOX 14 MILLERSVILLE PA 17551
REGULAR EMEMBER NAME. KEN GOODMAN RAY BRIMMER BILL WINTERS DARRYL ASSOCIATE 3ALMOND JOHN JOHNSON MICHAEL RYNIER TIM WITMER CHARLES JAMESBONES BOTTO BOWERS JCID NUMBER WAYNE RRA W ADDRESS-STREET/BOX. THOMASL E JASONBARONE GERA HILL FRED HERR GEORGE PATRICK ALANHAMPTON ANDREW DENNWILLIAMS KENT BUCKIUS FRANK 26 SANDERS NEWTON ULMER REESE LESTER LOWELL LD MARKJ DON MILEY RICHARD BURTON CARR GEHMAN CORBY GABLE L JOE ...IS29R BORNSTEIN _,_ CHRIS CLIFFORD

This year every member who pays his dues will get a membership card. These cards will be received by your Treasurer the month prior to when the dues are due. When a member pays his dues, the Chapter President should sign the card and present it to him at the next membership meeting.

UNITED STATES JAYCEES MEMBERSHIP ROSTER FOR PERIOD ENDING 01-83 REGULAR ... CHAPTER CITY .. MILLERSVILLE MILLERSVILLE MILLERSVILLE MILLERSVILLE MILLERSVILLE MILLERSVILLE MILLERSVILLE MILLERSVILU: MILLERSVILLE MILLERSVILLE MILLERSVILLE MILLERSVILLE MILLERSVILLE MILLERSVILLE MILLERSVILLE MILLERSVILLE MILLERSVILLE MILLERSVILLE MILLERSVILLE MILLERSVILLE MILLERSVILLE MILLERSVILLE MILLERSVILLE MILLERSVILLE BIRMINGHAM MILLERSVILLE MILLERSVILLE REGIONAL DISTRK'T 08 TATE DISTRICT DIRECTOR 02 WITMER ST PA PA PA PA PA PA PA ,PA PA PA PA PA PA PA PA PA PA PA PA PA PA PA PA PA PA PA PA ZIP 17551 17551 17551
117551

PAGE ... I RUN 02/21/83

6 0798 R 7832 3534 6 8002 R 8546 6954 8 8544 R* 34 5905 R 4 7417 6727 8088 5736 4279 7555 4 2027 R 2 0298 A 0 3593 198 1 7734 9 0524 2121 8530 2211 0001 1225 1094 6068 1 9592 9584 MEMBERS

PAID JAN. ACTIVITY. 0382 0183 0182 0882 1082 1082 0882 1082 1082 0882 1182 1082 0682 0782 0282 0282 0183 0183 1082 0882 1082 0882 0282 0183 0183 0482 0982 0882 0882

RNWL

DROP

~:ttm~:tt~ ,,;~

17551 17551 17551 17551 17551 17551 17551 17551 17551 17551 17551 17551 17551 17551 17551 17551 17551 17551 17551 17551 17551 17551 17824 17551 17551

One:

In

the upper lefthand corner of your chapter roster the chapter's permanent address is printed. This is the address where all mail for your Chapter will be sent. If this address is not correct, or changes during your year, please be sure to notify your state office immediately.

CHG RNWL NEW

CIIG RNWL CIIG MTYP NEW CIIG TRIN

NO MAIL RECEIVED * INDICATES ACTIVITY KEYWORDS J\.IEMBERTYPE CHANGE" MTYP NEW" NEW RNWL'" RENEW TRIN" TRANSFER-IN TOUT"

TRANSFER-OUT

CHG" DATA-CHANGE

DROP'" DROP

~------------------------------------~

38

r--------------------------------,

STATE 37 PENNSYLVANIA CHAPTER 187 MILLERSVILLE BOX 14 MILLERSVILLE PA 175M MBRSHP BILLED BEG YR + DUE 21 16 2 18 \
'" ..

UNITED STATES JAYCEES CHAPTER SUMMARY DATA FOR PERIOD ENDING 0183

PAGE ... 2 RUN 02121/83 REGIONAL DIRECTOR 08 TATE DISTRICT DIRECTOR 02 WITMER

'" REGULAR ... LAST MONTIIS YTD BALANCE CORRECTIONS PROCESSING MONTH OF JA!'J. PARADr: YTD BALANCE BILLING FOR MONTH APR.
,.

RENEWS \2 I n

NEW MBRS 7 2 9

TRANS INS

TRAN OUTS

INST SUBS

DROPS 4

NET TOTAL CHG MEMBERS 3 2 , 2' z 26

'"

21
III

I 1
"' ..

I ,
"' ...

ASSOCIATE'

I I I. I
I L

LAST MONTIIS YTD BALANCE CORRECTIONS PROCESSING MONTH Of' JAN. PARADE YTD BALANCE BILLING FOR MONTH APR . ...

...............
REGULAR 26 ASSOCIATE

TOTAL MEMBERS

28 TOTAL DROPS - MEMBf:RS

CROSSFOOTING PARADE YTD BALANCE. MBRSHP Nf:W TRANS TRANS BEG VR MBRS . INS OUTS.

Two: The second form shown in the examples is your chapter's Monthly Summary. This records the total number of each transaction for the month in the line marked "Processing Month" and gives a year-to-date total in the line marked "Parade YTD Balance." This enables you to check your figures for any month with the figures arrived at by The U.S. Jaycees in the areas of renews, new members, transfers, drops, and total month end membership.

Anniversary Dues Tips.

Now that you've set up a dues billing system check with your Treasurer monthly to assure proper nance of your chapter's roster (see examples of the roster and chapter summary). Here are a few tips minimize problems. you can maintechapter that will

Send in your dues kit promptly. Be sure that the new member's name is spelled correctly on the Add & Change form and that all other information is complete and legible. address changes Submitting an address change on an Add & Change form is the fastest way to correct the roster. Do not rely on the individual member to send in his address change. An address change may be submitted any month of the year.

Keep your roster up to date, particularly

Be sure that your monthly submissions are mailed

to your state office early. If you follow the dues billing procedures outlined on the previous page, you should be able to send in your dues kit the 15th of each month.

Be sure to review the chapter roster with yourTreasurer each month. If an error should appear on your roster (eg: incorrect address, duplicate members, misspelled names, members not picked up for renewal or as new members, etc.), be sure to contact your state office ,immediately. A member not renewed during his anniversary month will be dropped automatically. You must add him as a
new member and pay the $5.00 administrative fee if you wish to have him back on the roster. The only time the member type can be changed is in that member's anniversary month.

A member's Jaycee ID number cannot be changed

once he has been entered on your roster as a new member.

If you call in new members to your state office be

sure to notify your treasurer and give him the names that you submitted. This will prevent him from re-submitting those members the next month. If he does submit them again they may appear twice on your chapter's roster.


roUNDA110N

SUMMARY
most important members of the Board of Directors." said in the introduction, "You are one of the we You have a responsibility to your chapter members to see that your chapter is run as smoothly as possible within the budget set forth at the beginning of the '----' year. You have a responsibility to your community to see that local merchants are paid and kept current and that the chapter's credit reputation is upheld.

As

You have the greatest responsibility of all to yourself to see that you grow as a money manager and develop a leadership position in your chapter's financial affairs. Almost every decision or recommendation you are called on to make can best be made by using good tact and good sense. Think things through, stay within your budget, and give your year as treasurer your best effort.

The Jaycee Creed We Believe:

That faith in God gives meaning and purpose to human life; That the brotherhood of man transcends the sovereignty of nations; That economic justice can best be won by free men through free enterprise; That government should be of laws rather than of men; That earth's great treasure lies in human personality; And that service to humanity is the best work of life.

.sf

The United States Jaycees, P.O. Box 7, Tulsa, OK 74121-0007. (918) 584-2481 RSVP 50J().. O