Transcript Document

DISTRICT ASSEMBLY APRIL 18, 2009
CLUB SECRETARY / TREASURER
WORKSHOP
WELCOME
ROTARIANS!
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DISTRICT ASSEMBLY APRIL 18, 2009
CLUB SECRETARY / TREASURER
WORKSHOP
DISCUSSION OUTLINE
1
WELCOME
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INDEX
3
DISTRICT CONTACTS
4
WHAT’S NEW FOR 2009-10
5-7
OUTLINE
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DISTRICT CALENDAR
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ROTARY INTERNATIONAL DUES
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DISTRICT 6400 DUES
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SAMPLE BUDGET WORKSHEET
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U.S. INSURANCE - CERTIFICATE
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CANADIAN INSURANCE- CERTIFICATE
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RI PRO RATA DUES STRUCTURE - SCHEDULE
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MEMBERSHIP DATA FORM - RI
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RI COLLECTION CYCLE
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IRS REPORTING RULES FOR US CLUBS
18-19
RESOURCES
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DISTRICT ASSEMBLY APRIL 18, 2009
CLUB SECRETARY / TREASURER WORKSHOP
DISCUSSION OUTLINE
DISTRICT CONTACTS
DISTRICT FUND COMMITTEE MEMBERS: 2009-10
DG Neil McBeth, DGE Kim Towar, DGNN Mike Duben
JOHN HEBERT (CPA)
DISTRICT 6400 FOUNDATION TREASURER
ACCOUNTS FOR OUR LOCAL FOUNDATION RECEIPTS AND DISBURSEMENTS
BRUCE JOCKS (CPA)
[email protected]
09 10 TREASURER
AS 2009/10 TREASURER BRUCE PREPARES, REVIEWS AND APPROVES ALL FINANCIAL
ACTIVITIES
JOANNE KING (CA)
[email protected]
AS FUND COMMITTEE MEMBER, JOANNE REVIEWS CURRENT DISTRICT FINANCIAL
ACTIVITIES AND PROVIDES GUIDANCE ON CANADIAN TAXES
JACK MUELLER, PDG
[email protected]
DISTRICT ACCOUNTANT
JACK PREPARES AND BILLS DISTRICT DUES TO ALL CLUBS AND
PREPARES MONTHLY ACCOUNTING FINANCIAL STATEMENTS
ED SCHULZ, (CPA) PDG
[email protected]
08 09 TREASURER
AS 2008/09 TREASURER ED PREPARES, REVIEWS AND APPROVES ALL FINANCIAL
ACTIVITIES – INCLUDING DISBURSMENTS OF DISTRICT FUNDS
ALL FUND COMMITTEE MEMBERS REVIEW CURRENT AND FUTURE DISTRICT BUDGETS
AND PROVIDE CONSULTATION REGARDING DISTRICT AND CLUB ACCOUNTING AND TAX
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DISTRICT ASSEMBLY APRIL 18, 2009
CLUB SECRETARY / TREASURER
WORKSHOP
WHAT’S NEW!
2009-10
A) NEW RATES FOR RI AND DISTRICT DUES
B) ROTARY INTERNATIONAL ADDRESSES…
C) PRO RATA RI DUES STRUCTURE
D) U.S. CLUB IRS ANNUAL REPORTING…
FOR US CLUBS TO CONTINUE THEIR
NON PROFIT STATUS MUST REPORT
TO THE IRS ANNUALLY!
ACTUAL FILING REQUIREMENTS
TO START IN 2008-09
E)
1-866-976-8279 ROTARY CONTACT CENTER
NOTE – ROTARY CLUBS ARE NOT CHARITABLE
ORGANIZATIONS! UNDER IRS RULES THEY ARE
SOCIAL CLUBS. ( GIFTS TO CLUBS ARE NOT
CHARITABLE DONATONS )
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DISTRICT ASSEMBLY APRIL 18, 2009
CLUB SECRETARY AND TREASURER
WORKSHOP
OUTLINE
Club Secretary and Treasurer –
The Guardians of the Club Books and Records!
Before you take office, meet with the incoming president!
Account for All club Financial and Membership Activities
Establish Finance and Membership Committees
A
Finance and Membership committees to review your work
B
Make sure Board of Directors approve financial
transactions including new members applications in
the club minutes
Establish Membership and Financial Goals
A
Meet with the Board of Directors and establish a budget
and submit prior to June 30
B
Establish membership goal
C
Meet with your committee chairpersons
D
Establish club attendance policy
E
Communicate with membership
Establish an accounting system and a club record retention policy
A
One system for all accounts
B
Record and Retain Attendance Records
C
Record and Retain Membership Records
D
Retain books and records in a central location
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DISTRICT ASSEMBLY APRIL 18, 2009
CLUB SECRETARY / TREASURER
WORKSHOP
Establish a checking account (s)
A
Two signers on checks
B
Receive cancelled checks from bank
C
Reconcile receipts and disbursement monthly
to bank statements
Bill and collect dues and meal charges from the membership
A
Annually – in advance – send bills out by 6-30
B
Semi-Annually
C
Unpaid members club dues – establish a club policy
( membership terminated for unpaid dues?)
Pay bills timely
A
Establish a payment policy – biweekly, monthly, etc.
B
Demand receipts for all expenditures (no receipt-no check)
C
R/I Dues – July and January -(pro-rate dues for
new members)
D
District 6400 Dues –July and January
Monthly Reports for Board of Directors monthly meetings
A
Submit monthly receipts and disbursements report
B
Submit monthly membership and attendance report
C
Copy reports to Finance and Membership Committees
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DISTRICT ASSEMBLY APRIL 18, 2009
CLUB SECRETARY / TREASURER
WORKSHOP
Rotary Business Portal
A
www.rotary.org/en/selfservice/Pages/login.aspx
B
Resource for club membership information
Insurance Coverage
A
All U.S. and Canadian clubs have coverage
B
Review insurance certificates (see attachments)
C
Fund raising activities are covered – see policies
Information Reports
A
B
C
Required IRS –Payments to Individuals
Annual 990 Report for U.S. clubs DUE BY 11-15-09
Annual Canadian Charitable Report
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DISTRICT ASSEMBLY APRIL 18, 2009
CLUB SECRETARY / TREASURER
WORKSHOP
CALENDAR
THE ITEMS LISTED BELOW INCLUDE PROJECTED DATES, REPORTS AND REGISTRATIONS
YOUR CLUB MAY BE REQUIRED TO FILE OR PARTICIPATE IN:
DUE DATE*
April - 30 - May 3, 2009
ITEM DUE
DISTRICT 2008 CONFERENCE –Mackinac Island –
REGISTRATION PACKAGE
JUNE , 2009
REGISTRATION PACKAGE FOR R/I CONVENTION – England
JUNE 30, 2009
REGISTRATION FOR “MEET THE GOVERNOR NIGHT” AT
HARROW ROTARY CLUB
JULY 1, 2009
R/I CLUB PER CAPITA DUES SEMI-ANNUAL MEMBERSHIP
REPORT
JULY 1, 2009
DISTRICT 6400 CLUBS PER CAPITA DUES $17.580 U.S.
PLUS $150 .U.S.
AUGUST, 2009
R/I - PRESIDENTIAL CONFERENCES REGISTRATION FEES
SEPTEMBER , 2009
GOVERNORS GOLF OUTING REGISTRATION AND FEES
OCTOBER , 2009
MEMBERSHIP, FOUNDATION & INTERACT SEMINARS
REGISTRATION FEES
NOVEMBER 12-14 , 2009
RYLA - ROTARY YOUTH LEADERSHIP AWARDS SEMINAR
FEES $175/STUDENT
NOVEMBER 15, 2009
FORM 990 FOR U.S. TAX RETURN DUE FOR 6-30-2009 YEAR
END
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DISTRICT ASSEMBLY APRIL 18, 2009
CLUB SECRETARY / TREASURER
WORKSHOP
CALENDAR
THE ITEMS LISTED BELOW INCLUDE PROJECTED DATES, REPORTS AND REGISTRATIONS
YOUR CLUB MAY BE REQUIRED TO FILE OR PARTICIPATE IN:
DUE DATE*
ITEM DUE
DECEMBER 31, 2009
R/I 2010 CONVENTION REGISTRATION FEES DUE -
DECEMBER 31, 2009
REVENUE CANADA REGISTERED CHARITY CLUB REPORT
DUE
DECEMBER 31, 2009
R/I CLUB PER CAPITA DUES SEMI-ANNUAL MEMBERSHIP
REPORT
DECEMBER 31, 2009
DISTRICT 6400 CLUBS PER CAPITA DUES $17.50 US PLUS
$150. U.S.
March , 2010
PETS – REGISTRATION FEES FOR PRESIDENTS ELECT
TRAINING SEMINAR
APRIL , 2010
DISTRICT ASSEMBLY – REGISTRATION FEES
MAY, 2010
DISTRICT CONFERENCE REGISTRATION PACKAGE
JUNE ,2010
ROTARY INTERNATIONAL CONVENTION - MONTREAL
JUNE , 2010
“MEET THE GOVERNOR NIGHT” REGISTRATION FEES AT
HARROW ROTARY CLUB
JULY 1, 2010
R/I CLUB PER CAPITA DUES SEMI-ANNUAL MEMBERSHIP
REPORT
JULY 1, 2010
DISTRICT 6400 CLUBS PER CAPITA DUES
* SUBJECT TO CHANGE
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DISTRICT ASSEMBLY APRIL 18, 2009
CLUB SECRETARY /TREASURER
WORKSHOP
ROTARY INTERNATIONAL
PER CAPITA
MEMBER
DUES
2009-2010
DUES ARE ASSESSED SEMI-ANNUALLY
BASED ON MEMBERSHIP AT JULY 1ST AND JANUARY 1ST
ALL DUES ARE ASSESSED IN UNITED STATES DOLLARS
A MEMBERSHIP BILL IS SENT TO YOUR CLUB WITH A LISTING OF ROTARIANS.
THE BILLS SHOULD ARRIVE IN LATE JUNE AND LATE DECEMBER.
ROTARY INTERNATIONAL DUES
PER CAPITA
*JULY 1ST, 2009
$ 24.50
U.S. CLUBS ONLY INSURANCE
CANADIAN CLUB INSURANCE
COUNCIL ON LEGISLATION
$ 4.00 (1)
$
$ 1.00
MAGAZINE COST
$ 6.00
AMOUNT DUE PER MEMBER JULY 1ST, 2009


$ 35.50 U.S.
*JANUARY 1ST, 2010
$ 24.50
MAGAZINE COST
$ 6.00
AMOUNT DUE PER MEMBER JANUARY 1ST,2010
$ 30.50 U.S.
TOTAL PER MEMBER R/I DUES FOR 2009-2010
$ 66.00 U.S.
UNPAID DUES MAY BE CAUSE FOR YOUR CLUB’S CHARTER TO BE
REVOKED.
PLEASE PAY YOUR R/I DUES ON A TIMELY BASIS!
1.CHECKS SHOULD BE WRITTEN TO “ROTARY INTERNATIONAL” U.S.
FUNDS
(2)
2.ALWAYS WRITE ON YOUR CHECK YOUR CLUB NUMBER
(1)
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DISTRICT ASSEMBLY APRIL 18, 2009
CLUB SECRETARY / TREASURER
WORKSHOP
DISTRICT 6400
PER CAPITA
MEMBER
DUES
2009-2010
DUES ARE ASSESSED SEMI-ANNUALLY
BASED ON MEMBERSHIP AT JULY 1ST AND JANUARY 1ST
ALL DUES ARE ASSESSED IN UNITED STATES DOLLARS
A MEMBERSHIP BILL IS SENT TO YOUR CLUB AND SHOULD ARRIVE IN LATE
JUNE AND LATE DECEMBER
DISTRICT 6400 DUES
PER CAPITA
PETS
*JULY 1ST, 2009
$ 17.50 US
(1) - CANADIAN INSURANCE ($13.00) $
$150.00 US
JANUARY 1ST, 2009
(1) - CANADIAN INSURANCE
$ 17.50 US
$150.00 US
$ 35.00 US
$300.00 US
TOTAL PER MEMBER DUES FOR
THE ROTARY YEAR 2009– 2010
(1) - CANADIAN INSURANCE
* YOUR JULY 1ST and JANUARY 1ST BILLINGS WILL INCLUDE CHARGES FOR
THE PETS ( PRESIDENTS ELECT & PRESIDENTS NOMINEE TRAINING)
(1) - CANADIAN INSURANCE – EST $15.00 U.S. PER MEMBER
( TO BE ADJUSTED TO ACTUAL)
CHECKS SHOULD BE WRITTEN TO “ ROTARY DISTRICT 6400 “ U.S. FUNDS
PLEASE PAY YOUR DISTRICT DUES ON A TIMELY BASIS!
ALWAYS WRITE ON YOUR CHECK YOUR CLUB NUMBER
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DISTRICT ASSEMBLY APRIL 18, 2009
CLUB SECRETARY / TREASURER
WORKSHOP
SAMPLE CLUB BUDGET
ESTIMATED ROTARY CLUB BUDGET WORKSHEET
EST CLUB
ESTIMATED RECEIPTS:
2009-10
2008-09
PER CAPITA
DUES
CLUB DUES
(EST MEMBERSHIP)
50/50
MEALS
FINES
STATE OF THE CLUB
MISCELLANEOUS
EST TTL RECEIPTS
ESTIMATED EXPENDITURES
INTL DUES
$62.00 PER MEMBER
INTL DUES -INSURANCE
$4.00 PER MEMBER
DISTRICT DUES
$35.00 PER MEMBER
PETS & PN TRAINING
$300.00
CANADIAN INS
$15.00
CLUB NEWSLETTER
POSTAGE
OFFICE SUPPLIES
NEW MEMBER SUPPLIES-PINS, BOOKS,ETC
PHONE/FAX
CLUB OFFICERS / MEMBERS TRAINING
MEMBERSHIP SEMINAR
FOUNDATION SEMINAR
PRESIDENTS ELECT TRAINING
PRESIDENTS NOMINEE TRAINING
DISTRICT ASSEMBLY
DISTRICT CONFERENCE EXPENSES
INTERNATIONAL CONVENTION EXPENSES
STATE OF THE CLUB
SOCIAL EVENTS
ESTIMATED TTL EXPENDITURES
*FUNDRAISING EVENTS
DONATIONS - RECEIPTS
EXPENDITURES
ADVERTISING
MATERIALS
SUPPLIES
POSTAGE
ESTIMATED TTL EXPENDITURES
ESTIMATED PROFIT
*
USE SEPARATE BANK ACCOUNTS FOR CLUB VS FUNDRAISING EVENTS
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DISTRICT ASSEMBLY APRIL 18, 2009
CLUB SECRETARY / TREASURER
WORKSHOP
Treasurer Forms
On-Line
http://www.rotary6400.org/
download/index.htm
Treasurer Area
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DISTRICT ASSEMBLY APRIL 18, 2009
CLUB SECRETARY / TREASURER
WORKSHOP
QUESTIONS
FROM
ROTARIANS!
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