Transcript Budgets and Calendars A Leaders Role Why is it important for a Region to Plan?

Budgets and Calendars
A Leaders Role
Why is it important for a
Region to Plan?
Let’s prepare
for an Activity
You will have 30 seconds to
review the following
information.
Our first registration day will be held on May 1,
2011. Rosanne MacPhail, the Registrar will need
to arrange for the advertising of this event. On
March 16, which is 6 weeks before registration she
will need to order the Registration Kit from the
National Support and Training Center (NSTC).
John Ouellette the Coach Administrator will need
to schedule the coach clinic on August 13. He has
a training opportunity out of state on August 29, but
his daughter is turning 17 on the 28th, so he isn’t
sure if he can go. On July 13, he will need to
register the coaching course and order the course
materials the required 30 days before the clinic.
How did you do?
 or 
The reality is:
Our memories are not always reliable.
Keeping a timeline of events is necessary
to achieve goals and objectives.
Timelines help volunteers complete their
responsibilities.
…
What are the advantages of
having a calendar?
AYSO Region 222
How does a calendar help in
recruitment and retention of
volunteers?
A Regional calendar is
helpful because…
It serves as a reminder of tasks that
need to be done.
It creates a permanent history for future
planning.
It helps prevent miscommunication
about events.
Who is the Regional
Calendar For?
…
All Regional Board Members!
Who should help develop the
Regional Calendar?
Let’s look at the
Implementation Kit in your
binders.
…
Regional Calendars can
have different looks
Color coding by name
or position can make it
easier to identify at a
glance if you have a
task for the month.
Visit www.calendarsthatwork.com to
download template for this calendar.
April 2011
Calendars meet the
needs of the region.
The use of color
coding on this
excel spreadsheet
calendar make
identification of
tasks easier for
volunteers to see.
How the calendar looks will
depend on who creates it
Excel
spreadsheets are
an easy way to
create a calendar
and timeline.
In addition to the
date, this style of
calendar allows
room to include
such things as:
Location
Time for meeting
or event.
A successful calendar takes
team work!
…
Don’t forget to…
1. Break it down into action steps
2. Establish order and priority – what needs to
happen first to last
3. Determine deadline/due date-approximate
month
4. Assign accountability
…
Activity
Write down five items to
include on your calendar
Youmany
just began
How
of youryour
items
require process
money?
budget
…
Budgets
Very important financial plan of the
Region
Completed annually
Due to the NSTC & AD on June 1
Entire board should participate
Process should begin at least one
month prior to first registration
…
Other Finance Items
Signing of checks
Monthly financial reports
Monthly Bank Reconciliations
Viewing financial information on eAYSO
Regional audits
Red Flags
Outside assistance
…
Signing of Checks
Review supporting documents before
signing any checks (invoice, etc.)
Review check information
Never sign a blank check
All check signers should at a minimum
take the on-line Treasurer course
…
Monthly Reports
Determine how Treasurer maintains
regional financial records
NAP reports from eAYSO should be
reviewed
Review reconciliation performed by the
Treasurer between regional records and
NAP
…
Bank Reconciliations
Should be performed monthly
If performed by the Treasurer, someone
else should review
Registration Reconciliation Form
…
Registration Reconciliation Form
Should be completed at the end of
every registration event and verified by
the Treasurer, Registrar or each of their
designees and the Regional
Commissioner.
…
Information on eAYSO
RC has access to Treasurer screens
NAP reports, budgets, bank statements
and other reports available
Region invoices showing past due
amounts to the NSTC are available
…
Regional Audits
RC should appoint a Regional Auditor
Auditor performs annual audit
Keeps an eye on the financial stability of
the Region
If no Regional Auditor can be found,
contact Area or Section for assistance
…
Red Flags
What are some Red Flags?
We are running out of money
Checks are bouncing
Savings accounts being depleted with no
valid reason
Suppliers are complaining
Board is not receiving financial reports
Fundraising activities in question
Never accuse a volunteer of wrong-doing,
get assistance first
…
Outside Assistance
When might you need outside assistance?
Assistance with an audit
Assistance with eAYSO
Assistance with Red Flags
Contact neighboring Regions
Contact your AD or Area staff
Contact your SD or Section staff
Contact the NSTC staff
…
Conclusion
A Regional Calendar will make your life (and the lives
of your volunteers) much easier in the long run.
Failure to Plan is a Plan to Fail!
The financial operations of the Region are important
to the health of the Region.
The RC is the fiduciary of the Region and they are
ultimately the person responsible for the finances of
the Region.
Finally the RCs leadership role in planning the
Regions operations and finances is to facilitate and
oversee the board’s participation, not to do it all
yourself.
…
Good Luck with your
Regional Planning
Calendars and Finances!