STOBERRY PARK SCHOOL CIRCLE OF FRIENDS
TREASURER’S DUTIES
ROLES AND RESPONSIBILITIES:
BANKING:
The treasurer is responsible for all aspects of banking. This includes:
Keeping all cheque books and paying-in books
Paying in all monies received after fund-raising events
Writing cheques for all expenses and passing them on to one of the other signatories for countersigning
Monthly bank reconciliations: these compare the cashbook balance to the balance on the current
account statement each month.
KEEP ACCOUNTS:
The Treasurer is responsible for maintaining the accounts and balance sheet. The accounts are
computerised and saved in Excel as “Accounts August YYYY”. This workbook contains 3 main
sheets:
‘Bank rec’: This is the template to carry out the monthly bank reconciliation. After adding
uncleared cheques (in the ‘Plus outstanding withdrawals’ section) and subtracting uncleared
receipts (in the ’Less outstanding receipts’ section) to the cashbook balance the figure reached
should equal the balance on the statement. If it doesn’t, the difference should be investigated.
‘Accounts’: This is used for the year-end accounts and is a summary page. It gets most of its
information from the “Cash Book” sheet. Anything in the “items for school” and “misc” columns of
the “Cash Book” sheet should be added individually in the “Payments to Stoberry Park School”
section.
‘Cash book’: This sheet should be updated regularly as monies are paid into the bank account or
as cheques are written in respect of expenses.
INCOME: For each item of income enter: the date in column A; a description of the item in
column B (e.g. cake stall, carnival parking); the deposit book paying in number in column C; the
amount in the correct heading column I to R. If the item is a transfer between the current account
and either the deposit account or cash float, the amount should be entered in both columns H and
either column D (cash float) or E (deposit account). Totals will appear in columns D (cash float)
and E (deposit account) and F (current account).
EXPENSES: Similarly, for each item of expense enter: the date in column A; a description of the
item in column B; the cheque number in Column C; the amount in the correct heading column H
to N. The total will appear in column F.
At the bottom of this page, the line ‘Cash / Bank balance at end of year’ shows the current
balances in the current account, the deposit account and in the cash float.
The workbook contains 3 extra sheets which help to work out the gross, costs and profit on each
stall on Xmas Fair and BBQ. There is also an additional sheet to help with keeping a tally of costs
for the BBQ as these costs start to come in 2 months before the event.
FLOATS FOR EVENTS:
The treasurer is responsible for ensuring that floats are available at fund raising events. See Excel
spreadsheet for exact breakdown for each stall
When cash is required from bank account, write cheque to ‘CASH’ and obtain signatures. Take to
bank and state money denominations required. Ensure that money has been transferred from
Deposit account to Current account.
CHARITY COMMISSION
The treasurer is responsible for updating and maintaining the information that the Charity Commission
holds for the charity. The treasurer acts as charity contact.
Useful information as follows:
The website is very user friendly and holds a wealth of information. Follow the guides to update any
information.
The treasurer is responsible for ensuring that an annual update of the accounts is forwarded via email to the charity commission. The commission only requires 2 figures from the accounts:
Total Income – on accounts sheet, take Gross Income From Fundraising figure and Bank
Interest figure, add together to obtain Total Income figure.
Total Expenditure – on accounts sheet, take Expenditure on Fundraising Activities figure and
Total Expenditure figure, add together to obtain Total Expenditure figure.
Update the list of trustees that the commission hold. This should be done as soon after the AGM
as possible as committee members act as charity trustees. The trustees must be the named
officers (Chair, Secretary and Treasurer) plus 3 other committee members.
Update any other information regarding Circle of Friends charity as it changes.