TCA Treasurer's Handbook
Tom Karas (Treas. 2011)
Contents
Getting Stated: Accounting Recommendations ...................................................................................... 2
1. Computing ................................................................................................................................2
2. Banking ....................................................................................................................................2
3. Notebook System .....................................................................................................................2
Routine Duties ........................................................................................................................................ 3
Tuesday Milongas ........................................................................................................................3
Saturday Practica..........................................................................................................................3
Monthly Lloyd Shaw Rent Payments ...........................................................................................3
Special Events......................................................................................................................................... 4
Holiday Milonga, Picnic ..............................................................................................................4
Classes and Workshops ................................................................................................................4
Post-Office Pickups ................................................................................................................................ 4
Gazebo Contract Management ................................................................................................................ 4
Legal Matters .......................................................................................................................................... 5
Insurance ......................................................................................................................................5
Annual non-profit reports .............................................................................................................5
Getting Started: Accounting Recommendations
1. Computing
a. Quicken recommended
The 2011 Board has approved purchase of a copy of Quicken Deluxe (not Quickbooks) for the use of
the Treasurer. This will facilitate smooth transfer of the 2011 records, and will provide the new
Treasurer with a ready-made setup of accounts and categories and of the online banking connection.
b. Reports
If the Window version is used, a set of TCA-specific report formats will also be in the file. There is a
light version of Quicken for the Mac, called “Quicken Essentials.” If this is the version purchased and
used, the data and categories from 2011 will be importable, but not the reports. (These will not be
difficult to set up in the new program)
Quicken makes it easy to compile the monthly Treasurer's Report submitted at each Board meeting.
Copies of recent reports can be found in the accounting notebook (see below).
At the end of 2011, I will compile a detailed annual report, showing cash flow by categories and
listing all transactions in both the cash account and the bank account.
In Quicken, I have kept two accounts. Cash received goes into the cash account, then when a deposit
is made, it is recorded as a transfer from there to the checking account. For checks received, I enter
them as itemized splits in the check account deposit transactions. (See the Quicken file for how I did
this).
2. Banking
The username and password information for online access to TCA bank account information with
USBank will be transferred in hard copy. Currently, the Treasurer and the President are the only ones
possessing this information. As soon as possible, the password should be changed, especially since the
online access comes with a bill-payer feature (which I have not used, and should not be used, because
the two-signature rule for checks (see below) can't be used there.
The four Board officers will file with the bank a signature card, and they are the only ones authorized
to sign TCA checks. There is a Board rule (not enforced by the bank, as far as I can tell), that two
officer signatures are required for any check over $30.
Note on Checks: As permitted by USBank, I have been using up the old First Community Bank
checks before starting in on (the contiguously numbered) new US Bank checks. The old ones should
be almost used up by the end of 2011.
3. Notebook System
I have been using an inherited notebook system for keeping paper records. In a separate section for
each month are several plastic page protectors, in which I insert milonga and practica sign-in sheets,
receipts for expenditures, records of payment to TCA, copies of the monthly Treasurer's reports, and
sometimes other relevant documents.
Routine Duties
Tuesday Milongas
1. Write a check to the food provider. Collect a receipt (either store receipts, or signed list from the
provider). Write a check for that amount, up to the currently authorized food expenditure limit of
$30.00.
2. Bank pouches and change. One bank pouch is kept in the TCA valuables cupboard (right end of
lower “kitchen” cabinets. This should be continuously stocked with 20 one-dollar bills to be used as
need for change on Tuesdays and Saturdays. If the Treasurer is absent, money collected that evening
is also stored in that pouch until it can be collected for deposit.
A second bank pouch should be kept by the Treasurer and used to carry the checkbook and cash back
and forth between home and Lloyd Shaw (or wherever else needed.) A second stock of 20 one-dollar
bills is kept in that back as a backup or exchange for the change in the cupboard.
A third pouch can optionally used (as I have done) to store cash at home and carry it to the bank for
deposit.
3. Collect sign-in sheets and cash
By about 9:30, the Treasurer can collect that evening's cash and lock it in the cupboard until departing.
But the collection basket is left out after the front desk is unattended, so be on the lookout for very late
intake of entrance fees.
The sign-in sheets should also be collected and inserted in the accounts notebook. However, I believe
it is futile (not to mention time-consuming) to try to reconcile the sign-in sheet records with the actual
amount of cash taken in. There are just too many possible errors that can introduce indecipherable
discrepancies.
4. Membership forms and payments
New and renewal membership forms and payments (sometimes by check, sometimes by cash) are
sometimes submitted at the front desk. These also need to be collected and accounted for separately
from the admission fees.
5. DJ honoraria
Tuesday milongas: DJ's receive a $20 honorarium for their services. They should first submit either a
paper or emailed request for payment for the relevant date. Put a paper copy of the request in the
accounts notebook and write the check to the DJ.
(Kelly's, Gazebo, other outside milongas: DJs may bill for $40. Saturday Practica: DJ's not paid)
Saturday Practica
Admission fees, sign-in sheets, any submitted membership forms and dues need to be collected any
time after 4:00
Monthly Lloyd Shaw Rent Payments
1. Each month before the TCA Board meeting, create a cover letter for that month's payment (see
samples in the accounts notebook). List dates and numbers of hours used, calculated payments at $14
per hour.
2. Donna (Lloyd Shaw manager) has been accepting our rent payments for each month at the time of
the TCA Board meeting for that month. The check and cover letter can be put in an envelope with her
name on it and slipped under her office door.
3. If events are canceled, we have not been charged for the hours forgone. When extra hours are used,
e.g. for classes, add those accordingly.
Special Events
Holiday Milonga, Picnic
1. Contracts and payments with venues and caterers as needed
2. Collect admission payments
Classes and Workshops
1. Adjust that month's payments to Lloyd Shaw for amount of studio time rented
2. Workshop Committee will collect registration forms and payments. Work out procedure for transfer
of information and payments (cash and checks) from them to Treasurer's accounts.
3. I Recommend recording these in Quicken accounts as with other deposits, using splits in deposit
entries and with categories and notes.
3. Write checks to instructors, food providers, advertising cost reimbursements.
Post-Office Pickups
1. Various documents and checks (such as membership forms and payments, notices of bills or
document submissions due, other payments made to TCA) will come to the mailbox. It is located in
the post office on Alvarado, just to the east of Lloyd Shaw. The mail box number is 81255. The
Treasurer has a key, the President has a key, and there is a third key which I think the President also
has.
2. Annually, a bill for the rental of the mail box will be placed in the mailbox. There is also a form
required listing those responsible for the box, and this will need to be filled out and submitted to
reflect the change in officers. (In fact, legally, that should be filled out immediately, not waiting until
the rental bill comes in).
Gazebo Contract Management
1. See paper file
2. We have a contract with the City for fiscal year 2011(July 2011 through June 2012) to to dance at
the Gazebo 10 times at $150 per “performance.” Six of these were used in 2011, leaving 4 for the
spring. The logical times for these will be the 2 nd and 4th Sundays of May and June.
3. In April, the Treasurer should call the office of our contract administrator to confirm that we will
want the Gazebo set up for performances on those Sundays.
This is also a good time to express our interest in having the contract for the next year.
The person to contact is Isabelle Zamora, 768-3585 (fax 768-2846), or email izamora@cabq.gov.
In the summer of 2011, we sometimes had the problem of the Gazebo not being set up at the
scheduled time. The person who is supposed to do the set-up was James Champlain, 515-4036.
4. The city requires an invoice from TCA to make its payments to us. See sample in the Gazebo folder
or in the accounts notebook, but be sure the vendor, contract, and contract reference numbers are up to
date as per the current contract.
Legal Matters
Insurance
In about October the insurance agent (see Insurance file) will send notice of the bill (possible preceded
by a questionnaire) due in November.
Annual non-profit reports
1. Each year we must file a Nonprofit Corporate Report with the state. They generally send out the
form that needs to be filled out and returned (You need to add a sheet listing names and addresses of
the TCA Board members). The report is due by May 15.
2. There is also an IRS form, which I have not seen, which the TCA President has been submitting.