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Troop Treasurer

Troop Treasurer

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Troop Treasurer

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Presentation Transcript

  1. Troop Treasurer Online Training

  2. Welcome! Thank you for taking the time to learn about this important role in the troop!

  3. Role of Troop Treasurer • Keeping accurate financial records for the troop • Ensuring that the troop is following the financial guidelines • Records submitted annually to council • Have records available to any leader, parent of a troop member, service unit team, or council representative

  4. Who can be a troop treasurer? • Adult volunteer • Currently registered member of Girl Scouts • Current background screening • Signed volunteer agreement

  5. Record Keeping • Keep accurate and up to date records for the troop • Keep receipts and troop check book register, as well as copies of the bank statements • Turned in annually, but keep up to date throughout the year • Utilize the Detailed Cash Record • All troop records kept for 4 years

  6. Financial Reporting • Financial report is turned in annually and contains three parts

  7. Detailed Cash Record

  8. Annual Troop Financial Report

  9. Current Bank Statement

  10. Financial Reports • The Detailed Cash Record and Annual Financial Report and instructional video at sdgirlscouts.org/forms • Excel forms will complete the math and transfer the shared information between the two forms.

  11. Detailed Cash Record • Accounting of all income and expenses • Input dates, details, and categorize transactions • Similar to check register • Instructions can be found at sdgirlscouts.org/forms

  12. Annual Financial Report & Equipment Inventory • Additional troop information • Bank account information • Account signers • Equipment listing • Forms and bank statement turned into service unit treasurer annually

  13. Troop Bank Account – Wells Fargo • Girl Scouts partnership with Wells Fargo • No fee account • Debit card • Free checks • Contact your local service unit treasurer to get the steps to open account • Cannot go into any branch to open, must go through representative

  14. Account Details - Signers • Two unrelated adult signers • Person receiving statements should not be holding checkbook • When statement arrives, review and then give to person with the checkbook to reconcile • No minimum to open account • Accounts must be opened before participating in council sponsored sales

  15. Account Details – Bank Account Information Form • Complete Bank Account Information Form when account opened • Resubmit when there are any changes to the troop account

  16. Troop Money Earning Projects • Troop money earning project: • Any activities following a planned budget and carried out by the girls and adults to earn money for the troop treasury • Council sponsored product sale: • Council wide sales of authorized products, such as Girl Scout cookies or nuts

  17. Troop Money Earning • All troops must participate in the annual cookie program to be eligible to do additional money earning projects • Troop money earning projects may not be held while council sponsored sales are occurring • Approval for money earning projects given by the service unit team or volunteer support coordinator • Recycling can be done anytime

  18. Money Earning by Age Level • Kindergarten Daisy • No money earning projects outside of council sponsored sales • All money transactions should occur between leaders and parents • First Grade Daisy • One money earning project in addition to council sponsored sales & recycling • Brownies • One money earning project in addition to council sponsored sales & recycling

  19. Money Earning by Age Level • Juniors • Two money earning projects in addition to council sponsored sales and recycling • Cadette, Senior, and Ambassador • Three money earning projects in addition to council sponsored product sales and recycling • For these troop looking to save money for a high cost event, additional money earning can be approved by Volunteer Support Coordinator • For more than three must participate in council nut sales & cookie program

  20. Money Earning Project Procedure • Application and guidelines at sdgirlscouts.org/forms • Submit 4 weeks in advance • For project profits greater than $250 submit to Volunteer Support Coordinator • When project is complete, fill out evaluation • Attach completed copy to your annual financials

  21. Appropriate Activities • Workshops • Try-Its, Badges, Bridging • Events • Songfest, dance, tea, play, concert • Homemade bake or craft sale • Car wash • Yard work • Babysitting • Walking tour • Nature hike • Troops own cookbook

  22. Inappropriate Activities Sales generating profits for a specific business or company other than Girl Scouts • Candy • Pizza • Shopping mall promotions • Restaurant fundraisers • Door to door sales • Gambling or games of chance • Product demos/commercial parties involving direct sales • Kitchenware, scrapbooking, jewelry, cosmetics • Direct solicitation of money • Money earning activities on the internet

  23. Donations to the Troop • At times a troop is approached by an individual, business, or organization that would like to sponsor or donate • Troops cannot solicit these donations, but if the troop is approached they can accept donations

  24. Monetary Donations • Troops are able to accept $249.99 per donor per year • Monetary donations of $250 or greater go through the Girl Scout Council • Council acknowledges the tax deductible donation • Sends a check for $249.99 to the troop the donor indicates • Remaining funds remain at council to be used for the benefit of all girl within the organization

  25. Donation of Goods • Donor wants to donate items to the troop • Meeting supplies • Equipment • Food • Troops can accept these donations in any amount • Always be sure to properly thank your donor for monetary donations or donations of items!

  26. Donations from the Troop • Troop may choose to contribute a portion of their funds to organizations or projects they consider worthwhile • Girls should be deciding on donations • Can donate funds or goods • Cannot directly raise money for other organizations • Support other organizations through service projects • For questions contact your volunteer support coordinator

  27. Use of Troop Funds • Activities must relate to the Girl Scout Program Goals • Discover - understand themselves and their values, and use their knowledge and skills to explore the world • Connect – care about, inspire, and team with others locally and globally to make the world a better place • Take Action – do something to make the world a better place

  28. Use of Troop Funds • All money within the troop belongs to the troop as a whole • Never property of individual girls • Separate accounts or ledgers not permitted

  29. Appropriate Uses for Funds • Council and service unit sponsored events • Supplies for activities during troop meetings • Programs with council community partners • Educational programs • Camping activities • Cultural experiences – museums & theatre • Community service

  30. Inappropriate Uses for Funds • These may not fit into the Girl Scout Program Goals • Limo rental • Shopping trips • Anything that the girls in the troop do not decide on using the funds for • For questions on activities contact you service unit activity consultant or volunteer support coordinator

  31. What is Opportunity Fund • Girl Scouts is committed to ensuring all girls can participate in Girl Scouting • Opportunity Fund Financial Assistance helps individuals in need • Participate in troop activities • Uniform pieces • New members registration fees

  32. Opportunity Fund Guidelines • Plan ahead with money earning projects and council sponsored sales to cover costs • Troop leader & parent or parent only may make requests • Individual requesting must be a registered member of Girl Scouts • A financial report for the previous year must be on file with council

  33. Applying for Opportunity Fund • Application for Opportunity Fund and full guidelines available at the council website sdgirlscouts.org/forms • Completed request must be signed by parent or guardian • Submit requests to volunteer support coordinator at least 4 weeks before funds are needed

  34. Changes in a Troop • If a girl transfers to another troop or registers and an independent • All money remains with the original troop and no money is given to the girl or transferred to the new troop • When a troop moved from one program level to the next or bridges • All money moves with the troop

  35. Changes in a Troop • If the troop divides • Financial report completed a the time of division • All assets divided among the two treasuries on a prorated basis according to girl membership • If a troop of 10 girls divides, each girl receives 1/10th of the total put into the account of the troop she is going to

  36. Changes in a Troop • If a troop disbands and is no longer continuing • Leader submits a disbandment report along with the financials • Troop account closed and all funds sent to the service unit • If any of the girls continue on in other troops within a year, their prorated portion distributed to her new troop • Service unit holds disbanding funds for one year • If there are girls that do not continue the service unit uses their portions of the funds for the benefit of all girls in the service unit

  37. Changes in a Troop • Change of leadership in a troop • Outgoing leader submits a financial report at the time of change • Copies of this report along with supplies given to the new leader • Bank account signers for the troop account are updated

  38. Questions? Contact your Service Unit Treasurer or Volunteer Support Coordinator

  39. Thank you!!