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So, You are Treasurer of your 4-H Club!. Montana 4-H Center for Youth Development 2009. Congratulations !. Your job is essential to your 4-H club. You have a VERY important role to play in managing club money. As Treasurer, you are responsible for…. The 4-H club’s money

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So, You are Treasurer of your 4-H Club!


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so you are treasurer of your 4 h club
So, You are Treasurer of your 4-H Club!

Montana 4-H Center for Youth Development

2009

congratulations
Congratulations!
  • Your job is essential to your 4-H club.
  • You have a VERY important role to play in managing club money.
as treasurer you are responsible for
As Treasurer, you are responsible for…
  • The 4-H club’s money
  • The 4-H club’s bank accounts
  • And maybe even the 4-H club’s fund raising activities
  • Ensuring proper management of these funds
4 h club fund raising ideas
4-H Club Fund Raising Ideas
  • Carnival
  • Recycling Drive
  • Box Supper
  • Car Wash
  • Candy Sale
  • Window Washing
  • Calendar Sales
  • Paint Mailboxes
4 h fund raising guidelines
4-H Fund Raising Guidelines
  • Any fund raiser must have an educational purpose
  • Record of income and expenses for each fund raiser is required
  • A financial report must go to Extension Office within 30 days after the event.
  • Funds are used for 4-H related expenses only ---
    • Not for individual club members
    • Not for personal expenses
4 h fund raising guidelines cont d
4-H Fund Raising Guidelines (cont’d)
  • Revenue received from any fundraiser must be in a 4-H account
  • Must be used by the sponsoring club or 4-H group.
  • 50/50 Fund Raisers may not be held (this includes any betting activities)
  • Raffles:
    • should have a quality product for the winner – not cash!
    • Check with County Commissioners for guidelines to conduct a raffle
laws affecting 4 h club funds
Laws affecting 4-H Club Funds
  • 4-H Club Money belongs to the club – not the individuals in club.
  • The treasurer’s records of the 4-H club are open for inspection at any time by anyone.
  • “Keeping the Books” includes the checkbook, the receipt book, the check register, payment vouchers and bank statements.
  • Follow the guidelines in the “So, You Are Treasurer of Your 4-H Club Book” (#5242—revised June 2004).
serving as a new 4 h treasurer
Serving as a new 4-H Treasurer
  • Know what types of bank accounts your club has.
  • Visit the bank to learn about their services and expectations.
  • Refer to the treasurer’s

book for more guidance.

  • Learn what the club’s Federal Employer Identification (EIN) number is. (Each club must have one of these.)
reviews
Reviews
  • Who: The President appoints a review committee--2 members and 1 leader
  • What: A formal review of a club’s financial accounts.
  • When: To be done before a new treasurer receives the records.
  • Why: To see that the club money has been spent correctly.
  • Why: To be sure the records are accurate --- accountability.
what to bring to each club meeting
What to bring to each club meeting
  • The approved budget
  • The checkbook
  • Yourself and the leader who is authorized to sign checks should be at the meetings.
  • Envelopes and stamps
the club budget
The Club Budget
  • Based on the Club Plan of Work – what the club will do during the year.
  • Includes expected income and expenses for the club year.
  • Is usually just an estimate, but also provides a plan for the year.
responsibilities
Responsibilities
  • To keep the 4-H Club’s check register up to date.
  • To issue receipts when the club receives money.
  • To prepare and make bank deposits for the club.
  • Pay the bills with appropriate documentation (voucher, receipt/invoice and appropriate signature)
  • Write checks on behalf of the club
  • Prepare a monthly treasurer’s report.
  • See the 4-H Club Treasurer’s Book for details on doing these things.
monthly treasurer s report a priority
Monthly Treasurer’s Report – a Priority!!
  • Shows the club membership the financial activity of the previous month.
  • Circulate a copy of the treasurer’s report and the bank statement among the club members at each meeting.
  • When approved, it is included with the Secretary’s minutes.
annual summary financial report
Annual Summary Financial Report
  • Required of all 4-H Clubs, Councils, Committees, and groups.
  • Creates an open, public record
  • Fulfills the financial review concerns

of MSU

  • Completes the federal requirements for financial accounting by 4-H Clubs.
  • Due in the County Extension Office on September 30th of each year.
begin at the beginning
Begin at the Beginning
  • The book – “So, You Are Treasurer of Your 4-H Club” is your manual. Take it one step at a time and you’ll soon know what must be done for each duty.

It’s also important to select an adult leader/parent coach to work with you. This should be someone other than your parent(s). This person can assist you with your work as treasurer, too.