Author : Jill Lucht, District Treasurer 2017 Area 5 Meeting Club Operations and Financial Management Author : Jill Lucht, District Treasurer

Club Legal Name and Logos The full club name including "of" and "Inc" should be used at all times.   Application may be made to the OFT for permission to exclude "Inc" If the club wishes to exclude "of" from the name it is required to – Follow the process to change the club name and obtain consent of the OFT Open new bank accounts in new name Update ABR for ABN details Advise District as the Company Share Register will need to be updated and ASIC change of company details form lodged within 28 days

Updates to Authorizations, Registrations and Signatories - Office of Fair Trading, Australian Business Register, Bank and Zonta International OFT Annual return to be lodged with 1 month of AGM Includes notification of Office Bearers Financial Statements and Audit Report to be attached   ABR to be updated for addresses, associates, public officer and authorised contact person within 28 days of changes. Form 2943 available (paper only) ABN lookup search shows entity details, history and date when last updated.   Bank should search OFT register to confirm the new signatories are authorised. Obtain new logins, set new passwords and cancel previous access. Do not pass on tokens, user names, passwords, etc.   ZI Club Officer Information Form - lodge online by 31 May each year (note new due date) using login of existing President or Treasurer activates Club's Membership Access attached to incoming President's and Treasurer's personal logins

Zonta International logins Member Records at ZI emailed all members on 5 April advising your recorded email address with a link to register a new password. Not for Profit status There is no registration provisions other than for bona fide charities. Not for Profit Status is established by the objects and provisions in the Club Rules

Insurance and Notifiable Events Public Liability and Voluntary Workers' Insurance cover for all clubs is arranged by paid by the District. Certificates of Currency are be posted on the website. Certain Events are Notifiable to the Insurer, eg - More than 150 people will be attending The Club is in control of the serving alcohol The Insurance Notification of Events Form, with instructions, is available from the District Treasurer and will be posted on the website. Data collected from the forms is useful when arranging renewal of the policies  

ZI Membership Records and Payment of Dues   The Club’s Membership Roster will be accessible to the Club President and Treasurer using their individual logins soon after the ZI system update. Membership details may be updated, members added, deleted or transferred online. An Updated Invoice will be able to be printed. Paper forms are not required. Payment Options are detailed on the invoice. Payment may be made Online by Paypal, Mastercard or Visa Card. Associated Costs examples – Paypal conversion fee to USD is 3.5% Commbiz online International Money Transfer fee $13.60 plus Bank of America fee charged back $37 makes total of $50.60 Mastercard or Visa Card International transaction Fees approx 3% Conclusion: if paying less than $1,800 payment by credit card would be the cheaper option.

Dues Young Professionals - under 30 years of age ZI Dues reduced to USD40 ie currently approx AUD52. To authorise the saving to be passed on to the member, pass a resolution to offer a discount to members under 30 years of age. Dues District 22  Invoice/Remittance Advice is emailed annually to the Club Treasurer and will be posted on the website. Payment by direct credit or bank deposit would be appreciated. Renewals - Payable by 1 June each year New Members - Payable upon their joining Copy of completed Invoice/Remittance advice to be emailed to the District Treasurer.   Half Year Dues  apply from 1 December for ZI and District 22.

Banking   Collection of monies and payments by direct credit to and from the bank account are time saving, efficient, secure and reduce the risks associated with cash handling. No bank fees for online banking for NFPs except for International Transactions. Payments All Payments should be - supported by some documentation listed in a report to a general meeting either passed for payment (before actual payment) or payments ratified (after payment) Minutes should include a motion to the effect - That the payments as listed be ratified and/or passed for payment.

Record Keeping Systems   Clubs should choose an option that will – Satisfy compliance requirements Facilitate the compilation of the required reports Have access to the historical data Provide ease in succession from one treasurer to the next. A System is required to - Tell the story and be the history and look up tool Record transactions Have data to produce separate reports for each Fund, General and Service. Suggestions - Excel MYOB using jobs Reckon using classes Cash Book hand written

Budgets Budgets - General Fund   The club manual recommends two budgets be prepared, one for each fund. Budgets - General Fund General Fund Budget with a recommendation re Dues should be presented to the Board firstly and then to the General Meeting in the month prior to EOFY. The motion is then put setting Dues for the next financial year.

ZONTA CLUB OF XXXXXX INC. BUDGET FOR THE YEAR ENDING 31 MARCH 2018 Sample General Fund Budget including Actuals for comparison- ZONTA CLUB OF XXXXXX INC. BUDGET FOR THE YEAR ENDING 31 MARCH 2018   Actual Budget GENERAL FUND YE 31.3.16 1.4.16 to 8.3.17 2017/8 Other Income Bank Interest 15 12 10 Dinner Meetings Surplus 250 201 200 Total Other Income 265 213 210 Operating Expenses Audit Fees 580 620 Badges 37 40 Bank Charges 30 35 50 Gifts, Flowers and Presentations 230 Registration Fees 48 49 PO Box Rent 115 121 125 Secretarial & Stationery 14 28 Sundries 95 100 Area Workshop - Area (President)? District Conference Delegate? International Convention Delegate? Total Operating Expenses 1149 1218 1235 Excess of Operating Expenses over Other Income 884 1,005 1,025 Accumulated Funds on Hand 1,506 Per Capita if 25 members 41 Membership Dues 2017-8 Recommendation Club Budgetted per Capita as above District 22 Dues Zonta International Dues USD80 108 Total 184 Recommended that Dues be 190

BUDGET FOR THE YEAR ENDING 31 MARCH 2018 Budgets – Service Fund Depending on club practices it may be more practical to prepare this budget once the new committee meets or as part of the yearly planning of activities and targets. Sample Service Fund budget including Actuals for comparison - ZONTA CLUB OF XXXXX INC BUDGET FOR THE YEAR ENDING 31 MARCH 2018   Actual Budget Service Fund YE 31.3.16 1.4.16 to 8.3.17 2017/8 Income IWD Function Net Proceeds 1500 1750 1700 Theatre Night Net Proceeds 650 950 850 Sausage Sizzles 2200 2300 Show Stall 3000 High Tea Net Proceeds 1000 Total Funds Raised 8,350 9,000 8,850 Distribution Zonta International Foundation 1/3 2783 2950 YWPA Award 500 Breast Cushions 200 Birthing Kits Available for Local Projects 3,867 4300 4200 Total Distribution 8350 9000 8850

Financial Reports to Board and General Meetings Format of financial reports depends on the needs and preferences of the Board. A Statement of Receipts and Payments (as in the Club Manual) covers only the activities from one meeting to the next. Sample Periodic Statement of Receipts and Payments for General Fund - Zonta Club of XXXXX Inc Treasurer's Report to General Meeting 22.8.16 Statement of Receipts and Payments 25.7.16 to 22.8.16 General Fund   Balance at Commonwealth Bank 25.7.16 1,752.90 Receipts Dinner Meeting Fees July 452.00 Bank Interest 1.00 453.00 2,205.90 Payments Dinner Meeting July 420.00 Balance at Commonwealth Bank 22.8.16 1,785.90 Service Fund 3,175.00 Nil Payments to be ratified Post Office Hotel - July Dinner Meeting This one month snapshot is not conducive to managing funds in line with the budget or making well informed decisions. The greater part of income is received at the beginning of the year but expenditure is spread over the year.

Sample Statement of Income and Expenditure for General Fund for the Year to Date compared to Budget - Zonta Club of XXXXX Inc Treasurer's Report to General Meeting 22.8.16   Statement of Income and Expenditure 1 April 2016 to 16 August 2016 General Fund Budget 2016-7 Actual Income Bank Interest 10.00 5.25 Dinners Surplus 200.00 89.00 Membership Dues 3,800.00 Total Income 4,010.00 3,894.25 Less Expenditure Audit Fees 620.00 630.00 Badges 25.00 - Bank Charges 35.00 26.40 Gifts, Flowers, Presentations 50.00 Dues Zonta International 2,160.00 Dues District 22 700.00 Registration Fees 48.00 49.95 Secretarial and Stationery 12.00 Sundries 100.00 Total Expenditure 3,938.00 3,628.35 Excess of Income over Expenditure 72.00 265.90 Fund Balance 1.4.16 1,520.00 Fund Balance 16.8.16 1,785.90 Commonwealth Bank Cheque Account Balance 16.8.16 Payments to be ratified Post Office Hotel - July Dinner Meeting 420.00 General Fund Notes July Dinner Meeting Surplus 32.00

Sample Statement of Income and Expenditure for Service Fund for the Year to Date compared to Budget - These statements show the progress in results and funds compared to budgets. Zonta Club of XXXXX Inc Treasurer's Report to General Meeting 22.8.16 Statement of Income and Expenditure 1 April 2016 to 16 August 2016 Service Fund Budget 2016-7 Actual Income   IWD Function Net Proceeds 1,700.00 Sausage Sizzles Net Proceeds 1,300.00 1,475.00 Show Stall 3,000.00 Theatre Night Net Proceeds 850.00 High Tea Net Proceeds 2,000.00 Total Income 8,850.00 2,325.00 Less Expenditure Donation XXXXX Women's Shelter from PY Funds 5,000.00 Donation Zonta International Foundation from PY funds Zonta International Foundation 1/3 YTD Fund Raising 775.00 Awards YWPA 500.00 Birthing Kits 1,000.00 Project Breast Cushions 200.00 150.00 Local Projects - Shortfall YTD -150.00 Total Expenditure 8,150.00 Excess of Income over Expenditure - 5,825.00 Funds Balances 1.4.16 9,000.00 Funds Balances 16.8.16 3,175.00 Commonwealth Bank Cheque Account Balance 16.8.16 These statements show the progress in results and funds compared to budgets. Tools for informed decision making on spending proposals. Motion - That the Treasurer's Report be received and Payments as listed be ratified .

Annual Financial Statements The annual report, compiled by the Treasurer, should include - Statement of Income and Expenditure for General Fund Statement of Income and Expenditure for Service Fund Balance Sheet If the club relies on the Auditor to compile the statements provide a sample. ZONTA CLUB OF XXXXXX INC ABN 11 111 111 111 STATEMENT OF INCOME AND EXPENDITURE FOR THE YEAR ENDED 31 MARCH 2016 This Year Last Year GENERAL FUND   Income Dinner Meeting Fees 6,500.00 6,000.00 Members Dues 4,750.00 4,390.00 Interest Received 15.00 12.00 Total Income 11,265.00 10,402.00 Expenditure Audit Fee 580.00 550.00 Badges 37.00 30.00 Bank Charges Dinner Meetings 5,800.00 Dues - District 875.00 805.00 Dues - International 2,700.00 2,484.00 Gifts Flowers and Presewntations 230.00 200.00 P O Box Rental 121.00 110.00 Registration Fees 48.00 46.00 Stationery 14.00 10.00 Sundry 95.00 50.00 Total Expenditure 10,730.00 10,115.00 Excess of Income over Expenditure $ 535.00 $ 287.00

ZONTA CLUB OF XXXXXX INC ABN 11 111 111 111 STATEMENT OF INCOME AND EXPENDITURE FOR THE YEAR ENDED 31 MARCH 2016 This Year Last Year   SERVICE FUND INCOME Fund Raising Net Proceeds High Tea 1,000.00 800.00 International Women's Day Breakfast 1,500.00 1,450.00 Sausage Sizzle 2,200.00 2,000.00 Show Stall 3,000.00 2,800.00 Theatre Night 650.00 600.00 Total Income 8,350.00 7,650.00 EXPENDITURE Awards YWPA 500.00 Donations - Women's Crisis Centre 2,300.00 Share the Dignity 3,400.00 Zonta International Foundation 2,550.00 Projects - Birthing Kits Breast Cancer Cushions 200.00 Total Expenditure 6,000.00 Excess of Income over Expenditure $ 700.00 $ 1,650.00

ZONTA CLUB OF XXXXXX INC BALANCE SHEET AS AT 31 MARCH 2016 ABN 11 111 111 111 BALANCE SHEET AS AT 31 MARCH 2016 This Year Last Year   CURRENT ASSETS Commonwealth Bank - General Fund 1,535.00 1,360.00 Service Fund 8,350.00 7,650.00 Total at Bank 9,885.00 9,010.00 TOTAL ASSETS $ 9,885.00 $ 9,010.00 CURRENT LIABILITIES Members Dues in Advance - 360.00 NON-CURRENT LIABILITIES Mortgages, Charges & Securities TOTAL LIABILITIES $ - $ 360.00 NET ASSETS $ 8,650.00 ACCUMULATED FUNDS General Fund - Balance at beginning of year 1,000.00 713.00 Excess of Income over Expenditure for the year 535.00 287.00 Balance at end of year Service Fund - 6,000.00 700.00 1,650.00 TOTAL ACCUMULATED FUNDS