March 9, 2013 Presented by: Helen Maxwell District Treasurer District Treasurer District Rotary Foundation Stewardship Committee Chair

A discussion of the role and the responsibilities

 Manage Club funds  Collect and submit dues and fees  Report on the state of your Club’s finances  Develop a budget  Reports and Filings  Work with The Rotary Foundation  Prepare your successor

Ensure that all collected funds and expenses are accurately documented. Provide members with receipts for their dues and donations Record any transactions, including club purchases, in a ledger An electronic accounting program such as Quicken or QuickBooks will automate many of the tasks Consult your club’s outgoing Treasurer to find out which software was used, if any.

Rotarians are required to pay dues to their club, district and RI Club dues vary by club Track member payments and send reminders to members that have not paid District dues – 2014 $945 - $985 per club plus $49.42 per member RI dues: $71.93 per member

Issue monthly reports to your club’s board Report income and expense and status of fundraising events Detailed annual report to club members Your club’s financial activity should be reviewed annually by a qualified accountant or club finance committee In some cases, treasurers may be responsible for filing tax returns for the club

Review club’s financial history to determine sources of income and areas of expense Meet with the President-elect and other board members to discuss their plans for the year The income and expenses included in the budget should be broken into two categories: Club operations Charitable funds Discuss establishing a reserve fund for unexpected expenses

Income Tax Returns – IRS Form 990 Due November 15 for year ending June 30 Secretary of State filing - $20 – every 2 years State Attorney General filing – $ 0 to $ 75 – annually Due November 15 for year ending June 30

The Rotary Foundation is the charitable arm of Rotary International Supported solely by voluntary contributions from Rotarians and friends of the Foundation As Treasurer you will likely work with the Foundation Chair of your club and submit donations to The Rotary Foundation All donations to The Rotary Foundation should be accompanied by TRF Contribution Form (123) or the Multiple Donor Form (094)

From: Rotary.org Form 123

From: Rotary.org Form 094

2013 – 2014 is the first year of the NEW grant program of The Rotary Foundation Our District will be able to request up to 50% of our District donations to the Annual Programs Fund three years prior Clubs will be able to receive up to $5,000 in matching funds from the District for community and international projects – previously District Simplified Grants were limited to $1,500 per club If your club receives a grant, they are responsible for ensuring good stewardship of the funds and following ALL reporting requirements The Treasurer will have the responsibility of working with other board members to furnish receipts AND copies of cancelled checks to support monies spent on District Grants

Responsible for bank accounts, deposits and withdrawals Exercise good stewardship of Club and Rotary Foundation monies Member billing and dues collection Develop a budget with other Club officers Report on the state of your Club finances File necessary reports with State and Federal government Work with the Rotary Foundation Prepare your successor

QUESTIONS? DISCUSSION