1. Club Operations and Financial Management
2017 Area 4 Club Officers’ Training
Club Operations and
Financial Management
Author : Jill Lucht, District Treasurer

2. Registrations, Authorizations and Signatories Updates
Office of Fair Trading Annual return to be lodged online within 1 month of the AGM Includes notification of Office Bearers Financial Statements and Audit Report to be attached Form 10a to be lodged for any subsequent changes   Australian Business Register 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 and Online Banking Change Signatories – President and Treasurer Obtain new logins for online banking, set new passwords and cancel previous access. Do not pass on tokens, user names, passwords, etc.   ZI Club Officer Information Form lodge online or paper form by 31 May each year and at subsequent changes activates Club's Membership Access to incoming President's and Treasurer's personal logins
Bank – should check OFT Registers agree with signatories on bank forms – President, Treasurer for online banking, Secretary as 3rd option for cheques
D22 club directories compiled by Area Directors

3. Decision making process
Club Address
PO Box provides a permanent address for registrations etc avoiding the necessity to update with each change in club officers. Think of it as an office address.
Decision making process
Proposals, ideas, suggestions - referred to the relevant Committee
to consider, investigate, cost, and report to the Board
Board to consider the Committee Report
and make their recommendation to the General Meeting
General Meeting considers the Committee’s report and Board recommendation
and makes the decision.
Meeting RSVP and Collections
Options – apologies
SMS invite requiring Y or N response
Facebook Invites
apologies option leads to some problems collecting after apology not sent.
SMS option requires action and is then less likely to result in non payment
Letterheads – samples in ZI branding guidelines
Receipt Forms – Club Name and ABN

4. Dropbox Club email address Not for Profit status
Online storage of documents and records – rather than on personal computers or USB
Ease and timely of access, Know where to locate,
One version of a document – the one in dropbox
Prior years’ records readily accessible and able to be used to plan.
Don’t need to be reinventing the wheel!
Administrator with attention to detail to manage folders and oversee/educate users
File Names to be consistent, descriptive and meaningful
Club address
Provides a permanent contact point for all purposes
Business like, Visibility.
Easy in changeover
Use as the correspondence listing
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
Should 3rd Party request, explain and provide extract from Rules if necessary.

5. Insurance and Notifiable Events
Public Liability and Voluntary Workers' Insurance cover for all clubs is arranged and paid by the District.
Certificates of Currency, Policies and Schedules
current to 1 July 2018
available on the District website.
Certain Events are Notifiable to the Insurer, eg -
More than 150 people will be attending or
The Club is in control of the serving alcohol
Insurance Notification of Events Form, with instructions, is available on the District website.

6. ZI Membership Records and Dues Payments
Club’s Membership Record –
Accessible to the Club President and Treasurer using their personal logins
Details may be updated, members added, deleted or transferred online
Paper forms are not required.
Refer to the Website – Membership Tools
Online Dues Payment System Instructions
An Updated Invoice is able to be printed.
Payment Options –
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%
Mastercard or Visa Card International transaction Fees approx 3%
Commbiz online International Money Transfer fee $13.60
plus Bank of America fee charged back $37 makes total of $50.60
Conclusion: if paying less than $1,800 payment by credit card would be the cheaper option.
Membership Committee needs to pass the information on to the Treasurer for actioning.
Dues currently ZI 80 USD, D days grace to renew. Joining/reinstatement fee 15 USD.
Credit Cards should not be available on Club accounts due two signatures/Authorizations being required on each payment.
Use personal credit card, copy statement/account lines and reimburse.

7. ZI Dues Young Professionals - under 30 years of age
ZI Dues reduced to USD40 ie currently approx AUD52. as a trial
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.
District 22 Dues
 Invoice/Remittance Advice is ed annually to the Club Treasurer and is available on the District 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 the completed Invoice/Remittance advice to be ed to the District Treasurer.
ZI and District 22 Half Year Dues
 apply from 1 December to 31 May
Young Professionals Membership – some are quite willing to pay the full club dues so the saving is to the Club. So the take up at ZI level is not a true indicator of the effectivenes of the initiative.
New Members towards end of year, keep as guests until Club’s EOFY, bill club dues, add as ZI members end of May.

8. Club Dues by Instalments
Instalments should be - Payments in Advance for the following year Paid in full before the end of the financial year. Regular set amounts and fixed due dates Manageable to the Treasurer Recorded separately to current year dues (column in cash book) Not included in current year income Reported in the Balance Sheet as Dues in Advance

9. 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.
Terms on most invoices are 7 or 14 days.
No problem or risk in paying recurring payments and items previously authorised prior to the meeting and being ratified.

10. Record Keeping Systems
Clubs should choose an option that will –
Satisfy compliance requirements
Enable Fund Accounting
Facilitate the compilation of the required reports
Have access to the historical data
Provide ease in succession from one treasurer to the next.
The System is required to -
Tell the story and be the history and look up tool
Record transactions by Fund
Have data to produce separate reports for each Fund,
General and Service.
Suggestions -
Excel (samples following)
MYOB using jobs
Reckon using classes
Cash Book hand written
Accessibility by successive treasurers is essential
Ease of Use is pivotal to finding a willing treasurer
Installed software use has unwanted problems –
Out of date
Software version and Operating System aren’t compatible and/or updates required
Lack of knowledge and skills to use the software.
Online programs are more transportable, likely to be compatible, upgrades not required – but need fund accounting
Accounting for 2 funds in one file would be the usual business practice – use fund accounting

11. ZONTA CLUB OF XXXXXX INC 2016-7 General Fund Receipts
(Bank and Account Number)
Receipts
Date
Details
Ref
Banking
Sundries
Dues 17-18
Interest
Meeting Fees
total check
2016
April 10
Mary Smith
101
190.00
Tara Jones
102
Beth Black
103
Kristen Harvey
104
Brooke Summer
105
Mary Gaston
106
Lisa Brown
107
Heather White
108
Emily Carter
109 17
Katharine Bennett
110
Deanne Page
111
Kelly Gibson
112
Kate Smith
113
Karen Reynolds
114
Sharon Morton
115
Sandra Jones
116
Pat Connors
117 24
Marie Airton
118
Margaret Lawson
119
Robyn Horton
120 28
Members Dinner Meeting
121
600.00
May 26
122
540.00
June 23
123
570.00 30
Bank Interest
5.25
July
124
6,055.25 -
3,800.00
2,250.00
Cash Book Summary
Reconciliation Statement
Cr Balance
1,520.00
Cr Balance as per Bank
1,785.90
7,575.25
Payments
5,789.35
Cr Balance
Cr Balance as per Cash Book

12. Gifts, Flowers, Presentns
ZONTA CLUB OF XXXXXX INC
General Fund
(Bank and Account Number)
Payments
Date
Details
Ref
Total
Sundries
Bank Charges
Dues D22
Dues ZI
Gifts, Flowers, Presentns
Meeting Expenses
Stationery
total check
2016
April 30
Post Office Hotel April Dinner
101
580.00
May 31
Post Office Hotel May Dinner
102
500.00
Miller and Assoc. Audit Fee
103
630.00
Interflora Florist Flowers Ill member
104
50.00
June 1
Zonta International District 22 Ltd
105
700.00
Zonta International
106
2,160.00
Office of Fair Trading Annual Regn
107
49.95
Officeworks Stationery
108
12.00
Post Office Hotel June Dinner
109
540.00
July 15
Bank Charges IMT
26.40
Post Office Hotel July Dinner
110
541.00
5,789.35
679.95
2,161.00

13. ZONTA CLUB OF XXXXXX INC 2016-7 Service Fund Receipts
(Bank and Account Number)
Receipts
Date
Details
Ref
Banking
Sundries
Donations
Fund Raising
total check
Birth Kits
Bunnings
Theatre Night
2016
Apr 16
Theatre Night Ticket Sales
101
1,650.00
May 15
Bunnings Sausage Sizzle
102
2,275.00
3,925.00 -
Cash Book Summary
Reconciliation Statement
Cr Balance
9,000.00
Cr Balance as per Bank
3,175.00
12,925.00
Payments
9,750.00
Cr Balance
Cr Balance as per Cash Book

14. ZONTA CLUB OF XXXXXX INC 2016-7 Service Fund Payments
(Bank and Account Number)
Payments
Date
Details
Ref
Total
Sundries
Donations
Fund Raising
Projects
Bunnings
Theatre Night
Birthing Kits
Breast Cushions
check sum
2016
April 15
XXXXXX Theatre
101
800.00
May
Coles
102 25
XXXXXX Women's Shelter
103
5,000.00
Zonta International Foundation
104
3,000.00 31
ZC of Brisbane East Stuffing
105
150.00
9,750.00 -
8,000.00

15. Budgets Budgets - General Fund
The club manual recommends two budgets be prepared, one for each fund.
 Budgets - General Fund
General Fund Budget (sample following) with a recommendation re Dues -
should be considered firstly by the Board
presented to the General Meeting
in the month prior to the EOFY.
The motion is then put setting Dues for the next financial year
and half year dues , if applicable, from (date)?
HY Dues policy? suggest same as ZI and D22 ie 1 December

16. ZONTA CLUB OF XXXXXX INC. BUDGET FOR THE YEAR ENDING 31 MARCH 2018
Actual
Budget
GENERAL FUND YE to
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 Recommendation
Club Budgetted per Capita as above
District 22 Dues
Zonta International Dues USD80
108
Total
184
Recommended that Dues be
190
Actuals included as forecasting tool.
Current Year is YTD as prepared before YE

17. BUDGET FOR THE YEAR ENDING 31 MARCH 2018
Budget – 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 to
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

18. 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.
Zonta Club of XXXXX Inc
Treasurer's Report to General Meeting
Statement of Receipts and Payments to
General Fund
Balance at Commonwealth Bank
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
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.

19. Sample Statement of Income and Expenditure and Report for General Fund for the Year to Date with Budget for comparison -
Zonta Club of XXXXX Inc
Treasurer's Report to General Meeting
Statement of Income and Expenditure 1 April 2016 to 16 August 2016
General Fund
Budget
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
1,520.00
Fund Balance
1,785.90
Commonwealth Bank Cheque Account Balance
Payments to be ratified
Post Office Hotel - July Dinner Meeting
420.00
General Fund Notes
July Dinner Meeting Surplus
32.00

20. Sample Statement of Income and Expenditure for Service Fund for the Year to Date with Budget for comparison -
Zonta Club of XXXXX Inc
Treasurer's Report to General Meeting
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
Total Expenditure
8,150.00
Excess of Income over Expenditure
,825.00
Funds Balances
9,000.00
Funds Balances
3,175.00
Commonwealth Bank Cheque Account Balance
These statements show the progress in results and funds compared to budgets.
Tool for informed decision making on spending proposals.
Motion - That the Treasurer's Report be received and Payments as listed be ratified .

21. Annual Financial Statements
The annual report, compiled by the Treasurer, should include -
Statement of Income and Expenditure for each Fund
Balance Sheet
If the club relies on the Auditor to compile the statements provide a sample.
ZONTA CLUB OF XXXXXX INC
ABN
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 $ $
To Auditor – “Use Fund Accounting”

22. 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 $
$ 1,650.00

23. ZONTA CLUB OF XXXXXX INC BALANCE SHEET AS AT 31 MARCH 2016
ABN
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 $ $
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
Note details of balances of each fund in accumulated funds.

24. Audit
The Club Rules (Constitution) will probably state the financial records are to be audited each year.
Zonta International Club Manual requires the Treasurer to arrange an Audit, Examination or Review
The Associations Incorporation Act sets out the requirements for audits or verification, depending on the value of assets and revenue.
Resources
Zi Club Manual
ZI Policies and Guidelines
ZI Tools