In The Deep End

It happens all the time, especially in smaller organisations.

The silence is deafening.  Everyone suddenly looks at the floor as though their shoes were the most fascinating things on earth.

Someone ends up volunteering for the role of treasurer simply because no one else will do it.

Great.  The position is filled but soon you realise that the new treasurer has no idea what they are doing.  Even the calculator is a foreign object to your volunteer.

So what do you do?

Don’t panic.  Admin Bandit is your solution.  When it comes to saving committees and their treasurers, you can’t go past the clever online system.



Click to find out more about Admin Bandit.

Not for Profit Conference 2013

I recently mentioned in an Admin Bandit blog post, details of the Third Sector Expo that takes place in Melbourne between 15 – 16 April.  Another event that you should consider attending is the Not for Profit Conference that is being run by CPA Australia.  This 2 day event will take place middle to late March in Sydney, Melbourne, Perth and Queensland.  Follow the link for more details including the cost, dates and location for each state.

The main focus of this conference relates to the changes that are taking place in the not for profit sector.  Representatives from the Australian Charities and Not for Profit Commission will provide valuable insights, advice and information that will help you adapt to many of the upcoming changes.  Whether you are a small community based organisation or an overseas international aid charity you need to be aware of these changes and how they impact on your organisation.

This conference will also have many workshops and speakers covering a range of topics including governance, raising funds when governments are reducing grants, financial reporting, FBT and salary packaging.  In addition, on the second day of the conference there is a workshop specifically focussed on the duties and legal responsibilities of officers and directors in the not for profit sector.

Follow the link to the Not for Profit Conference for more details and consider attending this worthwhile event.  For a volunteer treasurer or a committee of management member, this conference will not only provide a range of valuable resources and information but the opportunity to meet others in the not for profit sector so you can build your network. 

How Your Blog Can Support Your Fundraising Efforts

Board meetings can be long and dull, particularly if you are focussing on some of the tough financial issues every not for profit organisation has to deal with.  The problem is that these kinds of tasks suck your energy and stifle your creativity.

It’s difficult to find a way to inspire people to support your charity when all you can think of are numbers.

That’s where your blog can be very useful.  The organisation’s blog is the perfect vehicle for spreading the message about what you do and why you do it.  As volunteer treasurer you should be involved in creating posts which show what happens to the money that people donate.

Take a look at the Starlight Foundation blog as an example.

What’s good about it?

·         It’s filled with photos which tell a story about the people they are helping.

·         It takes readers right into the lives of the children who need the help.

·         It shows their corporate successes and acknowledges their big benefactors.

·         It shows the volunteers actively helping people.

·         It introduces members of the team.

·         It is filled with personality and touches of humour.

Can you imagine how influential that blog could be for someone looking for a charity to support?  It touches every emotion you can think of plus it builds faith in the commitment of its workers.

As a volunteer treasurer you know where the money is being spent and why.  You know when your not for profit is going to need extra funding and you will know when to celebrate success and share it with your followers.  This can be used to help you plan the kind of posts you need to share and their timing.

The volunteer treasurer role isn’t just about counting and managing the money that comes in; it also involves inspiring people to donate.

If you don’t have a blog which tells the story of the work your not for profit organisation does, why not suggest starting one?

Happy Holidays

Happy holidays!  You can take a break from the books for a little while.  I hope your year has been very successful.  2013 will bring with it all sorts of new challenges and opportunities. I hope you are ready for them.

We wish you a very merry Christmas and a happy New Year.  See you again after the break.
 

Handing Over To A New Treasurer

Taking over the role of a treasurer can at first appear a bit daunting and with many challenges but it is not as difficult as what you may think it is.  An important part of taking over the treasurer’s role is to make sure there is a proper handover as this allows you to start off in a positive way.  Arrange to meet with the previous treasurer to get an overview of the finances of the organisation as well as to discuss any other issues.  

At this meeting you should also:

• Get copies of the most recent financial reports that should include the financial statements, annual budgets as well as other supporting documents such as reconciliations and the previous audit report.
• Obtain copies of recent Finance Sub Committee minutes of meetings as well as the documents that are usually prepared and presented by the treasurer at these meetings.
• If you are already a board member you should have a policy and procedure manual that includes the Terms of Reference for the Finance Sub Committee but if you are new to the board then ensure you obtain copies of these documents.  
• If the organisation has accounting software such as Admin Bandit then arrange to receive training or support to use the software.  Also make sure you have your own password and for control and security purposes deleted any previous users.   
• Ideally the organisation will have a detailed financial management and procedures manual that outlines exactly what you need to do as the treasurer.  If so, then take the time to review it but if one doesn’t exist then once you are settled into the role you should prepare this manual.
• The previous treasurer should also hand over the cheque book, receipts book, purchase order books, bank statement, petty cash system and any other relevant information.  
• Make sure you receive any current outstanding accounts that need to be paid as well as details of any contracts such as maintenance agreements, cleaning contracts or any other contractual arrangements.
• Make sure you receive details that relates to income that you may expect to receive.  For example, this may relate to grants, subscription fees or enrolment fees.  
• If your organisation receives grants then make sure you receive the grant documentation so you know when funds will arrive, when acquittals need to be completed and when grant applications need to be made.
• Update the bank account records so you are registered as a signatory.  Also ensure that any old signatories who are no longer authorised are removed from the bank account records. 

Hopefully, once the handover occurs you should be well positioned to take you first steps as a treasurer.  If the previous treasurer is leaving the board then check whether they are willing to assist you if needed and if they are not available then other board members can assist. 

Once you are in the role of treasurer you will find it enjoyable and fulfilling and that you are genuinely making a difference.  

            

Volunteering Is Good For You – International Volunteer Day

Wednesday 5^th December is International Volunteer Day.  The idea is to celebrate and acknowledge the work of your volunteers because most not for profit organisations would not survive without their support.

With our busy schedules and lifestyles the thought of volunteering for a not for profit, charity or community based organisation may not appear to be such a great idea.  It can be tough to encourage people to take on a voluntary role, so in addition to showing that you appreciate your volunteers, why not show others that volunteering has a very positive side to it?

With that in mind I thought it was worth revisiting a Facebook post in October that discussed how volunteering can be good for you.  In the article titled "Confirmed – Volunteering Is Good for You" on the Pro Bono Australia website, it discussed how a US study has confirmed that volunteering"... not only helps others but helps volunteers to lead to a happier and healthier life". 

The article also stated a number of points that related to giving and health benefits that included:

 

·        Giving and even just thinking about giving in a spirit of generosity are linked to health and well-being.

·         People who think too much about themselves and their own desires – or their own troubles – are not very happy.

·         Helping is also a form of self-help when the giver has experienced the same problems as those receiving.

·         Volunteerism has positive impacts on happiness, mood, self-esteem, physical and mental health.

·         Giving can be a lifelong benefit for those who start young.

·         Altruism is associated with a substantial reduction in mortality rates and is linked to longevity.

 

In addition to the above benefits, volunteering allows you to meet new people who you may not otherwise have come into contact with as well as develop new skills that you may not have the opportunity to utilise in your day job.  For example, as a volunteer treasurer you may be the Chair of the Finance Sub Committee, develop financial planning strategies as well as develop a risk management framework and oversee the annual audit and financial reports.  Furthermore, if you are trying to gain experience in a particular organisation that is hard to get into then volunteering can help you decide if that is an organisation you would like to work for.   

As can be seen, volunteering is good for you so try and consider helping out an organisation as your personal gain will be significant as well as the benefits to your health.

Are Your Public Speaking Skills Up To Scratch?

It is inevitable that at some stage you will be asked to present your treasurer’s report to the committee or at the Annual General Meeting. How would you cope?

Speaking in public is not easy to do, especially when you know that your message is not what people want to hear. Just in case you need a little help, here are the three top tips from ToastmastersToastmasters.

1. Know your message. Be clear on what you want to say. If you are very nervous, memorise your first few lines. That gives your brain time to kick start and catch up with your mouth!

2. Know your audience. Understand who you are speaking to and choose your terminology to suit. Not everyone will understand financial terms, nor will a formal audience be expecting jokes.

3. Practice! There is nothing better for calming your nerves than to have practiced your speech so often that you know it by heart. Learn where in your speech to pause for breath and to gather your thoughts. Practice and practice again.

Public speaking is a skill so the more you do it, the better you will get.

Besides, if this is the standard of treasurer’s speeches, you’ve got nothing to worry about.