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

Montana 4-H Center for Youth Development

2005

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• 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

• Carnival• Recycling Drive• Box Supper• Car Wash• Candy Sale• Window Washing• Calendar Sales• Paint Mailboxes

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)

• 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

• 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

• Know what types of bank accounts your club has.

• Visit the bank to learn about their services and expectations.

• Refer to page 5 in 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.)

Audits• Who: The President appoints an audit

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

• The approved budget• The check book• Yourself and the leader

who is authorized to sign checks should be at the meetings.

• Envelopes and stamps

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• 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!!

• 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

• Required of all 4-H Clubs, Councils, Committees, and groups.

• Creates an open, public record• Fulfills the audit 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.

Your Guide to Success as a 4-H club Treasurer

Have fun and learn as much as you can!