ROTARY Be the Inspiration IN Our Year LONDON The Rotary Theme - PDF document

2018-2019 ROTARY Be the Inspiration IN Our Year LONDON The Rotary Theme The Goals for 18-19 District 1130 The “5p” Challenge The GDPR Club Treasurers’ Assembly Club Treasurers – The Controller! 'A Mixed Ability Assembly' There are Handouts Play 4 Specially edited short videos Objective – raising the bar Please Chip In Barry Rassin Amanda Wendt Jennifer Jones www.rotaryinlondon.org 2 2018-2019 Learning Be the Inspiration Objectives  Parts of the Job Welcome  Decisions you have to make  Recording – how to do it Introducing the District Team here  Reporting Introducing Rotarian Barry Rassin  What no one will tell you (RI President 18-19)

The Main The Budget Tasks Equation  Planning for the future  Recording what happens Last Year  Reporting to the Club  Retaining the Records (Fixed Costs + (Variable Cost x No of Rotarians)) / Number of Rotarians = Dues  Reconciliation  Stewardship Forecast The Main Recording Non-tasks what happens  When money comes in  Having to make right decisions  Date  Description  Forecasting results of club events  Amount  Analysis  Raising funds from members  When decisions are made  VAT  Date  Decision  Insurance Premiums  Vote  When money goes out  Dealing with your Venue for the Meals  Date  Description  Amount  Analysis  Document Reference Planning for Recording the Future What Happens  Create your own documents  Getting details of next year’s costs  When money comes in  Planning a budget for next year  When you request payment  Putting the budget to the clubs (AGM or Assy)  When you make a payment  Maintaining the Club Mandates  When you receive cash – e.g. fines, pots etc.  Reading the Insurance Manual

Reporting to the Club Your Planned Year  Club Council  Week by Week  Money Received  Tasks  Money Spent  Actions  Budget to actual, Year To Date if you can  Balances at the Bank and On-Hand  Club Business Meeting  Main Actions since last report  Balances  General issues  Club SGM  Last year’s accounts Retaining Decisions the Records for the Treasurer  BANK MANDATES  KEEPING:  WHICH BANK TO USE  Receipts  ON-LINE BANKING  HOW MANY ACCOUNTS?  Invoices  HOW MANY SIGNATORIES  Vouchers  SOFTWARE/SPREADSHEETS/PAPER  Cheque Books  WHO WILL EXAMINE ACCOUNTS  VAT  Paying in Books  GIFT AID  Bank Statements  CHARITY REGISTRATION  Control Documents you generate Good GIFT AID Stewardship  What is stewardship? • Arrangements for What Can be Claimed  Keeping funds separate • Arrangements for Making Claims  Not mixing Club and Charity  Making sure money is spent correctly • Declarations  Making sure bills are paid  Keeping details whenever you can  Getting your worked checked  Reporting that the accounts were checked

GIFT AID – What you can claim GIFT AID – Declarations • Must have declarations from donors • 2 Schemes • Can use your own designed form • Gift Aid • Gift Aid Small Donations Scheme • Oral, written or electronic declarations accepted • Must contain certain details • You can use HMRC model forms – Declarations GIFT AID – Small Donations • Must have declarations from donors • Can use your own designed form • Provides top-ups on Small Cash Donations <£20 • Oral, written or electronic declarations accepted • Applies to Rotary Clubs and Bucket Collections • Must contain certain details • You can use HMRC model forms Example GIFT AID – Claiming • Using On-line Form (less than 1,000) • Through own database (more than 1,000) • Paper Form ChR1 – which replaced R68 • ChR1 Form must be used – even on-line

GIFT AID – Example INSURANCE – Limits to cover  Employer's Liability £10,000,000  Public Liability £20,000,000  Products Liability £20,000,000  These are totals for any one claim GIFT AID – Example INSURANCE – Proof and Policy  Proof of Insurance  RIBI Website  Members Area  Club & District Support  Compliance  Insurance  It's Bartlett – not Sutton Winson! INSURANCE INSURANCE – Proof and Policy Much changed on 1st March 2016!  Tim Richardson  tinaandtim@richardsonmail.eu RIBI HAS AN EXCELLENT GUIDE  Your first port of call  Lots covered – some not  See the booklet  Visit the web page at  http://www.rotarygbi.org/members/club-district- support/compliance/insurance/

ANY QUESTIONS?  Questions and hopefully answers Thanks for Coming  Do you want to go home now?