Greater Victoria Area

Treasurer Workshop15 and 16 November 2014

GVA Treasurer Workshop

• What we will cover:– Budgets– Ledgers– Reports to Cascadia– Gaming (Direct Access) Applications

BUDGETS

Group Budget Income should include:•Membership Fees•Fundraising•Activity Fees•Grants (if applicable)•Gaming (if applicable)•Interest

BUDGETS

Group Budget Expenses should include:•Membership Fees•Fundraising fees (ie: Popcorn Expenses)•Program Activities – by Section•Group Administration•Group Activities and Events•Training•Equipment Purchased

GAMING REVENUE

Ensure that you record Gaming Grants and Gaming interest distinctly separate from your normal operating incomes.

DAILY LEDGER

•Entries of revenue and expenses should be recorded into the Daily Ledger as they occur.•The should be categorized in accordance with the categories in your budget.•Ensure that Gaming entries are shown separately from normal operating expenses

REPORTS TO CASCADIA

Find the forms for Financial Reports on the BC/Y website at www.pac.scouts.ca/ca/administration •In the top menu, go to “Resources” and click on the drop-down “Finances – Information and Forms”•Open the “Group Financial Review Report” and fill in the 4 worksheets: Revenue, Expenses, Gaming & Balance Sheet• New this year, your report must include a copy of your September Bank Statement.•This report MUST be submitted to the BC/Y Service Centre by November 30th.

Gaming (Direct Access) Application

Pre-application Checklist

GAMING APPLICATION

•Gaming Application Forms:•Pre-Application Checklist•Gaming Application•Gaming Summary

GAMING FUNDS

Gaming Income:•Ask for $100.00 per member•Application deadline is November 30th

•Final notification will be by February 28th

•If approved, money will be deposited into the Group’s “Gaming” account (ie: Scouts Canada, 1st Rubber Boot Gaming Account)•Gaming grants MUST be spent within 1 year of being awarded.

GAMING FUNDS

Spending your Gaming Grant:•Gaming grants MUST only be spent using cheques from the Group’s Gaming Account•Gaming funding MUST be spent in BC•Eligible Expenses:•Annual facility rentals

•(ie: West Shore Parks & Recreation)•Any BC Scouts Canada Camp Fees

•(ie: Camp Barnard)•Area or Council Events

•(ie: Scout Fall Camp, Wolf Howl, Beaveree ...)

GAMING FUNDS

Spending your Gaming Grant (cont.):•Training (ie: First Aid, Food Safe)

•NOTE: Wood Badge Training is not a Gaming-eligible expense because Cascadia Council already receives Gaming grants to provide this training

•Section Programs: Check with program providers to ensure that they will accept cheques.

•(ie: Mt. Washington Alpine Resort & Birds of Prey will accept cheques as payment)

•Event Travel Expenses (BC ONLY) •(ie: Smith Transportation, Wilsons)•NOTE: Individual expenses are not eligible, Gaming Cheques MUST be made payable to organisations or companies, not to individuals.

GAMING FUNDS

Spending your Gaming Grant (cont.):•Equipment

•MEC, Valhalla Pure, Capitol Iron will accept cheques•Pacific Jamboree Registration

As long as the event/activity is in BC, it can be paid for with funding from the BC Gaming Commission.

NOTE: Canadian Jamboree or Jamborees in other provinces/countries cannot be paid for with Gaming funds.

QUESTIONS