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This policy covers all activities held or run by any financial member, coach or swimmer in the name of Hamilton Swimming Club. The Activity involves Hamilton Swimming Club members and the collection and disbursing of money in the name of the Club. The use of the word "activity" covers such things as additional training, swim meets either in New Zealand or overseas, social functions, swim camps etc.
The co-ordinator of the club activity should in the first instance prepare a statement for presentation to the Club Executive Committee for approval.
This presentation must be in writing and should cover the following areas:
Purpose of the event
Goals and objectives
Number of people involved and names
Total cost
Cost per person
Funding
sponsorship
club
fundraising
club subsidies
Name of Manager (or co-ordinator)
Timing of funding - set target dates for receipt of money.
How funds are to be disposed
if there is a surplus
if the event doesn't go ahead
if a participate pulls out after the cut off date
Club Executive Committee approval is either granted or declined.
Only if approval is received from the committee then fundraising and payment of parent (swimmer) contributions can be collected.
All income must be handed to the treasurer and banked within the Club's accounts.
All expenditure must be drawn down from the club accounts by the treasurer.
Any cash withdrawn for the activity must be accounted for in the same way i.e all GST receipts etc must be kept and the money accounted for by the person responsible. If the appropriate receipts or invoices are not kept, then the group is responsible to reimburse the club for unaccounted expenditure.
At the completion of the club activity, the Manager is responsible to present a written report on the activity and to provide a financial report to the next monthly meeting of the Club Executive.