• At the Member meeting
  • In general Business move that the Treasurers report as published in the newsletter be noted
  • Pay expenses keeping track on computer or account book.
    • Petty Cash
      • Pay by this method if preferred by recipient.
    • Cheques
      • Guest speaker is $50, usually by cheque.
    • Bank Transfer
      • Try to pay by this method where possible.
  • Accept money from Event Organisers and Membership Officer
    • Keep track of money collected by Event Coordinators
    • Accept receipts for reimbursement by EFT.
  • Banking
    • Refresh Petty Cash out of collections, if needed
    • For Petty Cash, work out if any notes that need to be changed for smaller notes and/or coins
    • Write up the deposit book & make deposit at Bendigo Bank in Coxs Road
  • Use Petty Cash, Petty Cash & Banking and monies received worksheets to assist in this task (Appendix 10)
  • Prepare banking, I am told, but could not confirm, in order to be covered by Probus insurance, deposit should be made within 24 hours of the meeting close
• After Member Meeting
  • Pay any expenses required by bank transfer
  • Transfer details of all transactions to spread sheet or account book.
    • Events
    • Membership fees
    • Expenses allocated as per the chart of accounts (appendix 1)
    • Balance Petty cash
  • Other Payments
    • Event organisers will make contact when payment is required for their events.
    • RydeX for room rental $100 per month is standard.
    • Other payments from time to time
• Preparation for MC Meeting
  • Enter any direct deposits onto the spreadsheet or accounts book.
  • Reconcile to the end of month bank statement.
  • Prepare a report for the Management Committee showing.
    • Bank Balance
    • Cash balance
    • Petty cash Balance
    • Money being held on behalf of members for events.
  • Prepare a year to date (end of month) Income and Expenses
    • Income is usually only Membership fees. (appendix 4)
      • Sometimes donations or Council Grant
  • Prepare Treasures report for Newsletter which shows.
    • Account balances
    • Balance being held for any upcoming events.
    • Total expenses year to date
    • Total income year to date
• Annually
  • Probus Return
    • Sometime during April or May complete the return to pay the Probus Capitation fee based on number of members Form Attached. This form requires more information, which is for others to complete (appendix 5)
  • Dept of Fair Trading
    • Within six weeks of the AGM, complete the return Appendix 6)
  • AGM
    • Prepare Annual Report \: Income & Expense Statement, Plus Account Balances (appendix 7)
      • Organise for audit!
      • Publish in the Newsletter
• Other
  • Keep track of any expenditure against Community Grants
  • From time to time advise Event Organisers details of direct deposits received for any upcoming events
• Appendix

1. Chart of accounts
2. Bank account signatories
3. Banks forms for change or add signatories
4. Example Income & Expenses report for Management Committee
5. Probus Return
6. Submission to Dept of Fair Trading (appendix ^
7. Annual Financial Report and for 2022-23 &  2021-22
8. Background papers for 2022-2023 Annual repoty
9. Petty Cash  & Petty Cash & Banking and monies received worksheets

10.  Files downloaded