Budgets and Calendars

A Leaders RoleMay 2011

Why is it important for a Region to Plan?

Let’s prepare for an Activity

You will have 30 seconds to review the following information.

Our first registration day will be held on May 1, 2011. Rosanne MacPhail, the Registrar will need to arrange for the advertising of this event. On March 16, which is 6 weeks before registration she will need to order the Registration Kit from the National Support and Training Center (NSTC). John Ouellette the Coach Administrator will need to schedule the coach clinic on August 13. He has a training opportunity out of state on August 29, but his daughter is turning 17 on the 28th, so he isn’t sure if he can go. On July 13, he will need to register the coaching course and order the course materials the required 30 days before the clinic.

How did you do?

or

The reality is:

Our memories are not always reliable.Keeping a timeline of events is necessary to achieve goals and objectives.Timelines help volunteers complete their responsibilities.…

What are the advantages of having a calendar?

AYSO Region 222

How does a calendar help in recruitment and

retention of volunteers?

Coach ClinicDecember 3, 2010Registrar Webinar

April 22, 2011

Section Leadership Conference

February 26 – 27, 2011

Volunteer Appreciation DinnerMay 5, 2011

A Regional calendar is helpful because…

It serves as a reminder of tasks that need to be done.It creates a permanent history for future planning.It helps prevent miscommunication about events.

Who is the Regional Calendar For?

…

Who should help develop the Regional Calendar?

All Regional Board Members!

Let’s look at the Implementation Kit in your

binders.

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Regional Calendars can have different looks

Color coding by name or position can make it easier to identify at a glance if you have a task for the month.

Visit www.calendarsthatwork.com to download template for this calendar.

April 2011

Calendars meet the needs of the region.

The use of color coding on this excel spreadsheet calendar make identification of tasks easier for volunteers to see.

How the calendar looks will depend on who creates it

Excel spreadsheets are an easy way to create a calendar and timeline.

In addition to the date, this style of calendar allows room to include such things as:

Location

Time for meeting or event.

A successful calendar takes

team work!

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Don’t forget to…

1. Break it down into action steps2. Establish order and priority – what needs

to happen first to last3. Determine deadline/due date-

approximate month4. Assign accountability

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Write down five items to include on your calendar

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Activity

How many of your items require money?

You just began yourbudget process

BudgetsVery important financial plan of the RegionCompleted annuallyDue to the NSTC & AD on June 1Entire board should participateProcess should begin at least one month prior to first registration

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Other Finance ItemsSigning of checksMonthly financial reportsMonthly Bank ReconciliationsViewing financial information on eAYSORegional auditsRed FlagsOutside assistance…

Signing of Checks

Review supporting documents before signing any checks (invoice, etc.)Review check informationNever sign a blank checkAll check signers should at a minimum take the on-line Treasurer course

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Monthly Reports

Determine how Treasurer maintains regional financial recordsNAP reports from eAYSO should be reviewedReview reconciliation performed by the Treasurer between regional records and NAP…

Bank Reconciliations

Should be performed monthlyIf performed by the Treasurer, someone else should reviewRegistration Reconciliation Form

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Registration Reconciliation Form

Should be completed at the end of every registration event and verified by the Treasurer, Registrar or each of their designees and the Regional Commissioner.

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Information on eAYSO

RC has access to Treasurer screensNAP reports, budgets, bank statements and other reports availableRegion invoices showing past due amounts to the NSTC are available

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Regional Audits

RC should appoint a Regional AuditorAuditor performs annual auditKeeps an eye on the financial stability of the RegionIf no Regional Auditor can be found, contact Area or Section for assistance

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Red Flags

What are some Red Flags?We are running out of moneyChecks are bouncingSavings accounts being depleted with no valid reasonSuppliers are complainingBoard is not receiving financial reportsFundraising activities in question

Never accuse a volunteer of wrong-doing, get assistance first

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Outside Assistance

When might you need outside assistance?

Assistance with an auditAssistance with eAYSOAssistance with Red Flags

Contact neighboring RegionsContact your AD or Area staffContact your SD or Section staffContact the NSTC staff…

ConclusionA Regional Calendar will make your life (and the lives of your volunteers) much easier in the long run.Failure to Plan is a Plan to Fail!The financial operations of the Region are important to the health of the Region.The RC is the fiduciary of the Region and they are ultimately the person responsible for the finances of the Region.Finally the RCs leadership role in planning the Regions operations and finances is to facilitate and oversee the board’s participation, not to do it all yourself. …

Good Luck with your Regional Planning

Calendars and Finances!