TRC Accounting Rules
This is a draft statement of the rules and requirements for the TRC Treasurer budgeting process and monthly accounting.
With the Bylaws amendment from 2006, the requirement was added that TRC go through an annual budgeting procedure. The most effective way to implement this is to subdivide revenues and expenditures into various categories, figure out what the revenues and expenditures will look like month-to-month based on reasonable assumptions, and then keep track of actual revenues and expenditures and report them to the Board on a monthly basis. Note that it is important to keep track of whether revenues come from members or non-members to comply with the 501(c)(7) requirements on how much revenue may come from non-members.
The basic revenue streams are:
- The membership fee charged to each member
- Member entries
- Members who run a rallye
- Non-member Entries
- Non-members running a rallye
As always, there are many more expense streams than revenue streams. It feels like that at home, too, doesn't it?
- TRC gives out awards at each rallye, this is where they're accounted.
- TRC will, from time to time, make donations to various charities. Examples include the Toy Rallye if someone gives us a cash entry instead of a toy or makes an additional donation, or (new in 2007), the Board decided to donate the proceeds from Monster Mash 2007 to the Breast Cancer 3-Day.
- Upkeep of the marker tools, timed checkpoint kits, and other such equipment.
- PayPal charges a fee for accepting payments over their service. Any other fees relating to revenue should go here as well.
- Our single-largest expense item. Each event must have at some amount of general liability, determined by the board.
- Legal filing fees, almost always paid to the CA Secretary of State for the various biennial statements. Should the need arise for TRC to retain counsel, this would be the place to expense it.
- Printing for mailings to members or prospective rallyists goes here, rather than under Printing.
- Envelopes shall be reimbursed at $.07 per 5 envelopes (or fraction thereof).
- Mileage (formerly Gasoline)
- TRC will reimburse (from Larry's Auto Works or end of traverse, not from home) for expenses incurred while creating a rallye.
- Everyone's got a misc budget line. This is $20 per rallye that can chalk up strange expenses (for example, replacing a worker's clothing that was damaged at a CP by a required item).
- Mailing labels, card stock for CMs, pens, staples, duct tape, etc.
- Par Plaques
- Expenses related to the creation of the participation plaques. Usually the magnets and other special supplies. Printing for the par plaques should probably go here, rather than "printing".
- Because a large chunk of TRC expenditures are on printing, this is a separate item from office. This includes flyer and rallye printing (registration packets, course markers, CP slips, critiques), but printing for hard copy mailings is under Mailing above.
- The printing reimbursement rate covers paper and toner for a high-end desktop printer. Higher-volume devices will be less per page, lower-end more. Get prior approval for any special printing needs (e.g., color) to be reimbursed at a higher rate.
- TRC does various giveaways throughout the year, including the membership rallye items, TRC 25th Anniversary jackets, and the like.
- Business cards or other giveaways to prospective members should also be in this account.
- $2 per rallye to potentially refund to an entrant that wants their money back for whatever reason.
- Revenue Sharing
- The TRC Board may agree to share revenues with rallyemasters for their events. This needs to be arranged well in advance and an explicit agreement about whether income or net after expenses will be split.
We track coupons redeemable for a free rallye, but don't literally consider them an expense. Rallye expenses (insurance, printing, awards) are not significantly increased by coupons, so the foregone income is deemed acceptable for the coupons' goals (promotion, appreciation to rallye masters, fairness to members renewing when they are not rallying or are rallying with another member).
In addition to an update on the budget and how the club is tracking to the forecast, the monthly report includes:
- A summary of cash on hand, including the checking account, PayPal account, and cash in the start box, at both the start and end of the reporting period.
- A summary of revenues during the reporting period, broken down by source
- A summary of expenses during the reporting period, broken down by payee
- A listing of expected or outstanding upcoming expenses (for example, a rallyemaster who's not claimed expenses yet, or that the annual insurance renewal is coming next month)
- Gas reimbursement
- TRC currently will use the rate of $0.30 per mile.
- Each RM would be allowed no more than 10 times through their route.
- Precheckers would each be allowed 2 times through the route.
- The distance allowed will be the actual route only (not from home nor Larry's).
- Send the treasurer E-mail with your claim.
- Equipment (e.g., tape and staples) if TRC's supplies are inadequate.
- Rallye giveaways
- Often, a rallye will give away a snack or keepsake consistent with the rallye theme.
- (Sometimes these hold or relate to a gimmick, sometimes they do not:-)
- For example, Cracker Jack and peanuts have been given for baseball themed rallyes.
- These need board approval well in advance if they will exceed $20.
- (Remember that we normally plan for 40 cars, though we do not normally get that many.
- You may choose a giveaway whose extras you are willing to pay for and use yourself.
- Otherwise, $20 is only $.50 for each car. If you get more than 40 cars, ask experts
- and Master Experts if they got what they needed from the giveaways and can "hand them
- down" to others at the start.)
- Food reimbursement (again)
- As of 2010, TRC again reimburses food and nonalcoholic drink for RM(s)
- and rallye workers, up to the limit of $1 per competing car.
- Reimbursement logistics
- Provide receipts (photocopy or scan is acceptable) to the treasurer,
- with the name and amount to be reimbursed written legibly on it.
- (The reimbursement amount can differ from the receipt total if other, personal, items are also on the receipt.)
- If the information is communicated to the treasurerby the Friday before the business meeting,
- a check can be delivered at the business meeting and exchanged for the receipt(s).
- If the treasurer gets it a week before a rallye, a check can be available at that rallye.
- Reimbursement should occur within two months and within the same year.
We pay insurance both per event (generally, monthly) and annually.
- We currently pay $154 per rallye event to K & K Insurance.
- Each July, we pay an annual to ESCA an insurance fee per active member. ESCA pays K&K our annual fee for July 24 to July 24.
- Nick Stefanisko knows how to get the number of current members from the member/attendee database. Active members include paid members and associates, but excludes honorary members who do not run rallyes.
- Compare this number to the number of memberships sold (and use the larger number if they mismatch).
- Prior to August, 2011, per-event fee was $167.
- Annual fees:
- In 2011, the annual insurance fee was greatly reduced to $4.40
- For 2008 through 2010, the annual insurance fee was $9.47 per active member.
- Member Counts
- In 2011, we had 50 members.
- In 2009 and again in 2010, we had 51-2+12=61 members. We raised our membership dues in 2009 to discourage membership by people who aren't going to attend regularly, since we pay insurance equal to a large fraction of the membership dues we take in.
- In 2008, we had 65 current members (at the fee-paying time).