TRC Treasurer Instructions

This is starting as Dean's notes to himself, but will eventually be turned over to future Treasurers.

Before A Rallye

Determine if you will be Rallye Registrar or someone else will. Provide the registrar with everything they'll need at the rallye (this section and next).

Make a sign with the names of those who have not picked up previous rallye awards. (Also have a list of which names earned which awards. This is typically the rallye results.)

After the PayPal registration cut-off (negotiate with the webmaster), get the list of those who paid by PayPal, with amounts/purpose (and E-mail to double-check).

Fill in Event, Location, and Dates on several (6?) rallye waiver form. Put several on a clipboard, to allow signing in parallel using the clipboard and the pad.

Bring to a Rallye

• Start box, containing
  • cash box (with change),
  • insurance waivers,
  • run sheets,
  • signs,
  • pens,
  • clipboards, etc.
• Flyer box, containing flyers for upcoming events and unclaimed awards
• Table (and probably a chair)
• A light (for winter months in which it could be dark before registration closes)
• Umbrella? Setting up under the overhang is more convenient.
• TRC Checkbook, or at least the checks for awards and insurance

• Your personal rallye equipment, drink or snack, etc.

At A Rallye

Set Up

• Post signs near registration table:
  • Entry fee (normally $15 for TRC Members, $20 for nonmembers)
  • Ask questions of the Rallyemaster, not the registrar

• Ask someone to determine if Larry's bathroom is available, and erect the bathroom sign, appropriate side out.

Insurance Waivers

• Ask each rallyist to print and sign the insurance waiver, stressing that everyone in the car must sign. (Sometimes "guests" attempt to stay in the car while a rallyist registers. There should be at least two active waivers, so rallyists can sign simultaneously.)

• Ask anyone that looks young if they are a minor.
  • For each minor, the annoying minor release form needs to be filled out.
  • It needs to be signed by the parent, the minor, and the registrar (as "witness").

Membership

• Ask if the car contains a member (sometimes we check the names against the current member list, typically we take their word for it except right after the "membership rallye"), and record that in the first column on the "Rallye Check-in Sheet".
• If they are non-members, explain that they could join for just $5 more, if they are willing to fill out the membership application.

When Accepting a Membership (joining or renewal)

• Review any membership application:
  • If an "associate member" name is present, the cost is $30 total.
    • The associate member may also run a rallye at the reduced entrance fee (without the member).
    • And the associate member can also vote.
  • (Renewals may say "on file" if the address and phone numbers TRC has are still correct.
  • The application must be signed.
• In the unlikely event that anyone joins or renews but is not entering this month's rallye (e.g., a car with two members has one renewing and entering, the other only renewing), issue them a signed and dated "Free Rallye" card.
• Issue a signed and dated "Free First Rallye" card to anyone joining or renewing. Explain that they cannot use it, it is to be given to a first-timer car.
• Offer a "TRC business card" or two to anyone joining or renewing.
• Offer a copy of TRC's Bylaws and Operating Procedures to any member.

Rallye Registration

• Ask for $. (PayPal registrants will remind you if you don't remember their name.)
• Ask for their class, and enter that in the second column; some will need help (or need to consult the sign) to determine their class.
• Issue the next registration packet and one participation plaque.

  (At the finish, if we have extra magnet par plaques, they are free.

  If we have no extras on magnets, the artwork is free and the magnet can be purchased for $1.)

• Double check that the next registration packet you have has the number of the next number on the check-in sheet.

"Up-selling"

• Offer extra copies of the registration packet for the back seat. These are currently 1 or 2 extra copies for $1.
• We are currently offering to sell "TRC garage sale items" (double clipboards, backpacks, office supplies). There is a sign with prices for members (even new members) and nonmembers.

Miscellaneous

• Offer a couple run sheets (free) to any rallyist.
• Do not (ever) leave cash box unattended. Not even for a minute.
• Collect filled-out forms (e.g., in start box).
• The RM will likely want to know which cars are in each class, to help make the grid to display results. You cannot simply give the RM the check-in sheet, because you'll need it after the rallye to reconcile the cash box.

After A Rallye

Use the "Rallye Reconciliation Form" to assure the $ from the rallye match what is expected (counts, $, PayPal, Checks). Endorse checks with TRC stamp, prepare a bank deposit.

Send E-mail asking RM (and workers) to submit amounts to be reimbursed (with receipts).

Make bank deposit (in person or via night depository). Enter Cash Revenue, PayPal rallye payments, and Bank Deposit into Quicken (Start Box account).

Enter Membership Applications from rallye into Membership DB. (It is common for someone to have run a rallye with others and have a "joint record" but to be joining without paying an associate fee. In this case, the record needs to be "split" before updating.)

Before the Next Board Meeting

Rallye Report

Update Rallye Report with counts and $ from "Rallye Reconciliation Form". Double check that the off-page references go to the correct cell on the correct sheet.

Pay Upcoming Expenses

Pay requested reimbursements via check or PayPal and enter into Quicken.

Write the next month's Insurance Check. (The mount may increase for August.)

Reconcile

Get the [PayPal] Balance and recent activity. Reconcile with Quicken.

Get the [Bank of America] balance and recent activity. Reconcile with Quicken.

Treasurer Reports

Monthly Report

Update Rallyes\Reports\YYYY-MM_report

• dates
• Starting balance is last month's ending balance
• Account Balances
• This month's income and expenses
• (Verify that Ending Balance equals Total in all Accounts)

Comparison to Budget

This is more difficult than it should be. The problem is that Quicken insists that the budget is for calendar months (e.g., 1/1 through 1/31). But we really run the budget from one business meeting to (just before) the next (e.g., 1/18 to 2/16). These are essentially the same if we get no PayPal payments in the last half of the month (or we enter them as of the first of the next month), and if we write no checks and make no PayPal payments during this time. You can ask Quicken to report from arbitrary dates, but then it takes each month's budget, and prorates them by days, rather than applying the "February" budget from 1/18 to 2/16.

Open the YYYY-MM_budget_report spreadsheet. Copy last month's Report to the PreviousMonth sheet. Update ReportDate to the closing date (typically the Saturday before the business meeting). Save the spreadsheet for the new month's file name.

In Quicken, View/Print "Budget Month" and "Budget YTD" reports. In each report, "Export Data"->"Copy report to clipboard" in Quicken, and then paste it into an empty portion of the new YYYY-MM_budget_report spreadsheet. Then hide unneeded colums and "special copy" the numbers (only) into nicely formatted spreadsheet, being careful to match expense categories, since Quicken omits any category with neither actuals nor budget. Verify that the sums calculated by the spreadsheet (invisible, under the Overall Totals) match the Total Expenses two lines up.

ASCII Versions

Copy each report and reformat (in notepad or vim) as plain text.

When Rallye Results are Available

Print the results and highlight the names and places of unclaimed awards (in the flyer box). Stapling the unclaimed awards bag to the back of the results keeps them together.

Well Before the Next Rallye

Remind the next RM to print extra reg packets (without score sheets).

Assure the start box contains

• Membership Application forms
• Insurance waivers ("Rally Release and waiver of liability, assumption of risk and indemnity agreement")
• Minor release forms ("Parental Consent, release and waiver of liability, assumption of risk and indemnity agreement")
• TRC's clipboards (standard clipboards to use, not double clipboards to sell)

Assure the cash box contains

• 13 $5 bills and 10 $1 bills or coins ($75 total) for member change. This is probably overkill, but 10 $5 bills was once not enough.
• "free rallye" cards‡ (for members who join or renew, but are already in a paid-for car)
• "free first rallye" cards‡ (to give to each paid and registered member, including associates, to be given to a first-timer friend)
• "Rallymaster free rallye" cards† (large, with reflective dot, typically under the cash in the cash box).
• "TRC Business Cards"‡ which contain a map to Larry's and our URL. Give a couple to anyone that wants them, as a form of advertising. (They don't entitle the holder to anything.)

Assure the plastic form stand contains

• Fliers for future rallyes† (typically print the next two rallyes front and back, full page)
• "Gimmick Rallye Guide" Books† for beginners

† Steve should be able to print more of these, but someone will have to pick them up.
‡ Cris normally prints these and brings them to the business meeting or the next rallye.

Pass To Next Treasurer

• Quicken Database
• Rallye Check-in and Reconciliation Forms
• Source for Unclaimed Awards and Entrance Fees signs
• Checkbook
• Bank of America and PayPal online access information
• Start box
• Cash box
• Flier stand and its protective box