TRC Treasurer Instructions

This started as Dean's notes to himself, but are now needed by TRC's registrar, and can be "taken over" by 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, with those that have not been picked up highlighted.)

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

Fill in Event, Location, and Dates on several (6?) adult insurance waiver forms. The Registrar must sign the bottom and put their initials and date on each signature line. Put several of these forms on a clipboard, to allow signing in parallel using the clipboard and the pad.

Also prep 2 or 3 minor waivers; note that parents and witness need to sign both sides.

Bring to a Rallye

• Start box, containing
  • Check-in Sheet (on which to record entrants and sales)
  • Cash Box (with change and various "free rallye" coupons):
    • We normally have $75 change: $65 in $5 bills and $10 in $1 coins.
    • For the membership rallye, we should also have $50 in $10 bills, to help make change from $40 for $25 memberships (or $30 associate memberships).
    • TRC business cards.
    • Window Decals and "Free First Rallye" cards to be offered to those joining or renewing membership.
    • The detailed list of those who paid by PayPal.
  • insurance waivers--adult and minor varieties,
  • run sheets,
  • signs,
  • pens,
  • clipboards, etc.
• Flyer box, containing
  • flyers for upcoming events (in the plastic flyer rack) and
  • unclaimed awards
• TRC's folding table (and a chair or two)
• A light (for winter months in which it could be dark before registration closes)
• TRC Checkbook, or at least any checks for awards

• Box of "TRC garage sale items" we're offering to sell.

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

Note: Coupons to give the RM a free rallye in the future (unless revenue sharing) now live in the finish box instead. They aren't our responsibility.

Registration Set-up At Rallye Start

• Arrive 20 minutes before posted Registration Start Time.

• Set up TRC's registration table and a chair or two.

• Post signs near registration table:
  • Entry fee (normally $15 for TRC Members, $20 for nonmembers)
  • Rallye Classes (i.e., how to tell what class your car is)
  • Ask questions of the Rallyemaster, not the registrar
  • Unclaimed Awards (list of names)
  • List of things for sale, with prices

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

• Set up (on table or within reach, where you won't have to leave the cash box unattended):
  • Insurance Waiver forms (with pens). Registrar signs every page, initials & dates each line.
  • Cash box
  • Check-in Sheet (on which to record entrants and sales)
  • Run sheets (one to three pages free to each car)
  • Membership forms. Loaning a clipboard to someone filling one out is friendly.
  • Unclaimed Awards (currently in green plastic "folder" in flyer box)
  • Items for sale (recently: "rallye survival kit", office supplies, backpack; Guide)

Registrar Duty At A Rallye

• Arrive at least 10 minutes before rallye's posted Start Time. If you have not yet signed the Insurance Waivers, add another 5 minutes so you are ready for initial rush.

• The Registrar must sign the bottom of each Insurance Waiver form as witness and put their initials and date on each signature line. Do this before rallyists put their initials and use up the witness line.

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 with pens, 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. Be sure they realize it has two sides.
  • It needs to be signed by the parent on one side, the minor on the other, and the registrar (on both sides as "witness"). Failing to witness both sides is a common registrar error.

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.
  • Assure that the E-mail address and phone numbers are legible. (You'd be amazed how bad some are.)
• 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 paper copy of TRC's Bylaws and Operating Procedures to any member, but mention they are available online; most people don't want extra paper.

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 (exact change required; we don't have lots of $1 for change).
• We are currently offering to sell "TRC garage sale items" (Rallye Guide, backpack bag, "rallye survival kit," office supply pack). There is a sign with prices for members (even new members) and nonmembers.
• We have sold all of TRC's double clipboards. TRC's wiki (editable web site) wiki/Equipment_for_Gimmick_Rallyes links to the Saunders web site from which they can be ordered.
  • We are starting a signup list of those interested in buying a double clipboard from TRC if we place a bulk order. We may or may not mark them with TRC's logo, however.

Unclaimed Awards

If a rallyist notices that they have an unclaimed award:

• Find the awards, probably stapled to the back of that rallye's results.
• Cross their name off the list/sign of unclaimed awards. (Do this on the paper, not on the plastic page protector.)

Or write a note at the bottom of the reconciliation page. Do not to leave the cash box unattended while doing these actions.

Miscellaneous

• Offer a "rallye survival kit" (clipboard + office supplies). They are free to paid first time rallye cars. Else, $2.
• Offer a couple run sheets (free) to any rallyist.
  • They are only needed for CM rallyes, but some rallyists want them for A/B rallyes, too.
• 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 or I will need it after the rallye to reconcile the cash box.

At the end of Registration

• There is a form (probably under the check-in form) on which you can record which cars are in each class for the RM. RMs who are not using the computer scoring and display will want this information to help them display the scores on the whiteboard.
• Remove the registration signs.
  • Fan-fold the signs in a zig-zag.
  • Fold the tape from the registration signs in back of the sign and stick it flat on the back of the laminatation or page protector for reuse at the next rallye.

• Pack up everything (into your car or locked into Dean's car, if he left you the key).
  • Assure every door of Dean's car is locked. Driver side back door does not always auto-lock.
• Assure someone takes the signs from the start (so we're not leaving a mess for Larry's).
• Assure someone takes the checkpoint sign from the sidewalk.
• Keep the cash box (or at least the cash and unclaimed participation plaques) with you to the finish, not unattended in a car.
• If you take the check-in form to the finish for the RM, be sure to give it to the Treasurer.

After A Rallye

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

Send E-mail asking RM (and workers) to submit amounts to be reimbursed (with receipts). Ask RM to bring score sheets to the meeting (to be filed).

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.)

Assure that Minor Waivers include the description/location and date at the top of both sides, and that the registrar signed and printed as Witness at the bottom of both sides.

File Minor Waivers and Adult Waiver pages in TRC's filing box.

Before the Next Board Meeting

Rallye Report

Update Rallye Report Rallyes\Reports\YYYY_rallyes 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

After reimbursement is requested and after any rallye-erected signs are down and results are published, pay requested Rallye Reimbursements via check or PayPal and enter them into Quicken. Beware of a potential disparity when printing expenses (reimbursed at a fractional penny per page) are entered into the rallye report and treasurer's report in OpenOffice and in Quicken. Quicken rounds each expense (e.g., each line of a split) up to the nearest penny. OpenOffice can add fractional cents and round the sum for display. These can differ by a very few cents. It is best to explicitly round calculations in Quicken (first up, then down, alternating).

Write the next month's Insurance Check. (The amount 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.

We report on the spreadsheet our spending from mid-month to mid-month, but it is best if there are no payments after the report cutoff until the next month, so Quicken can display calendar month spending and budget.

Open the YYYY_budget_report spreadsheet. Copy last month's Report to the next sheet and rename it for this month. Update ReportDate to the closing date (typically the Saturday before the business meeting). Assure the "empty space" to the right of printing area is empty, ready for pasting new data.

In Quicken, View the "TRC Budget Month" and "TRC Budget YTD" reports (Reports->My Saved Reports). Update the Budget YTD report's "custom dates" to terminate at the end of the current month. In each report, "Export Data"->"Copy report to clipboard" in Quicken, and then paste it into then empty portion of the month's sheet of the YYYY_budget_report spreadsheet. Then "special copy" (Control/Shift/V) 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 and likewise for the net incomes.

ASCII Versions

Copy each report from Star/Open Office. Then paste and reformat (in notepad or vim) as plain text. Beware that "hidden" lines are pasted; delete them as part of formatting.

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.

When Bank of America's Statement Arrives

Use Quicken's "reconcile" function to tell Quicken which deposits and checks have cleared. Assure that the "Difference" (at bottom right) is $0. There may be little or nothing to do, as it was reconciled with the online statement before the business meeting.

File the statement in TRC's filing box. Twice a year, show the statement and a PayPal statement to the club's Financial Reviewer

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)
• "Gimmick Rallye Guide" Books† for beginners

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. For the "membership rallye," also have 5 $10 bills.
• "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)
• "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

• Flyers for future rallyes† (typically print the next two rallyes front and back, full page)

† 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
• Flyer stand and its protective box
• Unclaimed awards
• TRC Filing Box