TRC Treasurer Instructions

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

Before A Rallye

Assure you have a printed "Rallye Check-in Sheet".

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.

Bring to a Rallye

• Table (and probably a chair)
• A light (for winter months in which it could be dark before registration closes)
• Umbrella?
• TRC Checkbook, or at least the check for awards

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

At A Rallye

• Ask each rallyist to print and sign the insurance waiver, stressing that everyone in the car must sign.
• Ask each car if they have a member (sometimes we check the names against the current member list),

  and record that in the first column on the "Rallye Check-in Sheet".

• If they are non-members, explain that they could join for free (i.e., the same $20)

  if they are willing to fill out the membership application.

• 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.

• 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!

• Ask for $. (PayPal registrants will remind you if you don't remember their name.)
• Offer extra copies of the registration packet (currently 1 or 2 extra copies for $1).
• Do not (ever) leave cash box unattended.
• Collect filled-out forms (e.g., in start 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 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

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.

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

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

Write the next month's Insurance Check (amount increases for August?).

Update Rallyes\Reports\YYYY-MM_report

In Quicken, View/Print Budget Report_YTD (or 1/1 through cutoff date) + column month? Copy to clipboard and paste into an empty spreadsheet and format page without headers and footers and hide earlier months (or use notepad).

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

Well Before the Next Rallye

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

Assure the cash box contains

• 15 $5 bills for member change. 15 is probably overkill, but 10 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, signed member application, to be given to a first-timer friend)
• "Rallymaster free rallye" cards (large, with reflective dot, typically under the cash).

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.

Pass To Next Treasurer

• Quicken Database
• Rallye Check-in and Reconciliation Forms
• Checkbook
• Bank of America and PayPal online access information
• Start box
• Cash box
• Flier stand and its protective box