Financial Management-Treasurer
Santa Lucia Fly Fishers
Financial Procedures
Robert Hartzell
Oct 10 2022
File name
SLFF Financial Procedure 2,0 Oct 10 2022 NO PASSWORD
Robert’s HP computer C:\Users\bobha\Documents\SLFF general
Contents
Financial Statement to Board (monthly) 4
Account codes are managed in Quicken. 5
Recurring Payments (Covid years 2020 2021 changed several items) 5
Web Hosting and Domain Name Registration , Smart Waiver. 10
Current Charges and Adjustments. 11
Personal Meeting ID 711 878 6029. 11
Introduction
This document contains procedures that the treasurer (Robert) put together. Most have been in place and have been useful in the day to day financial activates of the club.
Financial policies (as different from procedures) are determined by the SLFF board and are in the Bylaws or board resolutions.
There are yearly ‘Treasure’s Binders’ of paper records and Robert’s HP Laptop has electronic records.
From Bylaws
The Club bylaws (available on the web site) have words about fiscal policy.
4.11 Powers of the Board.
(e) To manage in the manner, they may deem best all funds and property, real and personal, received, acquired, or earned by the Club, and to Distribute or dispense them.
Section 5.09 Duties of Treasurer. The Treasurer shall have general charge of the financial records and accounts of the Club and shall keep and maintain adequate and correct books of account showing the receipts and disbursements of the Club, and an account of its cash and other assets. He or she shall deposit all moneys of the Club with such depositaries as are designated by the Board of Directors, and shall disburse the funds of the Club as may be ordered by the Board of Directors. He or she shall prepare and submit to the Board of Directors, after the close of each month, a statement of the financial conditions of the Club, in such form and detail as the Board may require.
Section 5.10 Duties of Assistant Treasurer. The Assistant Treasurer, if so appointed by the Board of Directors, shall be empowered to perform any and all of the duties of the Treasurer, at the discretion of the Board, and may act as Treasurer during the absence or disability of the latter.
Section 7.02_ Checks and Withdrawals. Except as otherwise specifically determined by resolution of the Board of Directors, as provided in Section 7.01, or as otherwise required by law, checks, or other withdrawals from Club accounts shall be signed by the Treasurer, Assistant Treasurer, President or Vice President of the Club.
Section 7.03 Deposits. All funds of the Club shall be deposited in accounts from time to time in the name of the Club to the credit of the Club in such banks, trust companies, or other depositaries as the Board of Directors may select
Notwithstanding any other provision in these Bylaws the Club shall be subject to the following limitations and restrictions:
No member, director, officer, employee or other person connected with this corporation, or any private individual, shall receive at any time any of the net earnings or pecuniary profit from the operation of the corporation, provided, however, that this provision shall not prevent payment to any such person of reasonable compensation for services performed for the corporation. All members, if any, of the corporation shall be deemed to have expressly consented and agreed that on such dissolution or winding up of the affairs of the corporation, the assets of the corporation, after all debts have been satisfied, shall be distributed to a California registered non-profit.
ARTICLE VIII FISCAL YEAR
The fiscal year of the Club shall begin on the first day of January and end on the last day of December in each year.
Daily (monthly) Activities
MONEY IN:
SECRETARY: Receives all monies (mail, meetings, banquet, misc.), prepares recap (2 copies) by income category, gives monies with one copy of recap to Treasurer and retains one copy for audit.
TREASURER: Receives monies from Sec’y., deposits in bank and records in QB.
MONEY OUT:
TREASURER: Receives all bills, makes sure there is proper support documents &/or approvals, pays all bills by check, and files (file to show check #, date paid and amount), and records in QB.
MONTH END:
TREASURER: Obtains bank statement and reconciles to QB, prints copy of reconciliation and files with bank statement for audit. Prepares month end Treasurer’s report for review and approval by board.
AUDIT:
VICE PRESIDENT: Each quarter meets with Treasurer to audit: audit consists of matching secy’s record of monies received to deposits in bank and entries in QB; examining paid bills file for support and/or approvals and matching paid bills to disbursements in bank and entry in QB’s;
reviews reconciliations and bank statements for any unusual items; submits audit report to the board.
Quicken
The club keeps track of income and expenses using Quicken 2017. Installation CD in in the box, active program is on Roberts laptop, backup is on a thumb drive. Start date i10/26/2016 with balance of $9172.
Checks are entered (All Transactions Checking)
Date- Check-Payee-Memo-Category-Amount
Deposits are entered including split when required
Date- Check-Payee-Memo-Category-Amount
Electronic transactions (SLFF Debit card, Square, ..) are entered in Quicken
Various reports are available, most used in account codes reports usually year to date.
Backup usb thumb drive is in blue Robo Bank carrier.
Place thumb in USB drive F. (note a backup is also on desktop Roberts HP computer)
From account screen go to file (upper left) select Backup and restore then Backup Quicken file follow directions in dialog box select F:\ and Back up now .
Folder on SanDisk usb (thumb) drive is- F:\Quicken 10-302019
Financial Statement to Board (monthly)
The treasurer generates a monthly financial statement (excel spreadsheet on Robert’s laptop) and distributes the statement in .pdf format at board meeting. Example attached.
The information for the financial statement comes from the Quicken Reports-Banking-Banking Summary.
Budget
A preliminary budget is done at the start of the calendar year, it is finalized after the banquet when we know our income. The treasured prepares the proposed budget – format is on the monthly Financial Report which is then presented at the May board meeting for discussion, revision and approval.
.
Recurring Payments (Covid years 2020 2021 changed several items)
| Amount | Due | Paid | ||
| Meeting | Room Rental | IHOP – no cost | na | |
| Meetings | Speaker | Fee and expense | At meetings | As required |
| Banquet | Madonna Inn | Room, meals | Reimburse | |
| Postmaster | PO Box | $180 | July, note in box | |
| Southwest Council Federation of FF | Annual member | $250 | Donation | Donation |
| Trout Unlimited | Annual Member | $250 | Due August Donation | ID # 411329014 |
| Fly Fishers International | Affiliate club | $415 | Due Jan 1 for current year | Paid 1/15/2022 |
| Fly Fishers International | Insurance | $500 est | Due June | pd May 2022 |
| Odd Fellows Club | Room Rental | $20/mo | ||
| IRS Form 990N | No fee | 4/15/2020 | 4/08/2020 | |
| State of Ca SI100 | Non profit status | $20 | 2 yrs | 2/15/2021 |
| Franchise Tax Board (Calif) | Post Card 199N | Complete May 2022 | ||
| SLO Storage | Unit Rental | $80 per month | 1st of month | By check |
| ZOOM | As used | Automatic from Debit card $15/mo | 10/14/2020 start | |
| Dotster | Web Domain | Auto, $6 mo | Annual in March | month |
| Webs | Web site host | $200/ 2 yr | 01/28/2022 | Paid 1/28/2020 |
| Smart Wavier | Member sigmature | $184 annual | 9/12/2022 |
Banking
The SLFF bank account is a commercial (business) account with Mechanics Bank. Bank person is Joanne Marie Lorenz (805 927 8633) at the Cambria branch.
The bank signature card was updated in March 2022 to have Eric Tinglof and Robert P Hartzell.
Account administrator was updated Jan 2018 to Robert P. Hartzell.
To login : Mechanics BankOn line banking:
Launch internet browser https://www.mechanicsbank.com
On home page go to’ Login to Online banking’ click to expand drop down menu, click ‘Business Online Banking’
enter requested info
Username XXXXXXXXX
Password XXXXXXXXXXX (as of 9/30/2022)
(There may be a security step with security questions)
XXXXXXXXXXXXXXXXXXXXXX
Click sign in
And you are logged in.
Account number XXXXXXXXXXX1911
Bank statement: Accounts -Business Checking xxxx 911 – Documents – Document Type click Box (drop down) checking account statement – date range Bank statement available online first business day of month and come to PO Box in a week or so.
Useful reports include:
Reports-Banking-Banking Summary
Backup and restore: Quicken backup to thumb drive (in blue Robo Bank zipper bag)
F:\Santa Lucia Flyfishers\2021-11-03QDF-Backup
Debit Card
Business Debit card (thru Mechanics Bank) VISA replaced Aug 8 2020 (approved at Jan 2019 board meeting) is with treasurer, pass word XXXXXX . $550 max ATM, $2500 max POS
Name on card
ROBERT HARTZELL
SANTA LUCIA FLYFISHING
XXXXXXXXXX 8065
Security code XXXXXX
Valid thru 07/23
Address: PO Box 166
San Luis Obispo CA 93406-0166
Taxes
IRS Form 990N
Annual electronic filing requirement for small exempt organizations (gross receipts less than $50,000) due May 15.
Historical information in TAXES folder.
8/13/2021 Form completed
User Name wollyworm
Password Sl1#slff security questions : Robert’ schools
- Employer identification number (EIN ) 51-0142143
- Tax year 06-01-2016 thru 05-31-2017
- Legal name and mailing address
- Any other names the organization uses
- Name and address of a principal officer
- Web site address if the organization has one
- Confirmation that the organization’s annual gross receipts are $50,000 or less
- If applicable, a statement that the organization has terminated or is terminating (going out of business
Your Form 990-N(e-Postcard) has been submitted to the IRS
- Organization Name: SANTA LUCIA FLYFISHING CLUB INC
- EIN: 510142143
- Tax Year: 2020
- Tax Year Start Date: 06-01-2020
- Tax Year End Date: 05-31-2021
- Submission ID: 10065520212254856564
- Filing Status Date: 08-13-2021
- Filing Status: Pending
State of CA SI100
California law requires all corporations, limited liability companies and common interest development associations to update the records of the California Secretary of State either every year or every two years based on year of registration by filing a statement, as described below. This defines our tax-exempt status
SANTA LUCIA FLYFISHING CLUB, INC C0734251
State of CA SI100
Franchise Tax Board
May 10 2022 (email sent to
Franchise Tax Board
P O Box 1286
Rancho Cordova CA 95741-1286
Reference your notice DLN2235714096Z to Entity 0734251
Dear Sir,
California-Postcard 199N has been filled for Tax years 2013 through 2021 with confirmation numbers
073425113004 through 073425113012.
Regards
Robert Hartzell Treasurer
Santa Lucia FlyFishing Club Inc
P O Bos 166
San Luis Obispo CA 93406-1166
Squareup
Square SLFF Merchant Bank
Square is the merchant bank used with the SLFF website online store (WooCommerce) to accept credit card purchase/payment and transfer to the SLFF business checking account at Mechanics Bank. There is a fee associate with transactions on Square of about 3.5%.
SLFF also has a credit card reader / processing with SQUARE.
Sign in is:
brooktrout
This leads to the Square Dashboard.
To review the transfers to Mechanics Bank:
Square Dashboard
Home Balance Locations Santa Lucia Fly Fishing Club View all Transfers Date Range Table of Transfers with details
Square is set to notify roberthartzell@aol.com (SLFF Treasurer) of daily transactions.
Eric Tinglof (as of March 2020) has card reader device and personal IPad configured to process card. To be used at annual banquet.
The SLFF website has an online store.
Access to WooCommerce (several club officers have administrative access to the club website and WooCommerce)
Access and Log into the SLFF website: go to members and log in:
RH2644slff
Click on Santa Lucia Fly Fishers Club (upper left)
Dashboard WooCommerce Orders
This is the only location of sales by product which is use to classify monies by account codes for Quicken entries.
Insurance
SLFF Club liability insurance is thru Fly Fishers International Inc as an affiliate Club. Base club fee $100 plus $3 / person for non FFI members due Jan for current year. Dues were paid Feb 2022. Notice of op-in for Insurance was sent, should receive invoice. Robert Hartzell listed as contact, mail thru club PO Box and club email: slff166@gmail.com
7/14/2022 Insurance invoice received, op in form and check sent to FFI
August 2020 received insurance certificate
FFI Online at:
www.flyfishersinternational.org
club # 99172 user name 99172 Password FlyFish99172
Contact at FFI:
Jessica Atherton
Clubs & Councils Coordinator
clubs@flyfishersinternational.org
5237 US Hwy 89 S, Ste 11 | Livingston, MT 59047
Office: 406-222-9369, ext 109 Fax: 406-222-5823
Donations
The club budgets for and donates funds to various organizations. Process usually starts in September with request to board and membership for candidate organizations, selection and determination of amounts by the board in Oct., Nov. and checks sent in Nov., Dec.
Lew L, Eric T, and Robert H have information about donations in the past few yeard.
Web Hosting and Domain Name Registration , Smart Waiver
Dotster info:
Domain name: santaluciaflyfishers.com
Password: SLFF2020f$
Emails will go to info@santaluciaflyfishers.com
Security question: Favorite movie Answer: A River Runs Through It
Auto renewal March 23, should receive email March 08. Paid 3/25 2021
Updated Robert H March 23 2021 Annual fee of $17.99 will be auto charged to SLFF debit card in January.
web hosting service is Webs
Account number: 123990577
User name : santaluciaflyfishers
PayPal payment to SLFF debit card, paid thru Jan of2022 $199.40
Access at webs.com login roberthartzell@aol.com r2644h
Members profile -manage site- Billing-subscription management and
New website as of Jan 2022:
Contracted developer:
Rob Wickens (rob@wickeninc.com)
WickenInc 108 N Arnaz St Ojai, CA 93023 United States
SLFF Contact : Lew Liechter (who approves work request and invoice from Wickens)
Charges associated with Website
Subject: [Statement] Service Plans – 100 Waiver Service Plan – Yearly
| Smartwaiver support@smartwaiver.com (348762941) Service Plans – 100 Waiver Service Plan – Yearly Account Information Robert Hartzell Flyfishing donaldgwheeler@gmail.com Billing Address P O Box 166 San Luis Obispo, CA 93406 US Summary Date: 09/12/2022 Billing Date: 09/12/2022 Starting Balance: $0.00 Current Charges: $184.00 Payments: $184.00 Ending Balance: $0.00 Balance Paid: 09/12/2022 01:33PM PDT PAID Detail Current Charges and Adjustments Date/Time Type Detail Charge 09/12/2022 01:33PM PDT Recurring 100 Waiver Service Plan – Yearly (09/12/2022 – 09/12/2023) $184.00 Totals $184.00 Payments Date/Time Type Detail Amount 09/12/2022 01:33PM PDT CC Payment Robert Hartzell Flyfishing – 100 Waiver Service Plan – Yearly: Signup payment XXXX-XXXX-XXXX-8065 visa (07/2023) $184.00 Totals $184.00 Period Activity Date/Time Event Detail 09/12/2022 01:33PM PDT Payment Success Successful payment of $184.00 for Robert Hartzell Flyfishing’s subscription to 100 Waiver Service Plan – Yearly 09/12/2022 01:33PM PDT Signup Success Successful signup for Robert Hartzell Flyfishing’s subscription to 100 Waiver Service Plan – Yearly |
Storage Unit
The club rents a storage locker to keep loaner equipment, audio visual equipment and stuff. Location is San Luis Obispo Self Storage 154 Suburban SLO 93401. Locker number 2159 with lock code 1021 (Jan 2020).
Contract (signed by Mark Shelton) is with Robert H. in Treasures Binder Rent is $80 (Jan 2022) per month paid by check at the start of the month.
Zoom
The club has a Zoom account used for online meetings. Cost is $14.99 / month billed to club debit card. Account starts 10/14/2020
Santa Lucia Fly Fishers Account No. 5000062186
Personal Meeting ID 711 878 6029
https://us05web.zoom.us/j/7118786029?pwd=ZG81c0M4R3VVVC9HYVFxUEF1STlMQT09 Hide
slff166@gmail.com
PASSWORD IS Woolybugger93401
Club Email
Password 2DryFly
Money Flow
Month end work sheet