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CRUSADERS GLIDING CLUB
CONSTITUTION |
| Annex E |
TERMS OF REFERENCE FOR THE TREASURER
1. You are responsible to the Officer-in-Charge for the correct application for the tasks delegated to you under these terms of reference. You are to be assisted in these tasks by a bar manager who is to be responsible to you for the correct application of his tasks.
2. You are responsible for the safe custody of cash belonging to the Club and are always to take active steps to safeguard it. If you have any doubts about your ability to achieve this on any specific occasion you are to make the necessary arrangements with another Committee member. You are to ensure that any cash left on the premises is secured as necessary.
3. You are to hand any cash collected by yourself to the Service Fund Accountant (SFA) at HQ Dhekelia Station as frequently as possible but at maximum intervals of not more than one week. Such cash is to be correctly accounted for in accordance with current procedures.
4. On flying days you are to arrange for the collection and accounting of all flying fees due in accordance with the flying log sheet. You are to ensure that membership subscriptions paid are also recorded on the flying log sheet.
5. On flying days you are authorised to pay bills for fuel and maintenance to members who have purchase materiel on behalf of the Club and who produce bona fide trading receipts. All such receipts are to be signed by the appropriate member and countersigned by the Treasurer. Where receipts cannot be produced the approval of the Committee for payment is to be sought.
6. At the end of each week you are to remove all cash from the bar trading account and hand it to the SFA. You are to ensure that all cash removed is properly receipted and accounted for.
7. You are to hold a cash float. The amount of the float is to be decided by the Committee. This is to be used to pay out of hand invoices. It should also be used to pay for NAAFI stock where appropriate.
8. You are to ensure that the bar manager carries out a full stock check at least once every 4 weeks and gives reconciliation sheets and cash, as appropriate, to you.
9. On receipt of the monthly NAAFI statement you are to reconcile it with the barman's invoices. Any queries are to be directed to NAAFI.
10. In the middle of each month you are to assemble the flying log sheets for the previous calendar month and, having ensured they have been checked by the Chairman, hand them to the SFA for a continuous audit check. You are to ensure that they are not retained by the auditor for more than one week.
11. You are to maintain the Club Capital Property Book and are to carry out the checking and revaluation actions required prior to an audit.
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12. You are to carry out a bar check prior to it being checked by auditors to ensure that the stocks found agree with the stock books and that any discrepancies are reconciled before the audit.
13. You are to familiarise yourself with the various periodic and regular payments required and are to organise them as necessary. A list of the current requirements is given in Appendix 1 to this Annex.
14. After each annual audit, carried out by the Station Commander's staff, you are to ensure that you obtain a copy of the Auditors' Report (Army Form N 1514) and publish it on the Club notice board so that all members of the Club are aware of its financial state.
April 07
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