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About
Being an Officer
You,
as the treasurer, and all the other officers of your 4H group are representatives
of your 4H club or group. You represent your own group, and the 4H program
throughout the state. Your skills, abilities, standards, ideals, speech
and even smiles represent Massachusetts 4H'ers. Representing
others is one of an officer's most important responsibilities because
it exists at all times not just while you are at a 4H meeting.
About
Being the Treasurer (1)
The
treasurer is responsible for taking care of the group's money and bank
accounts. This responsibility requires honesty, integrity and cooperation
with your group's members and leaders.
The
Treasurer's Responsibilities
Check
the following items to verify that you understand and accept these responsibilities:
Handling
Money
4H
clubs or groups are public groups, open to all without regard to race,
color, national origin, sex, disability, religion or age. The money
groups receive from dues, bake sales and other fund-raising events is
owned by the group, not by any one member or leader of the group (http://www.mass4h.org/volunteers/volunteer_forms/treasurers_forms/
tax_guidance/III_C_RESPONSIBILITY_for_PAYING_Raffles.doc). Because 4H is a public
organization, it is not "owned" by individuals the way a
company is owned. Instead, 4H is owned by the public. Therefore, the
responsibilities of the 4H club or group treasurer are quite different
from those of the treasurer of a private company.
A treasurer
in a privately owned company is responsible to the other officers of the
company and to the owners or stockholders for managing and controlling
the assets of the company. These assets include cash, bank accounts, buildings,
land and equipment. The treasurer of a 4H group is responsible not only
to the other officers, but also to the other members, the adult leaders
and the public. (Most 4H groups only have cash or bank accounts to manage,
rather than land, buildings and equipment.)
You're in
charge of "keeping the books," that is, your group's receipt
book, checkbook and check register, payment vouchers and bank statements.
The public calls for a higher standard of accountability and integrity
for public groups. You can meet the high standards required of a 4H treasurer
by studying and following the money handling methods found in this treasurer's
book. These standards apply whether a group has 25 cents or $2500 in the
treasury.
Conflicts
may arise if money is not handled carefully and accurately. You can protect
yourself and your 4H group from conflict by being careful, responsible
and accurate when handling the group's finances.
Receipts
When
you receive money from dues or a fund-raising activity, you must always
write a receipt for it. Writing a receipt takes a little time, but it
helps protect your
1
An adult leader should help you review this section. You should also review
together the "Important Financial Reporting Information" on
page 11.
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