Role description of a Committee Treasurer
| Role title
|
Committee Treasurer |
| Tenure
|
Two years with possibility of extension |
| Time Commitment
|
Committee meetings, events, AGM
Average two hours per month |
| Main purposes of role
|
• Maintenance of a full account of all financial transactions relating to committee income and expenditure
• Preparation of annual account for submission to National Treasurer • Advice to committee regarding financial requirements of the Association in line with the constitution and published guidance. |
| Key tasks
|
• Maintain accurate and up-to-date accounts of the committee, in line with national guidance. These will include accounts for the running costs of the committee and for any events arranged by the committee
• Submit an annual summary of accounts to the National Treasurer by 31st October each year • Present an annual summary of accounts to the committee’s AGM • Review the opening balance each year to ensure sufficient funds are available for committee expenses • Arrange payment of committee expenses on receipt of appropriate claims information • Support the setting of a balanced budget for any events organised by the committee and manage any income and expenditure • Advise the committee regarding the financial impact of any decisions made • Ensure signatories to the bank account are relevant and up to date • Maintain an electronic copy of all financial documents for five years • Ensure all finance paperwork is maintained in line with GDPR requirements • Maintain an up-to-date understanding of Association expectations regarding financial management of committees – contributing to meetings/consultations at national level as required.
|
| Key outcomes
|
1. All the committee income and expenditure are clearly accounted for
2. Members have a clear understanding of the accounts 3. Annual submission of accounts enables the national treasurer to maintain an accurate record of Association finances 4. The finances for all committees are managed in a fair and consistent manner, to the benefit of all members. 5. The professional knowledge and experience of the post holder is extended |
| Responsible for staff/equipment | N/A |
| Reporting to | Committee/national treasurer/NEC
|
| Recommended knowledge and experience | • BATOD member
• QToD • Experience of managing budgets |
Completed by: Alison Weaver, National Treasurer, Spring 2025
Review: Spring 2027
Guidelines for Committee Treasurers
- A nominated member of the committee must be the treasurer.
- This treasurer is responsible for the accounts of the committee. These will include accounts for the running costs of the committee and for any events arranged by the committee.
- The Association will fund required running costs of the committees established in agreement with NEC.
- The BATOD Treasurer, in liaison with the committee treasurers, will review the opening balance required annually, to ensure it accurately reflects current running costs.
- Where required, the BATOD Treasurer will top up the balance from association funds, should there be a shortfall after the accounts have been submitted. A request for the additional funds should be made to the BATOD Treasurer. The BATOD Treasurer will consider the request and notify the committee treasurer of the outcome.
- Where the committee has funds in excess of the agreed opening balance, this surplus should be transferred to the national funds.
- The committee’s bank account should have at least two signatories although only one is needed to sign cheques.
- Annual accounts should be drawn up to the 31st July and examined. The examiner of the accounts need not be an accountant but must not be a family member or another member of the committee.
- The financial year will be based on the national BATOD financial year: 1st August to 31st July.
- The annual accounts should be sent to the BATOD Treasurer by 31 October each year having been approved by the committee.
- The accounts should detail the opening balance, all income, and expenditure for the committee and the closing balance. They should be signed and dated by the treasurer and the person checking the accounts before submission to the national treasurer.
- The annual accounts should be presented at the committee’s AGM.
- The committee Treasurer should only pay expenses using cheques or online banking on receipt of receipts and should maintain a record of these.
- There is no set format for claims forms, but it is recommended that the committees adapt the NEC format. It is recommended that claims are submitted electronically.
- All claims should be countersigned by a member of the committee before payment by the treasurer. This can be done electronically.
- An electronic copy of all financial documents must be maintained for five years. All paperwork must be maintained in line with GDPR requirements and destroyed confidentially when the required period has elapsed.
- Expenses to committee members should be paid at the same rate as for NEC members (eg secondclass rail travel; 45p per mile).
- Conferences organised by the committee should break even. When budgeting for the conference, all anticipated costs should be factored in before calculating the delegate fee. The budget should also include any anticipated travel and accommodation costs for committee members. The costs of interpreters may be reimbursed by association funds if necessary, but in the first instance, the committee should ask the attendee requiring the interpreters to use Access to Work if at all possible. Provision and funding of interpreters should be consistent with the BATOD policy on access requirements.
- Costs incurred in the event of cancellation by delegates should be in line with the BATOD cancellation policy.
- Committees can apply for an advance in exceptional circumstances, eg to fund conference costs in advance, by making a business case to the BATOD Treasurer. The additional funding will be paid back to the BATOD Treasurer after the event/conference.
For any further queries/concerns, the committee treasurer should contact the BATOD Treasurer by phone, web call, or email for advice and support.
Alison Weaver
BATOD Treasurer
Updated Spring 2025
Review: Spring 2027
