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Reeve's Notebook

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This page is the informal "Notebook of Office" of the Reeve. It might include current plans, or notes for the next reeve.


 

Note from webwright:

The signatories for the bank account, the financial committee, and the account details are on the website on the group resources page, under "finances". Please update them when they change.

Email lists & Contact Details on the website

Check the webwright's notes regarding updating the Reeve email address (reeve@ildhafn.lochac.sca.org) to point at you, updating the website with your details, and joining the local lists.

Subscribe to the Reeves' Email List. This is the group email list for all Reeves in Lochac and you MUST join.

Resources

The Reeves' Wiki is here.

Always use the most up-to-date version of the reporting spreadsheet, which can be found here.

Reporting

The NZ financial year runs from 01 April to 31 March each year.

  • Financial Quarter One covers the period 01 April - 30 June. Your report for this Quarter is due by 31 July.
  • Financial Quarter Two covers the period 01 July - 30 September. Your report for this Quarter is due by 31 October.
  • Financial Quarter Three covers the period 01 October - 31 December. Your report for this Quarter is due by 31 January.
  • Financial Quarter Four covers the period 01 January - 31 March. Your report for this Quarter is due by 30 April.

Your report should go to the following people:

In addition to the financial spreadsheet, you should also send a written report with any relevant information for that Quarter.

This should also include:

  • Your SCA name
  • Your legal name
  • Your Membership number & expiry date
  • Your current address & contact information

Passing Booking Information to Stewards

In the lead up to an event, you will need to let the steward(s) know who has paid for an event.

  • Talk to them about when they are expecting updates/when you can give them updates - make this regular.
  • In the week before an event, you'll typically see a few last-minute payments come in, so you may need to update the stewards more often.
  • The easiest way to give them an update is to go into Kiwibank and select the relevant dates for transactions. Select the option "Export", and from the drop down box choose the PDF format. Save the exported document and email this to them.

Advances & Reimbursements

  • For an event where a site has been booked, there will probably be a deposit to pay
  • Some halls, like Camp Sladdin, will deduct the deposit paid from the total owing at the end.

For example, in total we owe them $360 for a weekend's use, but have paid $100 deposit. So we only pay them another $260.

  • Cooks will often need advances to buy food. To calculate how much they can be given, multiply their budget by the number of people booked at the time they are asking (NOT the number of people who have paid).

For example, a cook with a budget of $8 asking for an advance when 30 people have booked, will be given $240 in advance - even though to date only 15 people have paid for the event.

  • Stewards may need an advance for a cash float. Make sure to let them know when the last day is that they can ask for that advance. To get the float, transfer the money to them directly - they can then work out what change they're likely to need.
  • We try to pay reimbursements as soon after an event as possible. If it's a while until their report is due, the Steward may pass on to you who is owed what so that payments can be made.
  • Reimbursements would normally not be more than was budgeted, whether scaling or fixed (scaling - cooks' meal budgets; fixed - laundry, petrol costs).
  • If an amount is more than expected, the Steward will typically give a reason for this, and request that the Council approve for the amount to be paid.

Office: