Match Day Money Handling Policy
2018
Policy Intent
Olinda Ferny Creek Football Netball Club (OFCFNC) strives to professionally manage and safeguard its cash income. Sound and transparent money handling procedures, as formalised in widely understood written guidelines, can assist in protecting the Club and its match day money handling volunteers.
Accordingly, these step by step guidelines have been developed to provide guidance for volunteers and club officials. As far as is practicable in a community club environment, this Policy strives to align its money handling practices with that of a modern and professional medium sized business.
This Policy is not designed to address the handling of monies away from match days, though the same best practice themes should always apply i.e. “whenever you touch money on behalf of the Club, you should record it as soon as practicable”.
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Introduction
The Treasurer is responsible for actively oversighting and risk managing all money handling activities by volunteers.
On home match days there are three primary business activities where monies are received and handled by our volunteers. They are:-
(a) Gate Entry
(b) Canteen
(c) Bar
As far as is practical the adoption of these guidelines - as applied to these specific functions - are designed to maximize auditable record keeping, transparency and accountability.
Match Day Treasurer Role
In the context of this Policy, on match day the detailed responsibilities of the Treasurer include:-
(a) utilising a dedicated exercise/ledger book to maintain contemporaneous and detailed match day financial records. This exercise/ledger book (“the book”) always remains under the control of the Treasurer;
(b) clear cash points in a timely way, in order to mitigate against the stockpiling of large amounts of money at those locations;
(c) counting and recording - in the immediate presence of the responsible cash point volunteer – clear details of all such cleared monies, witnessed and countersigned by the volunteer;
(d) ensuring that the relevant volunteer records his/her name in block letters underneath that signature;
(e) promptly securing such cleared monies in facilities provided in the locked Secretary Room (restricted access);
(f) later in match day conducting and documenting in the book progressive and final money counts, always in the presence of and countersigned by a nominated Committee member;
(g) conducting a match day reconciliation of such counted monies by referencing the exercise/ledger book, details of floats, all relevant receipts and EPS records (see further below);
(h) preparing banking documentation;
(i) ensuring all money to be banked does not remain on site overnight;
(j) ensure all match day financial records are kept secure and be available for audit;
(k) maintain ongoing trending data relevant to the financial (spend) profiles for individual visiting Clubs.
Secretary Room
(a) the Secretary Room is to be kept locked when not occupied;
(b) only Executive members have key access to this room;
(c) fixed infrastructure is in place in the Secretary Room for the short term security of monies (lock access by Treasurer & President only);
(d) this room will be utilised by the Treasurer on match day for the short term security of cleared funds, and money counts in a secure environment.
EPS
The President and Treasurer will have responsibility for ensuring a functioning Electronic Point of Sale (EPS) system is in place on match days in both the canteen and the bar;
Apart from providing an electronic money register, EPS incorporates detailed breakdowns of food & drink stock sold. This detail is fully retrievable in hardcopy and effectively supports intelligence led stock re-ordering practices;
EPS records will be an important reference point in supporting financial reconciliations conducted by the Treasurer, both during cash clearing and also final tallying activities.
Gate Entry
A secure money receptacle will be provided to volunteers performing the gate entry role;
These volunteers should be briefed that they may be required to participate in on site money counting with the Treasurer;
At various times during the day the Treasurer or authorised delegate will attend the gate with an assistant - the Treasurer will conduct a progressive money count in the presence of the gate person - the assistant will temporarily backfill the gate entry role while this process occurs;
Upon conclusion of the count, the Treasurer will make a relevant entry in the exercise/ledger book (“the book”) in the presence of the gate keeper;
The book entry is then to be checked for accuracy and counter signed by the gate keeper - that volunteer will print his/her name underneath the witnessing signature;
The counted money will then be physically cleared by the Treasurer and lodged in the secure facility in the Secretary room, leaving an agreed float with the gatekeeper;
At half time of the seniors game the manning of the gate and taking of monies at that location will cease - the gatekeeper will then convey the gate money receptacle to the Treasurer and a further count of all monies collected since the last money clearance will occur;
The identical checking and recording process will occur in the same way as the earlier activities, then the monies secured in the Secretary Room.
Canteen
On a needs basis during match day, the Treasurer will attend the canteen and clear takings but leave “a float”. The Treasurer will conduct a progressive money count in the presence of the canteen volunteer supervisor during this clearing process;
Upon conclusion of the count, the Treasurer will make a relevant entry in his exercise/ledger book (“the book”) in the presence of the supervisor;
The remaining float amount will also be recorded in the book;
The book entries will then be checked for accuracy and counter signed by the supervisor - that volunteer will print his/her name underneath the witnessing signature;
EPS data may also be referenced by the Treasurer during this initial clearing process;
The counted money will then be physically cleared by the Treasurer and lodged in the secure facility in the Secretary room;
Although there is some flexibility, ordinarily the final clearing of monies by the Treasurer at the canteen will occur at 6.30pm.
Bar
On a needs basis during match day afternoon/evening, the Treasurer will attend the bar and clear takings but leave “a float”. The Treasurer will conduct a progressive money count in the presence of the bar supervisor during this clearing process;
Upon conclusion of the count, the Treasurer will make a relevant entry in the exercise/ledger book (“the book”) in the presence of the supervisor;
The remaining float amount will also be recorded in the book;
The book entries will then be checked for accuracy and counter signed by the supervisor - that volunteer will print his/her name underneath the witnessing signature;
EPS data may also be referenced by the Treasurer during this initial clearing process;
The counted money will then be physically cleared by the Treasurer and lodged in the secure facility in the Secretary room;
The final clearing of monies by the Treasurer at the bar will occur after the bar has closed (times vary).
Communication Strategy
After formal Committee approval, the contents of this Policy shall be communicated to club volunteers via (a) OFCFNC webpage – “Club Information – Club Codes & Policies” and (b) hardcopy dissemination to key volunteers at the commencement of match day operations.
