January
– Check mail in early January for donations that were for the previous year. If the donations are post-marked on or prior to Dec 31, then they get receipted for the prior year. For any donations received in January – keep the envelope as proof that the post-mark was on or before Dec 31.
– Provide a damage deposit cheque to the venues as required. A reminder will likely come from another committee member to do so.
– Ensure there are enough donation envelopes and cash envelopes. Vistaprint has produced these items for us in the past.
February
– All donation receipts from the prior year need to be sent to donors by February 28.
March
– Before festival week:
o Get per diem cash for adjudicator suppers (if needed). This is usually discussed and determined at the last festival meeting before festival week.
o Prepare a cheque for the piano tuner.
o Get a cash float (especially if cookie and water sales take place)
o Get the cash box ready with the float.
o Prepare the envelopes for donations, food sales (if applicable) and program sales. There only needs to be one envelope per day/ per location.
o Order cash for scholarships from the Martensville Affinity Credit Union. You can receive a list of the awards from the Scholarship and Awards committee member.
– During festival week:
o Pick up cash from the bank for the scholarships
o Prepare cheques for adjudicators
o Keep invoices for any expenses being claimed for Community Grants – one of which is due March 31, so a quick turnaround is necessary.
April
– Deposit, record and reconcile all cash that was received.
– Prepare donation receipts for all donations received during festival week.
July
– June 30 th is the festival year-end, so finalize and reconcile the books as soon as the June bank statement is received. The Quickbooks financial statements need to get to the accountant so they have time to prepare the year-end before the AGM.
August
– Discuss investments with the Martensville Affinity Credit Union and prepare suggestions for them at the September meeting. Many are up for renewal in October.
September
– Ensure you have received the year-end financial statements from the accountant prior to the AGM.
– Prepare the revenue and expense forms to be submitted to the SMFA.
October
– Prepare the charity return for the CRA
December
– All donations received on or before Dec 31 need to be receipted for this year (ie. If received on or before Dec 31, 2023, then the receipt is for the 2023 tax year).
Continuous:
– Check mail every 2-3 weeks. PO Box 22 in Dalmeny.
– Issue cheques for all outstanding accounts and have a supporting invoice for each.
Other duties as assigned.