Nights away Session 8 cambridgeshire adult learning.
Transcript of Nights away Session 8 cambridgeshire adult learning.
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Nights away
Session 8
cambridgeshire adult learning
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finance
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Key objectives
• Undertake the appropriate administration before, during and after camps and residential experiences.
• Prepare and manage accurate budgets for camps and residential experiences.
• Describe how camp fees may be calculated and explain possible payment schemes.
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• Run a camp bank.
• List the rules of the association, as stated in POR, which apply to finances at camp.
• Describe a suitable system for the administration of finances at camp.
• Describe methods by which young people who cannot afford to pay for a camp might be able to be helped to attend.
• Describe a method by which financial information might be published for use of the interested parties.
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Rules for handling money
• No money should be processed through a private account.
• It is permissible to make legitimate purchases and then claim back the cost.
• Bank accounts and cheques must have more than one signature.
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budgets
• Identify all the sources of expenditure.
• Obtain costs from campsite and activities and so on .
• Allow a small amount for contingency funds.
• Assume a realistic number of people will attend the residential experience
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task
• In your groups discuss the following items:
• make a checklist of major budget areas to consider when drawing up a budget for a camp.
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Possible sources of expenditure
• Transport/travel• visits• depreciation of
equipment• recce visit• contingency fund• food • site fees• training
• Fuel (gaz etc)• activities equipment• activities• equipment (hire)• insurance• administration• prizes and badges
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benefits
• It allows everyone to know in advance how much it will cost.
• It helps identify expensive areas.
• It enables event leader to judge how finances are going during the event
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task• Discuss the different ways in which the
leaders might handle the spending money that young people will bring on camp ( consider all the sections). For example ,
• how much can be brought to camp?
• Who looks after the money?
• Do you set a limit and at what level?
• Should you advice on what they should buy
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Hardship fund
• A loan from the group.
• Part payment or full payment by helping at fundraising events.
• Camp bank scheme.
• General fund raising
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Camp bank
• It enables adults to hold money for young people whilst they are attending the event and set a limit for the amount of money that might be taken with them.
• It enables people to pay for their fees in installments that suit them over a longer period.
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task
• What should the approach be to any left over funds?
• Should it be returned to the parents or put into the section/group funds?
• What is the best way of agreeing this?
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Handling money
• Before the event:
• keep careful records of all income received (camp fees etc.). Particularly where payment is made in stages.
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Handling money
• During the event:
• keep a note of all expenditure, together with receipts (it can be helpful to cross reference both).
• It can be convenient to clear some expenses (such as food) by credit card where a cheque will only be accepted when it is supported by a cheque guarantee card
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Handling money• After the event:
• settle all accounts by cheque - recording each in your cash book/ledger
• produce a final balance sheet, clearly showing both income and major areas of expenditure.
• Arrange for the group treasurer to check the balance sheet and audit the accounts.
• For some major residential events, it may be useful to publish the balance sheet, so that families can see how the camp fee was spent