The Finance Committee of a School or College Association By Edith Helmer The Finance Committee of a School or College Association By Edith Helmer Student Secretary for the North Central Field Committee National Board of THE Young Women’s Christian Associations 600 Lexington Avenue, New York City 1916 Note: This leaflet has been prepared primarily for the student Associations which do not employ secretaries, and the budgets of which range from $50 or $100 to $1,000 a year. The Finance Committee of a School or College Association By Edith Helmer !• The Purpose and Plan of the Finance Committee Is the making of the will of Christ effective in the lives of people related in any measure to the money which is raised and spent in a Christian Association? Money and the Christ life—how are they related? What has the Finance Com¬ mittee to do with the coming of the Kingdom of God? Does the living of life on the college campus after the manner of Jesus Christ depend at all upon the money which climbs into the Association treasury, and, more than that, upon the way in which it pours back again through the activities of the various committees into the lives of girls? Finance and the making real of the Father-love of God! When do they touch each other, and how? Can they ever be as cause to result ? One day a postman carried a Christmas greeting with an invitation to a Christmas service to a lonely girl. With a strange comfort in her heart she slipped for the first time into an Association meeting. That night was born a pur¬ pose to know better the Friendly Person who one time walked with folk along a country road in Galilee and who today is walking campus paths in friendly hearts. Investment? One small printed card and three cents, one envelope, one half cent, a one-cent postage stamp; and through them, extended friendliness and interest. Returns? Heart warmth, new purpose, Christ-like living. The purpose of the Finance Committee is not primarily the making of money, not alone the application of approved 3 business methods, nor the collection of membership fees and benevolences. These are means and necessary methods, methods which are sometimes humdrum, but which always may be glorified with the radiance of their purpose. To lead girls into a knowledge of Jesus Christ, to help them live life in his way, to point them through Him to the Father God, to make it possible for other girls to know Him—this is the mrpose of the Finance Committee, as it must be the purpose of every other committee of the Association. II. The Formation of the Committee Immediately following the election of officers in March, the new president in selecting her cabinet will have named among its members the chairman of the Finance Committee. To¬ gether the president and finance chairman should select the other members of the committee. This early appointment allows sufficient time for the training of the committee and for closing the year’s accounts in good shape. Early organi¬ zation of the committee should assure the strongest kind of work, from the day college opens in the autumn until the day in the spring following when the committee’s term expires and its successor is appointed. Chairman .—The chairman should possess the qualities of strong leadership, good business ability, a willingness to co-operate with others and, above all, devotion to the spiritual purpose of the Association. She must accept the responsi¬ bility of financing in an adequate and dignified way an Asso¬ ciation whose purpose is far-reaching and whose influence is immeasurable. She must have faith in the willingness of g rls to support, if the proposition is clearly presented to them, an organization which has a high purpose and which stands upon a good business basis. Treasurer .—It is desirable in the larger Associations, although it is not necessary in smaller ones, that the chair¬ man of the Finance Committee and the treasurer of the Association should be different persons. The treasurer should 4 unquestionably be a member of the Finance Committee. She must be accurate, methodical, businesslike and must have a fair knowledge of simple bookkeeping. Such knowledge may be easily and quickly acquired immediately after her election to office, if it is not one of her previous assets. Members. —Committee members should not be chosen at random. Resourcefulness, quiet persistence, faith in people, business ability, and understanding of and devotion to the purpose which glorifies all methods must characterize each member of the committee as well as its chairman. The number of girls serving on the committee will vary naturally with the size and the subsequent needs of the Association. As a whole it should be as representative of the entire student body as possible. Training of the Committee. —Immediately after the forma¬ tion of the committee should come a period of training. Thorough preparation is indispensable to efficient finance work. Such training should include: 1. Careful and detailed study, of the current budget, to ascertain the reason back of every item in the budget. 2. Study of the application of the budget to the actual receipts and expenditures of the year which closes in June. Where did the budget fail to cover, or more than cover, the actual receipts and expenditures? 3. Study of the local student community in relation to the amount of money which can be raised, and to the best methods of raising it. 4. Study of “The Association Hand-Book” for knowledge of the whole Association movement and of the responsibility and obligation of the local student Association to the great work of the National organization which is carried on through the National Board, its Field Committees, the World’s Committee and the Foreign Department. 5. Familiarity should be established at once, if it does not already exist, on the part of each member of the committee as regards The Association Monthly and The North American 5 Student. Such familiarity should be uninterrupted during the year. 6. Consultation with the advisory committee is most important. They should be consulted not only concerning the drawing up of the policy and the budget, but frequently during the year, concerning the actual progress of the work. The chairman of the Finance Committee may appoint one or more sub-committees if she thinks wise. The assignment to individual girls, as sub-chairmen, of definite responsibility for certain pieces of work is usually desirable. (See para¬ graph on Committee Organization, p. 10.) All plans suggested by such sub-committees must be pre¬ sented to the Finance Committee for approval, and having been approved, may be put into execution. III. Responsibilities and Work The Finance Committee, in accordance with its purpose, has grave responsibilities. The Association ideal must be accomplished. What means will be needed, in order as nearly as possible to fulfill the purpose? What are the chief sources of receipts? By how much will this income have to be supplemented? What disbursements are essential to strong Association life? Some plan of action is needed. Policy A policy is as necessary to clean-cut committee work as a pattern is to a well-cut gown. It should be framed as soon after the formation of the committee as the necessary infor¬ mation has been acquired, and should include everything which the committee intends to accomplish during the year. Perish the handed-down policy! A new policy every year, built upon last year’s policy and stepping out toward next year’s policy, is the rule. Perish also the policy tucked away in the secretary’s note-book, which does not see the light of day from the beginning of the year until the end! Printed in attractive form, it should be a part of every committee 6 member’s personal belongings, woven into her every-day life. Such a policy, so used, will accomplish its end. Budget The full financial responsibility can be clearly faced only through the preparation of a budget; this is absolutely indis¬ pensable to a Finance Committee. The budget is an estimate of the receipts and expenditures of the local Association for a coming year. A budget saves time, money and energy. It means a thoughtful, thrifty handling of the money with which the committee is entrusted. It makes possible good stewardship. It should be prepared by the Finance Committee after a care¬ ful study of the budget of the preceding year, and a compari¬ son of that budget with the actual receipts and expenditures for the year. Each committee’s needs should be determined by consultation with various chairmen and new items may be introduced or gifts increased. The budget should be made to cover a college year, Sep¬ tember to June, inclusive. The fact that the term of service for the treasurer and finance chairman begins and ends in the spring does not make any material difference. After the budget has been presented by the Finance Com¬ mittee to the cabinet and has been approved by the cabinet, it should be presented with full explanation to the Association for adoption. It is suggested that the budget be published in the college paper after its approval by the cabinet, but before its discussion and adoption by the Association, and that after its adoption a copy be put in the hands of every Association member. The adoption of the budget by the Association gives the committees the right to proceed in their expenditures as the budget indicates. It becomes the duty of the Finance Com¬ mittee to watch committee expenditure and to see that it keeps within the prescribed allowance. Failure to secure the amount of money anticipated by the budget means, of course, a reduction of outlay. 7 The following is a simple, practicable, and comprehensive form of budget: Student Budget (September to June) Estimated Expenditures 1. Gift to National work .. (40% of student fees) 2. Local adminis¬ trative expense . (60% student fees) (other member¬ ship fees) . General expense . Membership . Voluntary Study. Finance . Religious Meet¬ ings . Social Service . Social . Publicity . 3. Gift to foreign Associa¬ tion work, other mis¬ sions or benevolences 4. Conferences and con¬ ventions 5. Balance on hand ( June) Total If the items covered by No. 2 under “Receipts” balance the items covered by No. 2 under “Expenditures,” etc., it is clear that at the close of the year there will be a surplus which is approximately equal to the balance on hand in September. It is suggested that in practically every case the 60% of the student and faculty membership fees, increased by the contributions from the honorary members, shall take care of all local administrative expense. Each Association committee is entitled to an appropriation which will cover the work for the year. The request for such an appropriation, made after careful consideration of the year’s policy, should be presented promptly by the committee chairman to the Finance Committee. 8 Estimated Receipts 1. Balance brought forward (September) 2. Membership Student fees Faculty fees Honorary members’ contributions 3. Systematic Giving and personal pledges 4. Receipts from special efforts or from un¬ usual sources Total Basis of National Support Our National organization has been called a great family. Privilege and responsibility are always accompaniments of family life. Certain financial obligation, which is also a privilege, devolves consequently upon every local student Association, an obligation which should take the form of a voluntary gift to national work, advisory and extension, in accordance with the standard of support which has been adopted by the national organization of the Young Women s Christian Associations. This standard for student Associa¬ tions, sanctioned by the Association representatives in the Indianapolis Convention in 1911, states that a yearly con¬ tribution amounting to 40 per cent of the student membership fees covers adequately the obligation of the local Association to the national organization. This amount should be for¬ warded through your field office. This method is really effective from the point of view of relating the individual girl to the movement as a whole, when every Association member understands the basis of support and therefore voluntarily makes her contribution in accord¬ ance with the standard. It may clarify matters to explain that the membership fee of $1.00 is divided approximately as follows: 60 cents—Administration of local work 24 cents—Administration of Field Committee work 09 cents—Administration of National Headquarters work 07 cents—Administration of World’s work The Finance Committee should as speedily as possible comply with this standard of support. It will probably be advisable each year to send two distinct pledges and corre¬ sponding contributions to the field office, the first based upon the paid membership at the close of the autumn membership work, the second based upon the additional paid-up member¬ ship at the close of the school year. Item No. 4 under “Expenditures” should include: 9 Conferences Summer Field or sectional State Student Missionary or Student Volunteer National Conventions Young Women’s Christian Associations (triennially) Student Volunteer Movement (quadrennially) Meetings—Annual members at Field Headquarters Item No. 4 under receipts allows for the appeal for addi¬ tional support which may be necessary under unusual cir¬ cumstances. Sources from which such financial help may reasonably be expected are the students, alumnae, faculty and friends of the college. Committee Organization The responsibilities for the year having thus become clearly defined by the policy and the budget, the committee work will be along three general lines, which suggests the following logical committee organization: The duties of the chairman are as follows: To call, and preside over, all meetings of the committee. To supervise the work of the sub-committees. To turn over to the treasurer, personally or through the members of her committees, all moneys received, carefully accounted for in writing. To present the budget to the cabinet and the Association for sanction and adoption. To present a monthly written report to the cabinet, includ¬ ing recommendations for disbursements. To turn over the treasurer’s books to the auditor at the close of her term of service. To present an annual written report to the Association. The sub-chairmen. A. The first sub-chairman shall be responsible for the col¬ lection of membership fees. B. The second sub-chairman shall be responsible for the collection of all pledges, systematic or otherwise, to home or foreign benevolences and missions. This may or may not 10 include co-operation with other committees in a joint presentation of appeal. Co-operation is usually found to be advisable as it prevents duplication of appeals and gives added strength. C. The third sub-chairman shall be responsible for the supervision of all affairs which are promoted for the purpose of money making. It is wise to have the same committee member collect both the membership fee and pledge from an individual Associa¬ tion member. Sub-chairman A and B may co-operate easily in this effort. Chairman Sub-chairman A | an y number of Sub-chairman B r girls Sub-chairman Cl Treasurer—ex-officio member of committee. The treasurer, being a regularly elected officer of the Asso¬ ciation, is of course a member of the cabinet—even if only a member of the Finance Committee and not chairman of it. Her duties are as follows: To keep a careful, accurate account in good business form of the money at the disposal of the Association. To make weekly deposits of all money received, in a specified bank where the account shall stand in the name of the Association and that of the treasurer for the current year. Upon the appointment of a new treasurer the bank should be instructed to honor the new signature. To pay by check all bills which have been voted by the cabinet and duly signed by the president. To make a monthly written statement to the cabinet, of all receipts, disbursements and accounts payable. To balance the accounts once a month and verify them with the bank balance. To be accessible regularly each week, at a stated time and place, to the members of the committee who may wish to turn over money collected and present receipt books for approval. 11 A petty cash account, if deemed advisable, may be opened by the treasurer for the settlement of such bills as are payable upon presentation, such as for express or tele¬ grams. Bills too small to be conveniently covered by checks may be paid from petty cash. An exact statement of petty cash expenditures must accompany the monthly statement of the treasurer. For information regarding the opening of a petty cash account, see paragraph on Good Business Methods. Program for a Year of Committee Work A normal year’s program for a Finance Committee will be somewhat like the following: Spring—after committee has been formed Committee training Formation of the policy Preparation of the budget Submitting of the budget to the cabinet and the Association Finishing the year’s work Autumn and Winter Collection of membership fees Collection of pledges to missions and benevolences Auditing of books Annual report Special efforts for raising money may be undertaken at any time during the year. “Un-Commercialized” Membership There is need to get away from the old, erroneous idea that membership in the Association depends primarily upon the payment of the membership fee. Membership is a privilege which should never be purchasable. The dollar contribution from each member should partake of the nature of a voluntary gift of standard size rather than of an exacted fee. Some few Associations are urging their members to make contributions, not limiting them to the usual one dollar fee. In such cases they base their contribution to national work on forty cents per member. Many Associations find that having' a Pay Day is a helpful method of collecting mem¬ bership fees. 12 Upon the Finance Committee rests the responsibility for using methods of collection which will contribute to a right attitude toward and understanding of membership. A girl who is approached by a member of the Finance Committee should always be made to feel: 1. That her sympathetic membership in the Association is of far more value than her dollar in the treasury. 2. That there is a certain privilege in membership which is also an obligation. 3. That her contribution in the form of a fee makes pos¬ sible a local and National and World extension of the organ¬ ization which purposes to hasten the coming of the Kingdom of God. Systematic Giving Every member of the Association should be given an opportunity early in the year to share in the support of the mission work or the benevolent enterprise which the Asso¬ ciation has undertaken. The approved method of sharing in such support is Systematic Giving, which includes obviously. 1. Pledge of a stated amount per week or month for a specified period. 2. Weekly or monthly payments of the pledge. The real value of Systematic Giving as a method lies essen¬ tially in its reaction on the giver, in the development of her strength of will, in the increasingly regular mindfulness of the work of Christ’s Kingdom in which she shares, in the enlarging of vision and the deepening of interest. There are frequently certain difficulties in the way of a weekly or monthly collection of Systematic Giving pledges by the Finance Committee. The principle of Systematic Giving requires not the weekly or monthly collection of the pledges by the committee, but the regular setting aside by the individual girl of the amount pledged. The total pledge may be gathered by the committee in one or two collections during the year, if so desired, or a strong box may be conveniently placed where a girl may deposit her gift. 13 Money-making Enterprises Occasionally during the year it may be necessary to resort to some special method for money-making as suggested in item No. 4 under Receipts in the budget. Two rules may well be observed: 1. One large, worth-while event requires less expenditure of time, energy and money, and nets better returns, than a number of small affairs. 2. The character of the affair should always be in harmony with the dignity of the Association and the spirit of its purpose. Good Business Methods Determined effort should be made to establish the Associa¬ tion upon a good financial basis and insure the use of the best business methods. The bookkeeping outfit with which every treasurer should be equipped includes a substantial, permanent treasurer’s book, carbon copy receipt books, bank book, check book, and, most important of all, a working knowledge of simple book¬ keeping. All money received should be entered in due form in the treasurer’s book and deposited in the bank. Receipts should be given for all contributions received. All bills should be paid promptly by numbered checks, unless it seems desirable to open a petty cash account from which small bills may be paid. To open a petty cash account a check may be drawn to the order of petty cash for a stated amount agreed upon by the Finance Committee. From this allowance the treasurer may pay small items of expense, rendering a monthly account of such disbursements. The total amount expended monthly may be replaced by a check for that amount to petty cash. Checks should be written only in payment of those accounts for which written statements have been presented. After payment, such statements should be kept on file. 14 Cancelled checks should be attached to the corresponding stub and filed. Vouchers should be filed alphabetically or numerically. Tradesmen with whom the Association does business reg¬ ularly should be paid monthly by check on receipt of monthly statements from such tradesmen. The treasurer’s book should be balanced once a month and verified by comparison with the bank balance. Written monthly reports and statements, together with the annual report and statement, should be filed in the secretary’s book. Books should be audited at the close of each Association year by the college auditor or by the person agreed upon by the cabinet and the faculty adviser or advisory committee. Neatness and accuracy are qualities indispensable to every member of the Finance Committee. IV. Committee Meetings Effective finance work necessitates regular monthly com¬ mittee meetings throughout the year. The chairman is justified in assuming the regular and punctual attendance of every committee member. Time is precious. The program should be prepared in advance. Do not shilly-shally through the meeting. Be businesslike and to the point. Adjourn promptly upon com¬ pletion of the business in hand. Have some member appointed to act as secretary for the committee and keep full record of all actions taken. An increasingly efficient committee is an increasingly intel¬ ligent committee. A part of each committee meeting hour should be devoted to study: study of the spiritual purpose of the Association and of the way in which that purpose is being realized on the campus; study of the local situation in order that the plans made and the methods used may grow out of a thorough and sympathetic knowledge of the girls; study of the National and World’s Association movements and of all related movements that the relationships may be real and 15 not perfunctory; study of the work and of the workers in the foreign field for which the Association has assumed definite responsibility. No matter how hurried or how short the time, never omit or pass hastily over the time for quiet thought and prayer at the beginning or close of the meeting. Unmeasured re¬ sponsibility for making possible the fulfillment of the purpose of the Association rests upon the Finance Committee and its members need to pray much, both as a group and as indi¬ viduals, that they may know how to spend wisely and to the end that the coming of the Kingdom may be hastened. Close co-operation should exist between the Finance Com¬ mittee and the other Association committees. Team work between committees is as valuable as team work between individuals. V. Thrift and Efficiency Thrift? Balanced living, thoughtful investment in money and moral values, good sense, good taste, good handling of all one's resources, whether they be material or spiritual. Efficiency? The best use of the powers of body, mind and spirit measured against the one hundred per cent perfection standard which Jesus Christ Himself attained and which He set as the goal for those who follow after Him. Realizing the need of American college women for balanced living, which is the thrifty use of all that one is and has, and the attainment in the use of all natural and acquired qualities and powers of an efficiency which approaches Jesus' standard of perfection, the Finance Committee shall: 1. Strive individually and as a committee to be increasingly thrifty and efficient. 2. Study the reports of the Commission on Thrift and Efficiency. 3. Co-operate in the promotion of the study of Thrift and Efficiency among college women. 4. Present annually at an open meeting both personal and Association finance as a spiritual asset. 16 STUDENT LEAFLETS For Universities and Large Colleges Advisory Committee. Bertha Conde. 10 cents. Association Membership and Church Work. Bertha Conde. 10 cents. Association Meetings. Oolooah Burner. 10 cents. Association News Committee. Edith Dabb. 5 cents. Bible Study Committee and the Voluntary Study Plan. Ethel Cutler. 10 cents. Cabinet, The. Bertha Conde. 5 cents. World Fellowship (for the Missionary Committee). Mar¬ garet Burton. 10 cents. Conferences and Conventions Committee. Louise Brooks. 5 cents. Finance Committee. Blanche Geary. 5 cents. How to Promote Eight Week Clubs. Mabel Stone. 5 cents. How to Realize Our National Association Membership. Eliza R. Butler. 10 cents. For Colleges, Seminaries and Academies The first six leaflets listed above, and “World Fellowship,” “Conferences and Conventions Committee,” “How to Pro¬ mote Eight Week Clubs,” and “How to Realize Our National Association Membership,” as listed above. In addition: Committee Work in Small Associations. Eleanor Rich¬ ardson. 5 cents. Finance Committee in a School or College Association. Edith Helmer. 10 cents. Social Service Committee. Eliza R. Butler. 5 cents. Year’s Outline for Religious Meetings. Oolooah Burner. 10 cents. -Nater As the cost of each of these lists totals $1.05, a packet of each will be sent for $1.00. Watch The Association Monthly for announcement of additional leaflets during 1916-17. Order from Publication Department National Board of the Young Women’s Christian Associations 600 LEXINGTON AVENUE, NEW YORK