Checks
As the club transitions from our current status of one treasurer to one treasurer and one bookkeeper, the following changes
will be put in place. This year we have a little time to adjust and provide the support you need to continue the success of
our mission in providing area youth and adults with a positive environment in which they can learn the skills, camaraderie,
and sportsmanship of soccer.
Operating Account / Travel Teams
All deposits will be given to the treasurer. The treasurer will note the total amount of the deposit and forward it to the bookkeeper
for detailed entry into QuickBooks and actual deposit into the bank account.
Check requests should come via email to the LaGrange treasurer. The book keeper will issue the check and the treasurer will
sign the check and make it available as requested in the email. The choices are to let you know the check(s) is (are) ready for pick up
or the treasurer will mail it directly.
MPFC Chase / Middlepath FC
All deposits will be given to the LaGrange treasurer and a copy sent to the Middlepath treasurer. The LaGrange treasurer will note
the total amount of the deposit and forward it to the bookkeeper for detailed entry into QuickBooks and actual deposit into the bank
account.
Check requests should come via email to the treasurer and the Middlepath treasurer at the same time. The book keeper will issue
the check(s) and the LaGrange treasurer will sign the check(s) and make it (them) available as requested in the email. The choices are
to let you know the check(s) is (are) ready for pick up or the treasurer will mail it directly.
Concession
The afternoon shift board member will count the money and email the Fund Raising and Concession Coordinator and the treasurer with the
total amount counted. The Fund Raising and Concession Coordinator will email the treasurer, the bookkeeper and the same board member
with the amount to be deposited, and make the deposit directly.
The Fund Raising and Concession Coordinator will inform the bookkeeper and treasurer via email the details of any check(s) written.
The book keeper will enter the check(s) information into QuickBooks.
Referee
Check requests should come via email to the LaGrange treasurer from the Referee Coordinator or Middlepath team coach or designated team
administrator. All referee check requests from Middlepath should be emailed to the Middlepath Treasurer at the same time it is emailed
to the LaGrange Treasurer. The book keeper will issue the check(s) and the LaGrange treasurer will sign the check(s) and make it (them)
available as requested in the email. The choices are to let you know the check(s) is (are) ready for pick up or the treasurer will mail
it (them) directly.
For Travel home games only, a check from the operating account made out in the total amount of the request, will be made out to
LaGrange Soccer League, Inc., signed by the treasurer and deposited into the referee account.
The following payment methods will continue to be followed:
- MAPS for LaGrange Team-pay from team account
- MAPS for MIDDLEPATH pay from Middlepath Team Account
- ALL MAPS league teams must request the appropriate number of checks with the fee amount for their games via email to the treasurers.
- For spring and fall travel season start, the Referee Coordinator will be responsible for providing home team travel game schedule to the bookkeeper and the treasurer.
- The bookkeeper will issue checks for the LaGrange Home teams games per the EHYSL posted fee schedule (see attached for 2007 to 2011).
- For LaGrange Travel, U15 and above get three checks (Referee and two Assistant Referee amounts) and U14 and below use one check for Referee amount.
- The treasurer will sign the checks and distribute them.
- For all premier teams (ENYP, NERP) use three checks and for State Cup use three checks when specifically requested, regardless of age group, other wise issue one referee check in the amount appropriate for team’s age group.
- For High School divisions, pay the referee and two assistant referees at the U19 pay level, regardless of age group.
- For In house and Intertown pay referees once each month (from ref cards submitted) as requested by the Referee Coordinator.
Field Development
All deposits made per the sweeps described below. The treasurer will note the total amount of the deposit and forward it to the
bookkeeper for detailed entry into QuickBooks and actual deposit into the bank account.
Check requests should come via email to the LaGrange treasurer. The book keeper will issue the check and the treasurer will sign the check and make it available as requested in the email. The choices are to let you know the check(s)
is (are) ready for pick up or the treasurer will mail it directly.
At end of year there are sweeps into this account for:
Travel - $15 for each travel player registered. (Use LSS for the number of travel players)
Middlepath - $15 for each Middlepath player registered on the MPFC teams. (Use LSS for the number of Middlepath players)
Adult - Budgeted amount from Adult travel account to Field development
In House - $10 for each player registered (Use LSS for the number of players including Special Needs, Intertown & Intramural)
Concession – all but $5,000.00 will be swept to the Field development account each time the concession account reaches $10,000.
There are three Chase CDs at $50,000 each that are for this account. The amounts were taken from the FD account and we purchased CDs to increase the amount of interest being earned. My suggestion would be that each time the FD
account balance exceeds $65,000 we purchase another CD valued at $50,000.
Logistics
Bookkeeper
- Receives deposits from treasurer
- Updates QuickBooks
- Reconciles bank statements with QuickBooks
- Issues checks to treasurer
- Issues monthly reports for board meetings to treasurer
Treasurer
- Maintains PO box and mail as 99% of the material received is related to treasurer responsibilities
- Forward all non treasurer related correspondence to the Secretary
- Signs all checks and distributes them
- Reviews bank statements for deposit amounts
- Forward bank statements to bookkeeper for reconciliation
- Reviews reports from bookkeeper and presents to board members as part of his monthly report
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