Treasurer Position Description

Purpose

Each AYSO Region has the privilege and obligation to manage its local financial affairs through a Regional treasury for which the Regional Commissioner (RC) is the responsible fiduciary. The Regional Commissioner must appoint a separate Regional Treasurer, for the specific duties of Regional treasury management.

The treasurer may not be a member of the Regional Commissioner’s immediate family or household. This practice is essential for creating the appropriate system of financial control with specific “checks and balances.”

The AYSO volunteer position of Regional Treasurer is intended to keep and safeguard all of the monies of the region and to have in their possession or control all of the Region’s cash investments, contracts, leases, and other financial documents.

Specific Duties and Responsibilities

The Treasurer is expected to to perform their duties consistent with the directions as detailed in the training, certification, and continuing education provided by AYSO for this position including the following:

On-Going or As Needed

1. Keep an accurate account of all money received and paid out in the AYSO accounting system of record (Quickbooks).
2. Comply with the AYSO Financial Policy.
3. Pay Region expenses by check, DIVVY card, or other approved means.
4. Obtain the Regional Commissioner’s or other signatory’s signature as required and issue checks to pay for the Region’s expenditures. All checks must be substantiated by a receipt, invoice, or other documentation.
5. Write the appropriate AYSO Chart of Accounts code in the memo section on the face of each check.
6. Deposit all the funds collected by the Region in the Region’s checking account.
7. Attend all Regional board meetings.
8. Attend all in-person registration events or assign volunteers who will attend and collect registration fess. Design a procedure for what will be done with the money during and after the registration process. The Treasurer and the Registrar should verify the amount of money that was collected in cash, checks and credit cards and reconcile the total amount against the number of registration received.
9. Respond to requests for financial information from time to time by the AYSO Office or the Area or Section Directors. Assist the person who has been assigned the task of reviewing the Region’s books and records including the Area Director, Section Director or the Area or Section auditor.
10. Verify that the Region has adopted written internal control procedures assuring adequate protection of Regional assets.
11. Develop investment and spending strategies to assist in long-term financial stability and value.
12. Immediately notify the Area Director, Section Director, and the AYSO Finance Department of any procedural violations or fiscal irregularities.

Monthly

1. Give a report of the funds, receipts, and disbursements of the Region monthly or at such other times as requested by the Regional Commissioner or by the Regional Board (including a Statement of Activity (Income Statement) and Statement of Financial Position (Balance Sheet).
2. Reconcile the checking and savings accounts and credit card account each month.
3. File all receipts, invoices, or other documentation in alphabetical order, by payee, and save them for at least seven years. They are subject to audit by government regulatory agencies and your Area or Section Auditors or the AYSO Finance Department.

Annually

1. On or before June 1 each year, assist the Regional Commissioner and Regional Board in the preparation of the annual budget.
2. Publish or make available to the Region's membership (depending on Region policy) the Region’s Statement of Activity (Income Statement) and Statement of Financial Position (Balance Sheet).

Transitioning Out

1. Turn over all AYSO checkbooks, documentation, records, receipts, invoices, to the Regional Commissioner when leaving the job.
2. Assist your successor to transition into the role as Treasurer.

Qualifications and Desired Skills

To be considered for the position of Treasurer, the applicant must:

1. Annually submit an AYSO Volunteer Application form;
2. Pass the AYSO screening and background check;
3. Have skills in finance, bookkeeping, and accounting;
4. Be honest; and
5. Be detail oriented.

In addition to the above requirements, each member of the Region’s Board of Directors (including the Regional Treasurer) must complete SafeSport and, in California, undergo a Live Scan background check (including fingerprinting.

Depending on the  volunteer’s other volunteer positions and the state where located, a volunteer may be required to be fingerprinted or complete Concussion Awareness Training and Sudden Cardiac Arrest training.  Where not required by state law,  Board Members are strongly encouraged to also complete Concussion Awareness and Sudden Cardiac Arrest training.  You should confirm with your Region which requirements apply to you.

The Regional Treasurer must be thoroughly familiar with the contents of this Treasurer Manual, the AYSO Financial Policy, and the Regional Treasurer Position  Description and must strictly follow all of the procedures and meet all of the specified deadlines.  You will also want to have access to the (1) AYSO Reference Book, which contains the AYSO Bylaws, National Rules & Regulations, National Policy Statements, Region Operating Procedures, and other governing documents, and (2) AYSO Standard Policies and Protocols that are specific to your Region.

Supervision Protocols

While performing as the Treasurer, the volunteer is:

1. Subject to the bylaws, rules, regulations, policies, procedures, and guidelines of AYSO;
2. Under the overall authority of and directly supervised by the regional commissioner,
3. To maintain the recommended adult to child supervision ratio of 1: 8 or less; that is one adult for every eight or fewer children and two adults (one of whom may be the coach and one of whom should be of the same gender as the group) present at all times. For the protection of both the children and the volunteer, no volunteer should permit himself or herself to be alone with any child or group of children (except his or her own) during AYSO-sponsored activities.

Time Commitment

Time commitment will vary depending on Region size and length of playing season(s). For the typical AYSO Region, the Treasurer will devote about 8 hours per week per playing season.

Orientation, Certification, Training, and Continued Education Provided

To prepare a volunteer for the position of Treasurer, AYSO will offer the following educational opportunities that the Treasurer is expect to take advantage of and participate in, as appropriate:

1. Orientation by the Regional Commissioner - 1 hour;
2. AYSO"s Safe Haven Certification - 30 minutes;
3. Safe Sport Certification - 2 hours;
4. Treasurer Training - 1 ¼ hours;
5. Dispute Resolution Training - 1 ¼ hours;
6. Due Process Training 1 ¼ hours;
7. Various workshops at the annual EXPO

Activity Locations

While performing the duties of Treasurer, the volunteer is limited to the following locations, unless expressly authorized in writing by the Regional Commissioner to hold activities in another location.

1. Regional board meetings;
2. Area meetings;
3. The annual EXPO
4. Assigned field locations;
5. Assigned classroom locations; and
6. Independent work at home alone, in committees of adults, or in a properly supervised situation with children.