The club treasurer is the volunteer who looks after the club's money, and the job through a season is more definite than the constitution makes it sound: agree the subs with the committee, send them out, record every payment as it clears, chase the arrears, pay the ground, the league, the insurance and the kit, keep the books so the accounts can be produced, report the position to every committee meeting, and present the year's accounts at the AGM, signed off however the club's status, its governing body or its bank requires. Most treasurers do all of that in a spreadsheet and a bank statement. This page sets out what a treasurer does in a club through the year, the figures the job turns on, and where the free club treasurer subs sheet on this site fits.
Before the season: set the subs and send them out
The treasurer's first job is the subs table: the fee for each tier, seniors, juniors, social, family, student, set against what the club has to pay whether or not the subs come in. The subs sheet on this site works the subs due, the fixed cost per member and the share of subs the club has to collect before its costs are covered, from the counts in each tier; that break-even share is the number the fee table should be argued from at the committee meeting, and the figure the reminders carry. Once agreed, the subs go out with the tier's figure, the date they are due and how to pay, and the treasurer's record starts with every member owing the season's figure.
Through the season: record, chase, pay, report
Every payment is recorded against the member with the date it cleared, whatever route it came by, so the paid-up status the coaches read is true and the arrears is a list of names rather than a figure worked from the bank statement. The treasurer chases the arrears on a schedule, pays the club's bills as they fall due and files the invoices, and reports the position to every committee meeting: subs collected, arrears, bills paid, the balance and what is committed. A treasurer who records as they go has the report in ten minutes; one who reconstructs it from the statement has an evening's work every month, which is why treasurers resign.
The AGM: the accounts, the sign-off and the return
At the year's end the treasurer produces the accounts: income by source, subs above all, expenditure by heading, the balance and the reserves, and presents them to the AGM with a recommendation on next season's subs. Whether the accounts need an independent examination, an audit or simply the committee's approval depends on the club's status; in the UK a CASC or a registered charity has conditions of its own and in the US an exempt club has the IRS's, and the treasurer is the person who knows which apply. The affiliation return to the governing body and the tax return, where one is due, are drawn from the same record, which is the argument for keeping it as a record rather than a spreadsheet.
Questions people ask about what does a treasurer do in a club
What does a treasurer do in a club, in one sentence?
Looks after the club's money: sets and collects the subs, records every payment, chases the arrears, pays the bills, keeps the books and reports the position to the committee and the AGM.
Does the club treasurer need to be an accountant?
No. The job is careful recording and honest reporting, and most club treasurers are neither accountants nor bookkeepers. Where the club's status requires an examination or an audit, an accountant does that part; the treasurer's job is to keep the record they will examine.
What is the first thing a new club treasurer should do?
Get the member list, the fee tiers and the paid-up status into one record they can read alongside the bank statement, and run the subs sheet on this site against it. The arrears figure it returns is the first thing the committee will ask about.