MFS Doorkeeper Notes
The Monaro Folk Society thanks you for volunteering, and wants you and the folk you are greeting to enjoy the night. Your main job is to make them feel welcome and glad they came.
You will Need
Depending on the event, you may need: Cash box, hall key, pen, clipboard, raffle tickets book for each price with previous stubs thrown away, Triplicate Receipt Book, and cash float.
You may wish to bring a torch, and please ensure that you have emergency point of contact details for the venue owner and the committee running the event. Your Door Roster Manager will be happy to help you with anything you need.
There should be arrangements in place for the key to open up and lock up, if this is needed.
Make sure that you know the entry prices and have a sign stating the prices.
Please refund money in full to anyone who finds the event not to their complete satisfaction, along with an invitation for them to come back to MFS activities again. They may for example feel that there are not enough other people in their age group, in which case while refunding their money you may wish to suggest that they get together a group of their friends and try again some other time.
Refunds on the same night are straightforward - their own money is given back, their attendance is not counted, and they simply don't appear in the books.
Tear out and throw away previous night's raffle ticket stubs. Entries receive a raffle ticket from the book marked with the price they paid. Free entries do not receive a raffle ticket, but please see "Dance Financial Return" statistics below.
A receipt is issued for all other receipts apart from door admission covered by raffle tickets. Please issue a receipt for memberships, ball ticket sales, etc. Write the receipt number, date and amount clearly on the membership form.
The receipt book receipts are in triplicate, with the top copy (white) for the purchaser, second copy (pink) for the MFS's records (see "Banking" below), and the residual copy (yellow) left in the receipts book.
Please note that the society does not accept debit or credit cards. On-line payments may be made via Direct Bank Transfer, otherwise only cash or cheques are accepted at the door.
A membership application must be filled in by the applicant and a receipt given by the doorkeeper. Please double-check that the date and amount paid is clearly shown on the application form, and that new members joining in late December through to March only pay half the annual fee. People joining in April to June pay the following year's fee and receive free membership for the balance of the current year. Please see the application form for details.
Dance Financial Return(DFR)
For dance events, please use the Dance Financial Return as described in the MFS Dance Doorkeeper Notes.
At all events, please take a note of
- No. of tickets at each price
- Free entries - names or numbers and reasons
- Takings of each type and total takings
If someone else is banking the takings, they will give you a receipt for the proceeds at 10:30pm or at a time as arranged. They will also take care of membership forms and pink duplicate (MFS Copy) receipts, as per "Banking" below.
Please email the statistics and amount to be paid in to the committee running the event, CC the Treasurer and Bookkeeper.
You can pay cash takings in by keeping the cash and electronically transferring the same amount to MFS by electronic funds transfer, or by paying-in to the MFS account at a Westpac bank branch. The bank account details are available from the MFS Treasurer, Bookkeeper or President. Please see Contact Details. Note that there are Westpac branches open on Saturday mornings - see http://www.nowwhere.com.au/westpac/locator/Australia/default.aspx. Select "Branch", in "Australian Capital Territory", town=Canberra, and tick "Open Saturday and extended trading hours"
Cheques can be paid in at a Westpac bank branch or sent to the Bookkeeper.
Please email full details of Pay-ins - date, amount, and breakup of the money paid in - door takings, memberships, etc.
TO: Bookkeeper and Treasurer: treasurer(at)mfs(dot)org(dot)au and mfs-accounts(at)googlegroups(dot)com>
CC: Your Organising Team
SUBJECT PREFIX: MFSDFR
Please note that the Treasurer is the primary point of contact for matters financial. The Treasurer is assisted by bookkeepers appointed by the MFS Committee. The Treasurer takes care of policy and reporting matters, and the bookkeepers keep all records and reconcile the books and bank accounts. You will need the mail address of the Bookkeeper, available by email from mfs-accounts(at)googlegroups(dot)com>.
The Bookkeeper will act on your email and the Treasurer will file a backup copy to be used in the case of reconciliation or handover problems for example.
If you are
(1) able to scan and email membership and other paper forms received, or if there are no forms, and
(2) willing to deposit cheques to the MFS account at a Westpac branch, or there are no cheques
then you can electronically process the takings, and send any paper originals for filing next time you are writing, or as a batch. It's your choice entirely, between this option and the option of sending paper to the Bookkeeper for processing.
Under this option, write "emailed to Treasury Team [date] [Initials]" on the forms before scanning them.
Include in the email above, a list of receipts issued - receipt number, date, amount, description. Attach a facsimile scan of membership forms received. The Dance Financial Return or other covering return can be entered into Open Office or Miscrosoft Excel XLS file and saved and attached, or scanned and attached.
If any receipt numbers are not used, eg because of spoilage, please advise the bookkeeper by email.
Batch up the paper originals and send them to the Bookkeeper eg next time you are writing or as a batch.
You can either pay cheques in to the MFS bank account along with cash, as above, or send them to the Bookkeeper.
Send all paperwork along with cheques if any, and duplicate ("pink") copies of the triplicate receipts issued, to the Bookkeeper.
Send an email as above indicating what has been paid-in and what has been mailed to the Bookkeeper.
If anything that is not covered in the notes requires decision then feel free to make your own judgement calls, remembering that the aim is to encourage participation.
If the matter is major and you need advice please contact a member of the committee running the event.
Forms & Instructions
You can download these instructions from http://www.mfs.org.au/wiki/index.php?title=MFS_Doorkeeper_Notes The forms may be downloaded - please see the Index in the public web site for the membership form, and the Index in the Members' web site for the Dance Financial Return (DFR), an internal-use only form.
Content Manager: MFS Committee; Status: Confirmed by MFS Committee 10Feb15.Website Hosted by Ask Charly Leetham