[AGA-sc] [Fwd: Re: AGA Petty Cash?]

[Cheryl Rogers <cheryl@wilstream.com>]

I am forwarding a conversation Scott and I have had for your input. I dunno 
whether this would require a motion/vote.

Cheryl

-------- Original Message --------
Subject: Re: AGA Petty Cash?
Date: Fri, 8 Oct 2004 19:28:17 -0700 (PDT)
From: S. Hieber <shieber@yahoo.com>
To: Cheryl Rogers <cheryl@wilstream.com>

I don't have a problem with this is the rest of the Board
doesn't either.

Too difficult? Ha ha ha ha. ONly slightly more work for me.
More work for you though. You'll neeed to get a ledger book
(or spreadsheet) and you'll have to to record your receipts
(which I know you already do) and maintain a reconciliaton
of your receipts with your cash advance (fund) --
basically, recipts plus the cash balance should equal the
original fund amount -- money goes out, receipts come in,
and the total of the two never changes. When the cash
amount in the fund becomes low, you then forward the
receipts to me with a copy of a reconciliation up to that
date, noting the cash balance of the fund and the amount of
the receipts. I would then forward a check to replenish the
fund back to it's original amount. No worse than for you
than balancing a checkbook; in fact it's easier because the
the total never changes.

How much did you have in mind? And how often do you think
it would need to be replenished. I think, given the part
time nature of our jobs, we probably don't want to have to
replenish more often than once a month. Otoh, we probably
want to have a reconcilation for my files at least once a
month.

If you're happy with these suggestions, forward to this
note (or one of your choosing) to the Board.

Note that, if we get too many of these funds going, it
starts to get messy. So I'm only suggesting one fund
because of your relatively constant and ongoing expenses.
For the rest of us, our expenses are what accountant's
call, in that technically precise and inanimate language
that they use, "lumpy" (also known as Clarence, but only to
his parents ;-)  )


sh
--- Cheryl Rogers <cheryl@wilstream.com> wrote:

> Hi Scott:
>
> I don't know what the protocal is, or whatever, but I
> have a little problem.
>
> I am spending a lot of money (to me) each month on
> postage and so forth. It 
> would be more comfortable for me financially speaking, if
> I had a reserve 
> of a certain amount of AGA petty cash on hand to draw
> from for this 
> purpose. Could this be arranged? If it is too difficult
> then I understand.
>
> Cheryl


=====
Still some time left to get the 65% discount hotel rate.

The Annual AGA Convention, 2004, November 12-14.
aquatic-gardeners.org & gwapa.org

Speakers, 3 Focus Groups in two sessions each, plus Field Trip, Banquet, 
auctions of equipment and plants from some of the best companies, gardeners 
& nurseries in the hobby.




--
Cheryl Rogers, Membership
Aquatic Gardeners Association
http://www.aquatic-gardeners.org

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