TREASURER’S RESPONSIBILITIES

  1. Keep an accounting of all financial transactions relating to the planning and implementation of the local county Wisconsin Farm Technology Days Show. These records are to be kept on Quick Books using a template provided by the General Manager. Deviations from these templates should not be made without consulting the general manager. Uniform accounting procedures are required for audit accountability, as well as assist future counties in developing county budgets.
  2. Work with the Executive Committee to develop and administer a budget.
  3. Develop a “voucher” system to be used by committee chairs for submitting invoices and other requests for payments.
  4. Work with the Executive Committee to establish county policies relating to all financial transactions.
  5. Work with the Admissions Committee to arrange for startup money each show morning and money management at the end of each day (money counting and bank deposit)
  6. Make arrangements for ATM machine(s) and manage as needed.
  7. Serve as Executive Committee liaison to Admissions Committee.
  8. Work with Food Committee to arrange for startup money each morning and money collection and deposit each show day.
  9. Be sure the 501c5 tax exempt number and tax ID number are available and used properly.
  10. Work with the Exhibit Coordinator to collect exhibitor lot/booth rental and other fees (pre-show admission fee, fees for show services such as wood chips, electricity, insurance, post holes or mowing).
  11. Facilitate credit card processing at headquarters before and during the show.
  12. Prepare documents for audit to be available for WFTD accountant about 6 months after the show.

Sources of income:

1 .Monetary sponsorships

2. In-Kind sponsorships (not included in accounting system)

3. Sale of items (clothing, cookbooks, commemorative tractor, etc.)

4. 70% of all lot and booth sales (including arts and crafts booths) (30 % to WFTD, Inc.)

5. 50% of all visitor and exhibitor admission fees (50 % to WFTD, Inc.)

6. 100% of supplemental sales to exhibitors (chips, electricity, liability insurance, etc)

7. 100% of food and beverage sales

Expenses: (in addition to those accrued directly by the county)

(Dollar amounts shown are rough approximations)

  1. Services of exhibitor coordinator – due Oct. 1, the year prior to the show ( approx. $28,000) and 70% of bonuses earned due Oct. 1 of the show year.
  2. Payment to electrical contractor - $10,000 due 30 days before the show, balance at the end of the show (total of both payments – approx. $30,000)
  3. Payment to tent contractor for all tents, tables and chairs, skirting, etc. – 50% due 90 days prior to the show, balance at end of show – (total of both payments for food tents approx. $24,000) (total of both payments for all others tents approx. $120,000).NOTE: County pays for all tents except those ordered by exhibitors
  4. Payment to supplier of generators – contracted by county – (approx. $30,000)
  5. Liability Insurance – due at the end of the show – (approx. $35,000)
  6. Accident insurance – due a few weeks prior to the show – (approx. $1,000)
  7. Admission tickets (if tickets are used)– payable to Exhibit Coordinator (approx. $5,000)

MJG/2/1/15