Team Treasurer Responsibilities

This document provides guidance on how to perform the team treasurer duties.

The team treasurer is responsible to collect and disburse, track and report the funds required for the team to enter tournaments, pay for dry land training or power skating, facilitate team meals, gifts and celebrations.  In addition, the treasurer is responsible for oversight to ensure that CMHA respects the audit requirements of AGLC (Alberta Gaming and Liquor Commission). 

Bank Account Information

CMHA does require each team to open one team bank account at ATB within Chestermere. Accounts cannot be set up at any other financial institution as CMHA has decided to implement where teams bank accounts can be set-up to enable smoother transitions between accounts at year end. In order to open a bank account, you will need to bring with you an authorization letter from CMHA.  This letter provides the authority to open the account under our name.  Please contact the CMHA treasurer at treasurer@chestermereminorhockey.com to get an authorization letter.  The name on the team account should start with CMHA then the team level and number (E.g. CMHA U9 (Novice) 2; or CMHA U7 (Initiation) Orange).

To ensure complete transparency, treasurers must open a separate bank account to have all of the team money flow through that account. Personal bank accounts cannot be used for team funds. Depending on the wishes of your team’s leadership group, you may have up to two signatures on the team’s account, but this is not required.

Cheques are not required as the teams can use e-transfers. All community spirit accounts have a limit of 15 free transactions per month, e-transfers count as a transaction. After 15 transactions e-transfers are .80 cents per transaction. All incoming e-transfers are not counted as a transaction. 

 

Cash Management and Reporting Monthly Requirements: 

Team Treasurers must keep a detailed record of all fundraising revenue and expenses. This detailed record must be emailed to your team (including parents) by the second Monday of each month, with a cc to their respective Division Coordinator at U# (your division) @chestermereminorhockey.com.  

The report should be done in the excel sheet provided by the CMHA Treasurer and must detail all receipts and disbursements for the month, and it must include a cumulative season-to-date total of receipts and disbursements. Please contact the CMHA treasurer at treasurer@chestermereminorhockey.com for the sheet.

If the monthly financial report is not received by the Division Coordinator by the second Monday of the month, the outstanding item will be brought forward to the CMHA board for review at the monthly board meeting. The Division Coordinator will contact the team’s coach and manager.  If the report is not received within the week, teams may lose the right to fundraise. 

AGLC Responsibilities: 

Within 5 days of your raffle end date you must pay out any license expenses as well as winner(s) from your team account; the remainder of the funds from the licence (net proceeds) must be sent to the CMHA treasurer treasurer@chestermereminorhockey.com. These funds will be held until all other completed licence information as well as the required AGLC documentation is provided to the Fundraising Director fundraising@chestermereminorhockey.com. This includes but is not limited to ticket stubs, receipts and invoices for expenses, receipts and invoices for prize costs as well as screenshots of the team bank account records showing the e-transfer of the expenses going back to the person who paid them as well as an e-transfer to raffle winner if applicable. 

 

This will complete the licence requirements as well as initiate the transfer of funds from the CMHA non-gaming account so that your team may use the funds for Association approved expenses.

 

If it is found that any of our teams are not getting the required licensing for their AGLC  fundraising, it will result in your team's AGLC licenses being revoked.  

 

Cash Management and Reporting Yearly Requirements: 

Teams are permitted to raise a maximum of $5,000 (or $10,000 for PeeWee AA only) each season through fundraising, sponsorship, and association wide efforts combined. If the team raises in excess of $7,500 (or $20,000 for PeeWee AA only), teams will face repercussions. The team treasurer must provide a yearly budget to the CMHA treasurer showing the amount the team expects to raise and on what the team expects to spend. This budget must be received by November 15th and will be reviewed by the board. If the budget is not received by November 15th, teams will lose the right to fundraise. 

All money raised by the team must be used by the end of the season. You may refund cash calls only and divide and distribute the excess cash call to the parents. All fundraising monies must be spent by the end of the season as this money cannot be refunded to parents.  Any excess remaining must be donated to a charitable organization of the team’s choosing or to CMHA’s “short-handed fund”, which assists underprivileged CMHA families with registration fees for hockey. 

We require a zero balance account at the end of each season to comply with AGLC regulations.  A significant amount of CMHA revenue comes through gaming activities.  Therefore, all the disbursements can be audited.  If CMHA cannot produce appropriate documentation for expenditures, the association is at risk of not being able to hold raffles, casinos, and 50/50s.  This will increase the hockey fees for all CMHA families.

All final financial reporting along with receipts and bank statements must be submitted to the CMHA Treasurer at the end of the season by April 30th.

 

Additional Fundraising Information 

Individual teams are also permitted to raise funds through their own fundraising efforts in which an AGLC license may be required.  

You do NOT need a licence or AGLC approval for:

• cash calls

• silent auctions

• bottle drives

• receiving donations

• free giveaway contests

• fundraising sales – almonds, popcorn, meat, etc. 

 

You DO need a licence for:

• 50/50

• Sports draft pools

• Wine survivor

• Gift basket draws (west jet, toonie stick)

• Wine basket draws (no liquor license required) 

• Table draws

• Squares board

Please contact the Fundraising Director at fundraising@chestermereminorhockey.com to take out an AGLC permit. Only the Fundraising Director is authorized to take out AGLC permits on behalf of CMHA or a CMHA team. 

If you have any other questions, please do not hesitate to contact the CMHA treasurer at treasurer@chestermereminorhockey.com.