To ensure the financial health of the organization
Boards are entrusted with four key financial responsibilities:
1. To ensure that there are adequate financial resources for the work of the organization. This
responsibility can involve fundraising, if necessary.
2. The board oversees financial expenditures and is accountable to funders and the community
for the management of funds received.
3. The board must manage the organization's assets to protect its future.
4. The board is ultimately liable for the financial situation of the organization; it needs to ensure
financial controls are in place.
The above responsibilities apply to the entire Board- not just to the Treasurer or Finance Committee.
The allocation of financial and human resources is the tangible expression of the board’s priorities and values. To ensure that the budget reflects the goals of the organization, board members should develop policies and monitor finances in three basic areas:
1. Financial management
Approving and developing the annual budget
Developing financial controls and procedures
Establishing and monitoring the financial record keeping system
Ensuring that financial reporting systems are in place
Monitoring revenue and expenditures of the organization
2. Fundraising
Establishing fundraising targets based on the needs of the organization
Developing goals, objectives and a path for success
Recruiting champions and volunteers
3. Capital management
Include capital expenditures in the budget
Tools for Monitoring Revenue and Expenditures
The following are useful tools that can be used to monitor revenue and expenditures:
The Balance Sheet
This represents the organization’s net worth; it shows what would be left over if all assets were converted to cash and used to pay off all liabilities.
Specific Project or Event Reporting
The board may require a special report on an event or project that involves a significant amount of money (in expenses or fundraising). These reports help Board members determine what kind of effect the event/ project could have on the overall financial health of the organization.
An Audit
An audit is the examination of an organization’s books and records by a qualified person from outside the organization to ensure that the organization’s financial statements truly and accurately represent the financial situation of the organization. It is conducted at the end of each fiscal year. An incorporated organization receiving government funding is required to have an audit and to have auditors approved by the membership at the annual general meeting. Smaller organizations or those with relatively low funding levels may not need to conduct a formal audit. Other procedures, such as a review engagement, are acceptable.
Financial Reporting
Throughout the year the board should receive accurate financial information about the organization. It should expect monthly financial statements or the income statement. The income statement represents the actual income and expenses of the organization over a specific period of time; it is usually organized according to the same categories as the budget.
Financial Record Keeping
Every organization should have some system to ensure accurate financial records are kept.
There should be:
- A bookkeeping system
- A cash management system
- Internal controls
Although actual record keeping is usually done by staff, it is the board’s responsibility to ensure that accurate financial responds are kept.
Financial Controls and Procedures
The financial resources of the organization should be managed and protected through the use of proper controls and procedures. Controls must ensure that no one person has authority or responsibility for the finances of the organization. The board should develop an authority mandate for financial expenditures that clearly stipulates who can authorize spending for what and within what limits.
Three rules related to financial control are:
- Two people should be involved in the control procedure for all expenditures from cheque writing to authorizing cheques
- All money received should be recorded in at least two places
- Two people should sign all cheques, one being a member of the board
Financial Management: Working with Financial Statements and Budgets
Financial management refers to the procedures and reasoning associated with an organization's financial matters; it involves making sure that funds are used in a proper and efficient manner.
Organizations with good financial management have:
- Spending that is linked to goals, priorities and objectives
- Regular and accurate reports on the financial status of the organization
- Good decision making based on integrated planning, budgeting and reporting
- Financial methods for evaluating past performances, reflecting on current conditions, and predicting future financial conditions
- A comprehensive set of financial policies that covers topics such as cash management, banking, investment management, and donor confidentiality
What to consider when reviewing Financial Statements
Boards should receive financial statements at least once a month. This is an opportunity for the board to monitor the financial picture of the organization. Many boards rely solely on the Executive Director or staff to do this job, while others have a treasurer who works closely with staff and offers an interpretation of the financial status to the board each month.
Some questions to ask when reviewing organizations’ financial statements:
- Are there significant variances from the projected expenditures? If so, what are the reasons for these variances? Is any action required?
- Is the revenue coming in as expected?
- If there are shortfalls, what action needs to be taken?
- If there is additional money, how does the organization want to deal with a surplus?
- Is the cash on hand sufficient for the organization’s needs over the next three to four months (or whatever period the board has established)?
- Is the organization currently in surplus or deficit? Was this expected?
Developing an Annual Budget
An organization’s budget is its financial plan for one year and should include:
- How much money the organization will receive: income and revenue and where it will come from
- How the organization will spend its money
- Specific expenditures and expenses
The budget process involves six basic steps:
- Establish time lines for budget preparation
- Gather all the information needed to draft the budget
- Review the information collected and develop a draft budget
- Review the draft budget and prepare statements for review at least quarterly
- Approve the budget
- Monitor the budget