Treasurer

Treasurer

Term Length: 2 Years

Purpose

The Treasurer is responsible for managing all financial affairs of The Relics, ensuring transparency, accuracy, and fiscal responsibility across the league. This role oversees the collection and disbursement of funds, manages the league’s financial accounts, supports budgeting, assists with sponsorship revenue tracking, and ensures that all financial activity aligns with the league’s by-laws and approved budget. The Treasurer plays a critical role in maintaining financial health, protecting the league’s assets, and supporting a sustainable future for all members.

Key Responsibilities

Financial Management & Accounting

• Maintain accurate and up-to-date records of all financial transactions, including income, expenses, sponsorship funds, registration fees, and operational costs.
• Manage and reconcile the league’s financial accounts on a regular basis.
• Ensure all financial activity complies with The Relics’ by-laws, spending guidelines, and Board-approved budget.
• Provide transparent financial reporting to the Board and membership.

Budgeting & Financial Planning

• Work with the Commissioner and Board to prepare annual spending guidelines.
• Monitor league spending throughout the year to ensure alignment with the approved budget.
• Alert the Board to any financial risks, unexpected expenditures, or cost-saving opportunities.
• Assist committees and officers in financial planning for events, equipment purchases, field rentals, and special initiatives.

Player Fees, Registration & Payment Tracking

• Manage the collection of player registration fees each season, ensuring payments are properly recorded and deposited.
• Coordinate with the Registrar to confirm payment status and resolve outstanding fees.
• Track refunds, special accommodations, and any player-specific financial adjustments as authorized by the Board.

Sponsorships, Fundraising & Revenue Oversight

• Record and track sponsorship revenue, including Banner Sponsor Program payments and other fundraising income.
• Coordinate with the Public Relations Chairman and Sponsorship leads to ensure sponsors are properly invoiced, acknowledged, and recorded.
• Provide the Board with financial updates related to sponsorship performance, outstanding payments, and fundraising goals.

Payments, Purchases & Reimbursements

• Manage all league expenditures, including field rental payments, equipment purchases, umpire fees (if applicable), tournament entry fees (if applicable), and approved event expenses.
• Issue reimbursements to officers, committee members, or volunteers following proper submission of receipts and Board approval.
• Maintain clear documentation of all disbursements.

Reporting, Auditing & Transparency

• Present financial reports at Board meetings, including year-to-date spending, current balance, and upcoming obligations.
• Prepare an annual end-of-year financial statement for membership review.
• Maintain organized financial records for potential review, audit, or leadership transition.
• Provide the incoming Treasurer with complete documentation and a smooth transition at the end of the term.
• Submit required Federal and State Reports and Umpire 1099's on time.

Support of League Operations & Leadership Team

• Collaborate closely with the Commissioner and Assistant Commissioner to ensure major decisions reflect financial responsibility.
• Provide insights into financial feasibility for new initiatives, field improvements, equipment investments, or rule changes with financial impact.
• Assist committees with budget planning and advise on cost management.

Desired Skills & Qualifications

• Strong attention to detail and comfort handling financial data.
• Prior bookkeeping, budgeting, or financial management experience is helpful (but not required).
• Excellent organizational skills and reliability.
• Ability to provide clear reports and communicate financial information in plain, understandable terms.
• Demonstrated integrity, trustworthiness, and commitment to transparency.
• Comfortable using basic spreadsheets, online banking tools, or simple accounting software.
• Ability to work collaboratively with Board members, committee chairs, and sponsors.

Time Commitment

• Attend Board meetings and provide updated financial reports.
• Increased workload during preseason (registration, collections, budgeting) and at season close (annual financial reporting).
• Periodic work throughout the year for purchases, deposits, reimbursements, and field payments.
• Occasional involvement in fundraising or sponsorship coordination.

Reporting & Accountability

• Reports directly to the Board.
• Responsible for maintaining accurate financial records and ensuring compliance with the league’s by-laws.
• Provides the Board with timely access to financial statements, bank balances, and expenditure breakdowns.
• Ensures proper documentation and smooth financial transitions between officers.

Why This Role Matters

The Treasurer safeguards the financial foundation of The Relics. By ensuring that funds are managed responsibly, transparently, and in alignment with the league’s goals, the Treasurer helps keep player costs fair, operations stable, fields available, and special events possible. The strength and sustainability of The Relics depend on sound financial stewardship — making the Treasurer one of the most important roles in the organization.