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Author Topic: Question for Secretary/Treasurers  (Read 2628 times)

DanH78

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Question for Secretary/Treasurers
« on: May 05, 2016, 11:28:06 PM »
I've been running my league for the last 5-6 years, every year, there are a couple teams that screw up their envelopes (over pay, short pay, whatever).  I get everything to balance for pay out night.  My father helps, so I have 2 people counting.  There's always at least one of the screw up teams that then complains, as if it's my fault that they can't do simple math ($28*33=$924, not hard math, is it?).  Then I'm called on to further fix things. 

I just don't get it.  Am I the only one this happens to?
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Keith Frye

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Re: Question for Secretary/Treasurers
« Reply #1 on: May 06, 2016, 12:08:08 AM »
Fortunately, my bowlers are pretty good about keeping up with their envelopes.  I also do my best to stay on top of them.  As each team turns it in each week, I count the money and confirm that it agrees with what is written.  I also make sure checks are filled out properly.  If there are any discrepancies, I take it back to the team right away to straighten it out.

I also have spreadsheet with a tab for each team. Each week I enter what each bowler paid, how much was deposited in the bank, and how much was paid to the center (or any other expenses).

The spreadsheet makes it easy to know how much each bowler/team has paid and what is due.  We pay out at the end of each half.  All funds are due by the week prior to the end of the half.  No checks after two weeks before the half ends.  Four weeks before the half ends, I put a note in each envelope letting each bowler know how much is owed for the half.

zonepro

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Re: Question for Secretary/Treasurers
« Reply #2 on: May 06, 2016, 07:31:47 AM »
I find that if you keep good records, there are less likely to be issues.  I check the enveloped each night and confirm what the bowlers wrote down, matches to what was in the envelope.  If anything doesn't match up, I discuss with the team that night, while it is fresh in their mind.  I also keep an excel spreadsheet to record what each team has paid.  So at a glance, I can tell what any bowler in the league is +/- and what their payoff for the season is.  The last few weeks, I'll put a note in each team's envelope saying what each bowler is + or -, and what they need to finish paying off the league.  This way, they can be made aware of their current financial position, even if they have trouble with the math.  At least for me, it eliminated any questions on payout night, because everyone knew exactly what their balances were on the last week.  I also put a little sheet in the payout envelope too.  Showing what each bowler was +/- on their dues, and what their fair share of the team's payout would be after subtracting any dues owed, or adding any dues overpaid. 

DanH78

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Re: Question for Secretary/Treasurers
« Reply #3 on: May 06, 2016, 07:45:06 AM »
Zone...I do all that.  There's always at least one team "well i paid this, and he bowled x weeks...how much does everyone get?"
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zonepro

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Re: Question for Secretary/Treasurers
« Reply #4 on: May 06, 2016, 08:15:16 AM »
I have that breakout on the payoff envelope.  In one of my leagues, it is 4 person teams, but this team used a 5 man rotation.  So I listed how many weeks each person bowled and what the percentage of the prize fund each bowler would get based on that.  Of course, it is up to the team captain to pass out the money.  The team could have agreed to some sort of payout breakdown other than equal shares.  On each team's envelope, I put a summary of what everyone paid, what they owed and what their share will be.  So if they still ask how much does everyone get, then they are either lazy, or can't read, because the information is right in front of them on their envelope.   

DanH78

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Re: Question for Secretary/Treasurers
« Reply #5 on: May 06, 2016, 08:37:59 AM »
then they are either lazy, or can't read, because the information is right in front of them on their envelope.   

This, this right here!
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zonepro

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Re: Question for Secretary/Treasurers
« Reply #6 on: May 06, 2016, 08:41:50 AM »
Well then that sounds more like a "them" issue and not that you need to change anything you are doing.  I know the saying is there is no such thing as a stupid question, but when the answer is already right in front of them.....

danzilla911

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Re: Question for Secretary/Treasurers
« Reply #7 on: May 06, 2016, 11:32:32 AM »
I have that problem too, it seems like it happens every year with at least 1 person in my league. It doesn't matter how well you keep your records or how small the $ amount, they are always absolutely certain they paid, even though the math does not agree. I usually just end up eating the discrepancy because there's no way to go back in time and prove it, and it's not worth losing a whole team for next season over something like $20.