Club responsibilities

There is a lot going on behind the scenes so we can pay our bills and keep playing. Tom created this list in 2014 to help the new organizers and it has been somewhat maintained since then.

Club bookkeeping

The "SFUWH Accounts" spreadsheet

This spreadsheet contains detailed financial information and a summary of attendance records. Most of the data is entered in the first sheet, named "Accounts". Working knowledge of a double entry account system will be helpful for understanding it. Every row in Accounts should have a balance of 0, if it doesn't the Error column is highlighted. The sheet "Grouped" aggregates accounts/columns and the sheet "Grouped by year" aggregates it by row to produce the values that appear on the sheet "Annual Statement, accrued income".

The "SFUWH attendance lists" spreadsheet

This spreadsheet contains attendance lists starting 2013Q1, calculations for each member's balance and contact info for each member. To protect our members' information access is restricted to specific people.

The "SFUWH Public" spreadsheet

Exports part of "SFUWH attendance lists" so we can publish the Balance webpage with less risk of leaking the private information in the rest of that sheet.

Regular responsibilities

Each practice

• Make sure new players are greeted and introduced to someone who will get them gear and into the water

• New players need to sign a waiver from USOA, look for the "Register" link at https://www.underwater-society.org/

• Get teams picked before practice is due to start

• Make sure game ends in time for everyone to leave the building 15 minutes after our pool time ends

• After most people have gone do a sweep of the deck for trash, including scraps of duct tape

• Check that the racks and within the red tape boundary on the storage room floor

• Get everyone out of the building within 15 minutes of our pool time ending so the lifeguards can go home

Regularly

• Check the treasurer@sfuwh.org inbox. New paypal/venmo/zelle donations need to be added to the Accounts sheet. Look at previous entries to see how to enter it. Paypal is tricky, the amount sent is prominent in the email but the fee and net amount deposited in the club paypal account are harder to find. For each donation I add a row to the Accounts sheet, record the donation amount and name (make sure the name is spelled exactly the same as used in the "SF UWH attendance lists" spreadsheet), then leave the paypal amount empty. When you login to paypal record the amount actually added to our paypal balance and the paypal fee (in the E:Bank column at the far right).

• Deposit checks and cash in the folder at a Wells Fargo ATM. Send an email receipt to remind you to update the Accounts sheet

• Check the sf.h2ockey@gmail.com inbox. Often when a visitor has a question they send a message here. Reply while logged in to the account so that the others can see your reply.

Sporadically, as needed

• Update the web site with new pictures or news on the homepage.

• Update the calendar when practice times change or we schedule an event, currently this is an SFUWH specific calendar in Tom's personal gmail account.

• Approve new members in the facebook group

• Approve posts to the email list for new members

Quarterly

• add a new sheet to the attendance spreadsheet with a name such as 2014Q1. The name must be exactly those 6 characters.

• Check that the balances at wellsfargo, paypal.com and venmo match the Accounts sheet exactly. The longer you put this off the worse it gets. If there is an error you need to match each entry to find the missing item(s). It is a pain in the butt but consistently finds errors such as forgetting to credit someone for a donation.

• Pay the city for pool time. carin.ross@sfgov.org sends an invoice to treasurer@sfuwh.org every few months. Pay it with the credit card or writing a check. Look at previous quarters to see how to enter it in the Accounts sheet.

Annually

• File our CA SOS SI-100 (California Secretary of State Statement of Information)

• File our CA FTB 199[N]  (California Exempt Organization Annual Information Return)

• File our IRS 990[N]  (Return of Organization Exempt from Income Tax)

• File our CA RRF-1 (State of California Attorney General's Registry of Charitable Trusts)

• Complete the USOA Club Registration at https://underwater-society-of-america.sportngin.com/register/form/640464988

• organize the potluck tournament

  • pool time: how to rent City College pool and make sure we have insurance

  • banquet venue

  • registration and marketing

  • walls: inspect, transport and assemble, find storage for next year

  • refs and ref gear, pucks

  • teams and schedule

  • deck food

  • banquet food and entertainment

• update accounting

  • add a new sheet for attendance (see "Quarterly" above)

  • extend the annual financial statement in  "SFUWH Accounts" spreadsheet to include the new year

• organize the member meeting

  • make a snapshot of the annual financial statement

  • create a budget for coming year (normally a copy of previous year)

  • update the "Attendance Summary" sheet in SFUWH to make a pretty graph of attendance vs time.

• organize the member vote

• find and support spring and fall league organizers

• make the fall beginner course happen

• sync up the USOA dues and wavier list with our roster, encourage our members to join. Get the USOA list from https://usauwh.com/member/admin/downloadcsv.php or by asking Wendy Okafuji.

• renew insurance, issued by USOA generally for a year starting around July.