- Records should be kept in a book or folder.
- This book or folder should be displayed prominently during group meetings and be available for inspection by group members at any time.
- An oral report should be given every month.
- The treasurer should be open to reasonable questions and not be defensive or secretive.
- The records should be kept up to date.
- The records should clearly show Tradition 7 receipts (the amount collected from the pot), expenditure on refreshments and literature, payments of rent, and contributions to Intergroup.
- All entries should be initialled.
- Documentary evidence of all expenditure and payments is required.
- Tradition 7 receipts in particular should be signed for.
- If a bank account is maintained, payments from the account must require two signatures, and receipts should be obtained for deposits into the account.
- A prudent reserve of one month's expenses must be maintained, but no more.
Thursday, 20 April 2017
AA groups have a treasurer to look after the money. Sometimes problems arise. These procedures minimise the risk to the individual and to the group.
If these procedures are adhered to, this minimises the possibility of the group being defrauded and protects the treasurer against unreasonable accusations of impropriety. These procedures also dissuade fraudulent individuals from taking up the role in the first place and deter fraud or 'borrowing' on the part of a normally honest treasurer.
Banks accounts tend to be time-consuming to set up and manage, because banks have complex administrative procedures that can be completed only during normal working hours and because the procedures often break down. The experience of most groups is that high street banks tend to lose documentation submitted, mis-key information, fail to implement requests for changes in correspondence address and authorised signatories, etc. Unless the group is taking a relatively large amount of money every week, it can be best to keep everything cash-based and keep the prudent reserve to an absolute minimum (maybe a couple of weeks of expenses).