Clay Fest Cash Chair Guidelines
This position covers all duties related to cash and checks collected from sales and raffles during the show.
Annual Budget: $25.00
á Set up tills for cashiers;
á Count all cash and checks collected during the show, including pottery sales and Clay in Ed raffles;
á Prepare and transport deposits to bank;
á Prepare reports for and work closely with Sales Chair, Credit/Debit Chair, and Local Clay Treasurer (Treasurer), and Sales Tag Chair; and
á Attend Clay Fest Steering Committee meetings.
Committee: There will be one Cash Committee member in addition to the Cash Chair to assist in:
á Preparing tills,
á Distributing tills to cashiers,
á Collecting tills at shift end,
á Counting and reconciling cash and checks,
á Preparing and copying Daily Till and Summary sheets,
á Copying checks for mailing list information,
á Copying deposit slips and deposit bag tear-offs,
á Preparing deposits,
á Accompanying Cash Chair to bank for deposits, and
á Set up and tear down of work area.
Determine committee supply needs and present budget to Steering Committee.
Contact committee member to discuss responsibilities.
á Purchase committee supplies,
á Check work shift schedule to determine the number of tills required for show, and
á Contact Treasurer to confirm a time to obtain:
s Check for start-up till cash;
s Deposit slips, if needed; and
s Check endorsement stamp.
á Call bank to order till cash in the proper denominations.
á At bank:
s Exchange check from Treasurer for till and spare till change cash;
s Obtain a minimum of one deposit bag per till; and
s Obtain night deposit key, if necessary.
á With committee member:
s Set-up work area,
s Label and stamp enough small manila till envelopes for the number of tills,
s Prepare start-up tills, and
s Prepare spare till change envelope.
á Cash Chair has responsibility and accountability for security of all monies during the show:
s Store all start-up tills, spare change, and completed deposit bags in secured lock boxes supplied by Treasurer,
s Deposit completed deposit bags nightly, and
s Take undeposited cash home with you at night and keep in a secure location.
á Organize and label nineteen manila envelopes for:
s Original Till Money, to be kept in a lock box;
s Blank Daily Till Sheets;
s Blank Daily Till Summary Sheets;
s Check photocopies for Mail List Chair;
s Gift certificates for Treasurer;
s Cash/Check Receipts and Check Tapes for Sales Tag Chair;
s Copies of deposit slips and deposit bag tear-offs for Treasurer, Sales Tag Chair and Cash Committee;
s Original Daily Till Sheets retained by Cash Committee and copies for Treasurer and Sales Tag Chair;
s Original Daily Till Summary Sheets retained by Cash Committee and copies for Treasurer and Sales Tag Chair; and
s Original Daily Raffle Till Sheet retained by Cash Committee and copies for the Treasurer, Sales Tag Chair and Clay in Ed Chair.
During Clay Fest:
á Pick up and distribute tills to cashiers:
á Pick up raffle money collected during each shift from the Information Table.
á Account for, document and secure all cash and checks from sales and raffles.
s Prepare Daily Till Sheets,
s Prepare till deposits,
s Prepare Daily Till Summary Sheets,
s Make photocopies, and
s Transport deposits to bank for nightly deposit.
End of Show:
á Prepare deposits for ÒOriginal Till MoneyÓ and ÒTill ChangeÓ cash,
á Make photocopies, prepare large manila envelopes, and distribute documents to Chairs, and
á Transport daily till deposits, original till deposit, and Clay in Education Raffle deposit to bank for nightly deposit.