How to Recruit a Treasurer Who Will Actually Show Up
Finding a committed treasurer for your block association can feel like searching for a unicorn. It's a critical role – managing funds, tracking expenses, and keeping your group financia…
Finding a committed treasurer for your block association can feel like searching for a unicorn. It's a critical role – managing funds, tracking expenses, and keeping your group financially transparent. This isn't just about handling money; it's about building trust and ensuring your association can actually achieve its goals. Here’s how to find someone who’s not just willing but also able and ready to show up for your financial health.
Clearly Define the Role and Time Commitment
Before you even start looking, be explicit about what the treasurer does and how much time it will take. This isn't a secretarial role or a glorified fundraising position. A treasurer primarily manages financial records and ensures compliance.
- Key Responsibilities:
- Maintain accurate financial records (income, expenses).
- Prepare financial reports for meetings (e.g., monthly budget vs. actuals).
- Handle deposits and disbursements.
- Ensure proper authorization for all expenditures.
- Oversee annual financial review or audit, if applicable.
- File necessary tax documents (e.g., Form 990-N for small nonprofits under $50,000 gross receipts).
- Time Commitment: Be realistic. A small block association might need 2-4 hours per month. A more active one with grants or larger projects could be 5-10 hours. Specifying this upfront helps candidates self-select.
- Software/Tools Used: Mention if you use QuickBooks, Excel, or a simple ledger, so candidates know what to expect.
Look Beyond the Obvious "Accountant"
While an accountant might seem like the ideal candidate, many are too busy or prefer to keep their professional and volunteer lives separate. Excellent treasurers come from varied backgrounds. What you need is someone organized, detail-oriented, and trustworthy.
- Consider These Skill Sets:
- Bookkeepers/Paralegals: Often highly organized and familiar with financial record keeping.
- Retired Professionals: Can bring a wealth of experience, time, and a desire to contribute.
- Small Business Owners: Understand budgeting, expense tracking, and financial responsibility.
- Administrative Assistants: Often excel at organization and managing details.
- Anyone with a Strong Home Budgeting System: If they manage their own finances well, they can likely manage the association's.
Craft a Compelling "Job Description"
Don't just say "we need a treasurer." Write a clear, concise description that highlights the impact of the role. Frame it as an opportunity to serve the community, not just a chore. Share this in your newsletter, social media groups, and at meetings.
- Example Wording:
- "Help us make our block safer and more vibrant by ensuring our funds are managed transparently and effectively."
- "Join our leadership team to guide sound financial decisions for neighborhood improvements, community events, and advocacy efforts."
- "Seeking a detail-oriented individual to maintain financial records, ensuring accountability for member dues and grants."
- Include:
- Role title: Treasurer
- Brief overview of the association's mission.
- Key responsibilities (from above).
- Estimated time commitment.
- Required skills (organization, attention to detail, basic computer literacy).
- Desired attributes (trustworthiness, commitment to community).
- How to apply/express interest.
Emphasize Support and Training
No one wants to take on a role feeling like they’re being thrown into the deep end. Reassure potential candidates that they won't be alone. Emphasize that the board, and specifically the president, will offer support.
- Offer Specifics:
- Transition Period: "The outgoing treasurer will provide a thorough handover, walking you through our accounts and processes."
- Board Support: "The board is here to help and answer any questions. You won't be expected to know everything immediately."
- Training: "We can budget for a short online course in basic nonprofit bookkeeping if needed, or help you learn our software." (This might cost $50-$150 for a basic course.)
- Clear Policies: "We have clear financial policies and procedures in place to guide you." (Ensure you actually do, even if it's a simple, written document.)
- Mentorship: Perhaps another board member can serve as an initial go-to person for questions.
The Interview and Vetting Process
Even for a volunteer role, an informal interview is crucial. This isn't just about assessing their skills; it's about gauging their commitment and fit. It also gives them a chance to ask questions and understand what they're signing up for.
- During the Chat:
- Walk through the responsibilities: Confirm their understanding.
- Discuss time commitment: Ask if their schedule allows for it.
- Ask about their organizational habits: "How do you typically manage your personal finances or tasks?"
- Gauge their motivation: "What interests you in this role specifically?"
- Explain current financial status: Briefly mention the association's assets, liabilities, and any upcoming financial activities (e.g., applying for a CDBG grant, collecting annual dues, managing funds for a HOME Investment Partnerships Program related rehab project).
- Background Check (Optional but Recommended for Larger Funds): For significant amounts of money or interaction with government grants/programs, a basic criminal background check might be prudent. Websites like Checkr or GoodHire offer services starting around $30-$50. Be transparent about this if you plan to do one.
Foster a Culture of Appreciation and Transparency
Treasurers often work behind the scenes, and their efforts can go unnoticed. Regularly acknowledge their contributions, and always maintain financial transparency across the board. This reinforces trust and encourages continued commitment.
- Show Appreciation:
- Publicly thank them at meetings.
- Recognize their service in newsletters.
- A small token of appreciation at the end of the year.
- Ensure Transparency:
- Regularly share financial reports with the board and, as appropriate, the general membership.
- Encourage questions about the finances.
- Uphold strong internal controls, like requiring two signatures on checks over a certain amount ($200-$500 is common for small groups). This protects both the association and the treasurer.
Finding the right treasurer is fundamentally about good communication, clear expectations, and creating a supportive environment. By following these steps, you increase your chances of finding someone who isn't just capable, but genuinely invested in your block association's success. Once you've successfully recruited a treasurer, make sure to schedule a thorough onboarding session that includes a review of all existing financial documents and banking contacts.
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