Deacons Handbook

1. Collection Process

The Treasurer maintains the Providence Deacons Ledger spreadsheet. The spreadsheet is kept in a Microsoft Excel spreadsheet format for ease of use, and widespread compatibility. Previously we have used Google Sheets and Apple Numbers spreadsheets, but these led to formula, formatting, and compatibility issues.

1.2 On the day of services

  1. Two deacons collect during the service, or make use of the donation box.
  2. After the service has finished, the two deacons take the collection to the safe room.
  3. The two deacons open the safe and get a new sealable collection tracking envelope.
  4. The collection bags or collection box is emptied into one of the sealable plastic tracking envelopes.
  5. The record the Date on the envelope. The date and envelope number gets recorded in the logbook, which the deacons initial.

2. Counting Process

2.1 Prior to the day of counting

  1. The Treasurer records all of the electronic transfer (E-Transfer) donations sent to the provcanrcdeacons@gmail.com email account in the Ledger tab of the ledger spreadsheet. The Collection, Name, Amount, and Date are recorded.
  2. Once an E-Transfer has been recorded, the email is marked as Read to indicate that the E-Transfer has been recorded.
  3. The Treasurer creates new collection sections in the YYYY-Collections tab of the Ledger for each collection.
  4. The Treasurer copies the E-Transfer donations into the YYYY-Collections tab for each collection.

2.2 On the day of counting

  1. Open the safe and get a new numbered tamper-evident security bag.
  2. Write the collection, date, and AM or PM on the bag.
  3. Get the logbook out of the safe, write the date and security bag number in the logbook.
  4. Both deacons then sign the bag, and initial the logbook.
  5. Empty the contents of the collection bags into the security bag, including any CofA envelopes.
  6. Seal the security bag, and place it in the safe with the logbook.

Counting Process

  1. The secure tamper-evident bags are retrieved from the safe. Before opening the bags, the bag numbers are compared with the logbook.
  2. The secure bags are opened, and any CofA envelopes are taken out. The envelope numbers are recorded in the logbook, along with the collection date, and any information written on the envelope (amount).
  3. The CofA envelopes are placed in the CofA double-lock box.
  4. Each collection is counted.
  5. Paper and coin money as well as money or cheques in numbered envelopes is counted, with the total being added to the cash count, but also provided to the Treasurer with the envelope number. Any envelopes labeled "Church Support" or similar are provided to the CofA.
  6. Direct and indirect cheques are provided to the Treasurer and recorded in the Ledger tab of the ledger spreadsheet.
  7. Cash amounts from numbered envelopes are added to the Ledger tab of the ledger spreadsheet, recording the envelope number as the "Name".
  8. The Treasurer copies the cheque donations into the YYYY-Collections tab for each collection.
  9. The cash and cheque collection totals are provided to the Treasurer and the Recording Clerk, totalled with the current electronic transfer (E-Transfer) donations, and are recorded in the Deacon's Ledger and the Meeting Minutes.

2.3 Validating E-Transfers

  1. E-Transfers are sent to the provcanrcdeacons@gmail.com email account.
  2. The emails show up before the transactions show up on the bank statements.
  3. E-Transfers sent to the email must be validated (matched) against the transactions on the bank statements.
  4. E-Transfers that fail might show up in the emails, but not on the bank statements. Any E-Transfers that were found in the emails, but not matched to the bank statements must be removed from the Ledger and from the collection totals.
  5. However, sometimes the bank statements will "roll up" multiple E-Transfers from the same account if they are sent in relatively close sequence.
  6. E-Transfers in the emails that do not show up on the bank statements near the end of the bank statement period might show up on subsequent bank statements. E-Transfers that have failed or timed-out will not show up on the bank statements. E-Transfers that have failed due to insufficient funds will show up on the bank statements as a failed or rolled-back transaction (debit).
  7. Once an E-Transfer has been validated, the email is marked as Archived to indicate that the E-Transfer has been validated.

2.4 Collection Totals and Cheque Totals

The collection total is the sum of:

  1. The money that was collected during the collection or from the collection box.
  2. The verified, completed E-Transfers that were sent to the deacons for the specific collection.
  3. The cheques that were written to the deacons for the specific collection.
  4. The cheques that were written directly to the cause.

The cheque written to the specific collection cause is the total of:

  1. The money that was collected during the collection or from the collection box.
  2. The verified, completed E-Transfers that were sent to the deacons for the specific collection.
  3. The cheques that were written to the deacons for the specific collection.

Cheques that are written to causes:

  1. Cheques written to collection causes are recorded in the Ledger tab of the Ledger spreadsheet. The name of the cause is recorded in the Name field, the amount in the Credit field, and the date in the Date field. The Source field should be listed as Collection Cheque. The collection cause should be written in the Collection field.
  2. Cheques must be validated on the bank statement to confirm they were received by the specific cause they were directed toward.
  3. TODO: Note about cheque #

Cheques written to a person in need:

  1. Cheques written to a person in need are recorded in the Ledger tab of the Ledger spreadsheet. The Source field should be listed as Cheque.
  2. TODO: Needs work!
  3. ...
  4. ...

2.5 Deposit Process

Depositing the collected funds involves filling in a deposit slip, counting the deposit amount, and recording the deposit in the Ledger.

1.

2.6 Year-End Process

  1. The Ledger tab of the ledger spreadsheet is used as the source for providing donation information to the CofA for generating tax receipts.
  2. The Ledger tab for the current year is filtered to remove direct cheques.
  3. A pivot table is created for the remaining filtered entries using the Name and Debit columns as pivot table source data, with Name as the Row output and Total as the ∑ Values output.
  4. The resulting table is checked for duplicate name entries caused by spelling errors.

3. Materials & Supplies

TODO: PROVIDE ORDER/PURCHASE INSTRUCTIONS

  • Secure tamper-evident bags.
  • Coin rolls.
  • Security mailing envelopes.
  • Stamps.
  • Cheques.
  • Deposit Book.

4. Visiting Guidelines

  • TODO: Reference to Safe Church Policy.
  • When one of the deacons is made aware of a situation requiring a visit, or a visit is specifically requested, the other deacons should be notified. The other deacons might have relevant information to share on the situation.
  • A minimum of two deacons, or one deacon and one elder if another deacon is not available, should be present at all visits.
  • Before starting the visit, a quick discussion should be held to share any relevant information or context for the visit.

5. Providing Support to those in Need

General guidelines.

5.1 Physical Help (Snow removal, yard work, house work, repairs, etc.)

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5.2 Meals and Meal Prep

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5.3 Gift Cards

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5.4 Cheques

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5.5 Covering Bills and Costs

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