Lower Streatham Neighbourhood Watch and Residents Association

	Method for Collection of Subscriptions and Donations

	
1	Scope of this Document

The Lower Streatham Neighbourhood Watch and Residents Association, hereinafter 
referred to as "the Association", requires a certain amount of funding, and a main 
method of achieving this is by collection of subscriptions and donations from 
members.  This document lays out the way in which these monies are to be 
collected and recorded.  The scheme is based upon using triplicate recording 
books, and at present prices and one pound subscriptions the record books cost 
between 3% and 5% of the subscriptions collected.


2	Collection Procedures

2.1  Subscriptions may be collected by any of the officers of the Association 
including nominated Helpers, but only if they possess and use the necessary form 
of advice/receipt book as described here below.

2.2  Each collected subscription with its two relevant advice slips must be 
delivered within seven days to the Treasurer, or, in the case of collections by 
Helpers, to any Street Coordinator of the Association.  In the latter case the 
Coordinator must deliver the monies and advice slips within a further seven days 
to the Treasurer.

2.3  Each subscription must be accompanied by two advice slips produced as carbon 
copies of a receipt given to the subscriber, marked "SUBSCRIPTION", carrying:
        ESSENTIALLY:
           Name and address of the subscriber.
           Signature and date by the collector.
        WHENEVER AVAILABLE:
           Telephone number.
           Email address.
Please mark these slips clearly.  Phone number and email address are very useful, 
so please try to obtain them unless there is explicit reason for not doing so.
Where the new member uses email then request an email with subject "New Member" to 
be sent to the Membership Secretary (currently to the address LSNW@ABOOTH.CO.UK) 
containing the name, address and phone number of the new member to act as a 
check against the paper record.

2.4  A printed clarification of the instructions contained in section 2.3 above 
is to be glued into the cover of each receipt book.

2.5  The advice/receipt books are to be issued by the Treasurer with signed cover 
sheet dated with an expiry date and a journal record of the issue shall be kept by 
the Treasurer.  Any such book on which the signature and expiry date are not 
clearly readable is not valid for collection purposes.  Any such books which are 
date expired, used up, or which are excess to requirements or otherwise unusable 
must be returned to, recorded by journal entry and any unused slips destroyed by 
the Treasurer so as to resist their use for fraudulent or erroneous collection of 
subscriptions.

2.6  Donations may be collected and recorded by the same persons and procedures as 
for subscriptions, except that the slips shall be marked saying "DONATION" instead 
of "SUBSCRIPTION".


3	Accounting of Sums Received

For each subscription or donation received the first of the two advice copies in 
the three part carbon copy book is to be used by the Treasurer as a primary record 
leading to further accounting.  The Treasurer will store these advice slips as 
part of the accounting record.


4	Recording of Member Payment Status

For each subscription or donation received the second of the two advice copies in 
the three part carbon copy book is to be forwarded by the Treasurer to the 
Membership Secretary within seven days as notification for update of the payment 
status of the respective member record and the membership record must be updated 
within a further seven days of receipt of this notification by the Membership 
Secretary.  These second copy advice slips need not be stored after the membership 
record has been properly updated.


5	Subscription Amounts and Periods

The standard subscription for all members is one pound per annum payable in 
advance for individual periods of the calendar year or part of it.  Where a new 
membership or recovery from lapse greater than one year is established within the 
last three months of a calendar year the membership rights shall start immediately 
whilst the one pound payment is credited to cover the following calendar year.  To 
reduce the collection work involved any member may subscribe for a forward period 
of up to twenty years.  However once such advance payment is made no guarantee is 
offered that a refund would be possible in case of either resignation of the 
member or of liquidation of the Association, though if funds permit then such 
refund may be offered at Chairman's discretion.