Treasurer Duties

The Treasurer holds the role of Privacy Officer, is a member of the executive, and a signing officer of the corporation.

The Treasurer is responsible for the flow of funds into and out of the organization, including all payments to and from Whitby Courthouse Theatre. Treasury duties include, but are not limited to:

• Receive all funds intended for Whitby Courthouse Theatre, and deposit it into the General Operating Account
• Pay all bills and obligations via appropriate means and maintain accurate reporting of accounts payable
• Provide a detailed reconciled financial statement monthly to the Board of Directors’ current to the end of the prior month including a Profit & Loss Statement, and Balance Sheet
• Issue invoices and maintain accurate reporting of accounts receivable
• If requested by the Board, undertake collection efforts of outstanding invoices
• Prepare a proposed annual financial plan in May for the following season, including a proposed Operating Budget, Deprecation Schedule, and an update on investment planning
• Prepare a Profit & Loss Statement, and Balance Sheet and present alongside a detailed financial overview to the membership at the Annual General Meeting
• Be responsible for the maintenance of
  • Bank Accounts
  • Merchant Accounts
  • Ticketing System Finances. 
    

The Payroll function includes all responsibility related to the payment of employees of Whitby Courthouse Theatre, namely:

• Monthly payroll completion to pay all employees of the organization
• Maintain complete and accurate employment records of the organization
• Ensure proper withholdings from employees and timely remittance to the Canada Revenue Agency. 
  

Be responsible for the maintenance of Whitby Courthouse Theatre’s online accounts with:

• Canada Revenue Agency
• Service Canada

Ensure the proper and timely completion of:

• Electronic T4 Information Returns, and delivery of slips to employees
• Electronic Records of Employment as required, and delivery of slips to employees.  
  

The Treasurer shall act to advise the Board on any changes in financial position, and in the areas of:

• Responsible savings opportunities
• Viability of spending plans
• Changes to relevant financial laws and statues
• Proposed updates or changes to the Financial Policy of Whitby Courthouse Theatre.

The Treasurer may also be requested by the Executive Producer to partake in or advise on detailed production budgeting and practices.  

The Treasurer is responsible for all statutory requirements and filings as they relate to finance, such as the timely completion of:

• Form 1 Information Change
• Annual T2 Short Return and any required schedules, as required.
• Payroll requirements such as the annual filling of T4s, ROEs, and remittances.
  

The Treasurer shall maintain detailed books relating to the finances of Whitby Courthouse Theatre in line with governing laws and statutes using Whitby Courthouse Theatre’s accounting software, as well as:

• Reconcile all revenues and payments
• Reconcile deposits from Whitby Courthouse Theatre’s ticketing system and payment terminal
• Ensure 7-years of financial documentation is maintained
• Ensure a library of final financial statements from all seasons is maintained indefinitely.