Manage Money Matters
So you've diligently engaged your community, now
how to pay for it all? A good first step is to determine
how much money you need to raise.
You can expect a burst of one-time expenses related to start-up costs,followed by
ongoing maintenance expenses in
the following years.
The expenses will fall into to two
Garden expenses, which are shared by the entire garden, and
those items which individual gardeners are responsible for.
Tips for Preparing Successful Grant
Financial Record Keeping
If a community garden is set up as a committee or subcommittee
of a community association, then a restricted funds account is
usually set up as a line item in the community association's
financial statements. The restricted fund status assures that
the funds in the community garden account will be spent exclusively
on the garden and not used for other purposes. The bylaws of
a community association will guide the kind of financial setup
used. If the garden team and the community association board
have questions their local Recreation Coordinator from the City of
Calgary Community and Neighbourhood Services can assist.
The Garden Treasurer is responsible for listing
expenditures, deposits and account balances in a spreadsheet that
includes the date, description of item, amount and name of donor or
payment recipient. This balance sheet forms the basis for the
garden's annual financial report.
Managing Garden Purchases and
We suggest the following guidelines:
All expenses on the spreadsheet should be backed up with the
original receipts and an expense claim form that lists
the date of the claim, name and signature of the claimant, reason
for and amount of the expense, and signatures of the
Garden Treasurer and at least one other authorized garden leader.
Make sure you understand and communicate the turnaround time for
The Community Association Treasurer notifies the Garden
Treasurer regarding donations that are received for the community
Garden account funds are not spent unless authorized by the
Garden Treasurer on behalf of the Garden Team
Records of purchases, donations and sources of revenue are
retained in a community association file with copies in the
Garden Treasurer's file.
The Garden Treasurer should issue receipts to gardeners
upon payment of their registration fee. (Receipts for
community association membership fees are issued by the community
The Garden Treasurer authorizes payment only if an
itemized sales slip showing the date, items received, price of each
item, vendor name and address.
Payments are made by submitting a cheque requisition to
the community association. Cheques are signed by two approved
members of the community association board and are issued
monthly in order to make payments within 30 days.
For garden supplies requiring immediate payment upon
purchase / delivery, a price quote is obtained and a cheque is
prepared in advance of the purchase.