Charity Funds

[Billts]

Hi I was Captain of my Golf Club in 2017. As Captain we raise money for our own nominated charity.
However on completion of my year (31/12/17) when I was trying to collate my funds raised with the Club Secretary it was clear that a large amounts of money head been misplaced. Properly around 2k and that is being very conservative.
We raise money via social events, golf competitions and raffles to name a few.
The club has had major disruption over this previous year with most staff leaving or being replaced.
This should not have any bearing on my charity money and at the moment they are offering me around £500. Over the past 5 years Captains average around 5k.
They have admitted that I did make money for my charities but as they can't find it they cannot offer anymore.
I have been patient waiting over a year for a resolution with the backing of a number of past captains making approaches to the Chairman on my behalf but he still won't budge.
Is there any more I can do to resolve thisthis?
The Charity I support is very close to our family and is causing my Wife and myself a great deal of stress.

[Amethyst]

Throughout the year you keep records of the events held and the money they have taken ? ( less costs of putting on the events presumably ) So you know what should have been there. Or was that down to a treasurer who's since left ? Where is the money raised banked ? ( also where are expenses withdrawn from - eg raffle ticket books / room hire / sandwiches etc ) ?

[Billts]

With hindsight I perhaps should have kept my own records. However the takings for all events were collected by the club and expenses taken out then the balance should have been banked. This is were the office fail to find the money.
For instance we have one event called Captains Charity day were everybody is charged an entry fee of £5 the whole of this goes to the Captains charity. This event normally attracts around 90 players who all sign in at the pros shop. I have a letter from the club acknowledging that this took place but as they cannot find the sign up sheet so no money can be paid.
There are other instances of this.

[Billts]

Just wondered if anyone had anymore views on this and is there anything I can do? Thanks

[Setmefree3]

If you have a letter acknowledging that the Captains Charity took place, then somewhere there should be an account of not only the money raised, but also an invoice for the expenses deducted from the club for the event, on the basis that it is an arranged event. Is it possible to arrange an audit of the clubs accounts?

[Billts]

There would be no expenses for that day as it would only be the entrance fee of £5 to play the golf competition. I supply the prizes at my cost which I am more than happy with all captains do this. The entrance fee was collected by the club professional on the day.
Problem is the pro has now left.
We also had a bbq run by my wife and a raffle run by wife with the help of other friends wives. This money was deposited in the Secretary's office but again no record an be found.
I really don't know where to go next.

[Setmefree3]

Ok. It’s sad that you have raised money for good causes, only for it to go astray. I wish you a positive resolution of this matter.

[Billts]

Thanks it is sad.

[Billts]

I have just received a cheque from the golf club for £580 as full and final settlement although I feel it should l be more like £5000. Should I accept it?
Also for most events the club collected all the income but they are now telling me it's up to me to provide proof of collection.
Any advice would be greatly appreciated. It's very sad that it's come to this especially as the money is for charity.

[Amethyst]

Have they said how they have come to the figure they have offered?

90 entrances to the Golf event - £450
BBQ & Raffle - £200

less expenses.... etc = £580 ....

Any breakdown of their offer like that at all ?

Can you list the events and what expenses were taken out of the monies at the time ( as far as you recall ) and estimate the money you know came in ( eg if an entrance fee than approx how many people attended ... if a raffle then approx how many raffle tickets sold etc )

[4737 Carlin]

What sort of entity is the golf club concerned? e.g. company limited by guarantee, informal association?

[paulajayne]

As yourself and the club do not have records for this period there is little to be done but learn lessons.

Does the club have records for previous years?

[4737 Carlin]

As yourself and the club do not have records for this period there is little to be done but learn lessons.

Does the club have records for previous years?

The issue as regards to records is a good point. Surely the club's accounts would show unreconciled cash receipts?

Has theft been ruled out?

[Billts]

The club is a limited company . I agree with what you say about the accounts however they say there has been a problem and it's up to me to prove that people paid. This is impossible as I never collected the money.

[4737 Carlin]

As PaulaJane has referred to in post #12 are you able to access the records, accounts or whatever for, say, the previous four or five years to see what level of income or surplus the charity events generated. On the face of it, if the prior years have all been in the £5,000 region (as you refer to) and you have held identical events (in number, style, attendance and cost) then it is not reasonable for them to assume you should accept that your year generated only £580.

Are you a director or member of the limited company? If so, what do your rules (Articles of Association) provide for for you to call a formal meeting of either or both directors and members so that you can "up the ante" if you choose to?