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Central Office / BDSC Pre-Registration Co-Treasurer

Received phone calls, emails, and drop-by visits with questions, concerns, and comments related to Big Deep South (this year’s event and the event more generally) and provided all information that we could at those times

Offered storage in our backroom to safe-keep items and baskets for Raffle/Auction and Bingo, home group banners, coffee purchases, welcoming chips, and merchandise purchases and items; coordinated, when possible, with each of these committees to ensure prompt and clear communication about items’ presence; coordinated, when possible, pickup times for these items with committee members and members of home groups.

• Central Office will appreciate more communication on this going forward. Several committee members were communicative, others were not, and this occasionally caused unnecessary confusion and headaches for all involved. We will no longer accept drop-off or pick-up attempts by committee members that are both unannounced and outside of our office’s business hours. Communication is key, and we appreciate your willingness to work with us, as fellow alcoholics and human beings.

Made timely monthly payments on Big Deep South’s behalf for its website and storage unit, as those bills come to our office

Received, kept accounting of, and deposited monies from all pre-registration paper forms paid by cash and check

Created BDSC Treasurer’s Report data spreadsheet to help us and the event Treasurer record and report costs, vendor payments, committee reimbursements, and revenues and contributions collected before and during the event

Introduced credit card payment capability for paper pre-registration forms at the office by installing the Zettle app on our retail point of sale tablet; processed 16 of the 27 (59%) total paper pre-registration forms via this new method

• These members were grateful for the accessibility expansion, as many do not want to use a website and card online to purchase their registration 
• A few separate scholarship donations were also completed with this method in-store

Completed paperwork for sales tax exemption for the GNO Service Board 501(c)(3), resulting in the savings of at least a few hundred dollars on purchases for this year’s event committee

Completed several vendor transactions (merchandise, decorations, event liability insurance) directly from BDSC bank account, to simplify transaction process and accounting for the event treasurer

Renewed Central Office/GNOSB Amazon account and initiated a Sam’s account to allow for covering committee purchases directly

• Simplifies overall process of committee purchases, as well as simplifies budgeting records for the Treasurer
• Reduces number of checks that need to be written, and thus number of times the service board officers have to coordinate getting to central office to write and sign these checks whenever committee members have reimbursements come up
• Also benefited several committee members who needed help covering payments for their items upfront
  • Not all committee members past, present, or future will be able to cover the full costs of their committee with their own money and wait for reimbursement
  • Finances need not be a barrier to the ability to be of service to this event and to our fellowship
  • We hope this effort expands the accessibility of these service committee opportunities, including those with a higher cost upfront, to more members of our fellowship, regardless of financial status

Added volunteers’ user accounts to PayPal/Zettle account before and during event, so different committees could have their volunteers and committee chair process transactions; these accounts have been deactivated.

Worked with hotel liaison to clarify and confirm various aspects of this year’s event’s hotel contract, including payment dates, event orders, banquet counts, parking info, and attrition for unsold hotel rooms

Coordinated committee reimbursement check-signing and status updates with the GNO Service Board

Pulled together available budget, revenue, and expenditures data from 2023 and 2024 BDSC events to provide 2025 BDSC Treasurer data to create this year’s event budget

Provided monthly bank account and PayPal statements for BDSC to the GNOSB accountant and worked with accountant to keep her monthly reports for our organization more up-to-date, particularly for this event compared to past years – at her request for processing the organization’s monthly and fiscal year financials, and the annual 990 filing with the IRS

Discovered only one working Zettle reader – found a second Zettle reader that had been broken by a gum wrapper being stuffed into the card reader port; personally donated a new reader to replace it (as did the Raffle/Auction chair) so that the Registration, Merch, and Raffle/Auction committees would have enough card reader technology to support their committee volunteers during the event

If the event committee wants less involvement from Central Office at future BDSC events, recommended to budget for a CPA and/or to find a Co-Treasurer to provide support and information needed for all of the Treasurer’s tasks – pre-event, during event, and post-event.