Treasurer: Budget Planning
Treasurer: Budget Planning
Overview
The pack operates on an annual budget that is planned each summer and approved by the committee in September. The budget ensures the pack has sufficient funds for its program throughout the year, that major expenses are anticipated, and that families understand how money is raised and spent.
Budget Cycle
| When | Task |
|---|---|
| May–June | Close prior year financials; produce prior-year annual report |
| June–August | Draft upcoming-year budget with input from Cubmaster and committee chairs |
| September | Present proposed budget to committee for approval |
| September–November | Popcorn accounting (major revenue event) |
| December | Invoice for popcorn “donations in lieu” (Scouts who didn’t meet popcorn goal) |
| January | Budget finalized and confirmed for new year |
| Monthly | Track actuals vs. budget; report at committee meeting |
Budget Categories
Revenue sources:
- Annual Scout dues
- Popcorn sale proceeds (largest revenue source)
- Outing fees (camping, special events)
- Additional dues / popcorn shortfall invoices
- Grants and donations (as applicable)
Expense categories:
- Advancement awards (badges, pins, trophies) — coordinate with Advancement Chair
- Pack meeting supplies and hospitality
- Camping and activity costs
- Recruiting and marketing
- Administrative costs (QuickBooks, website, etc.)
- Leadership awards
- Charter renewal fees
- Council registration fees
Building the Draft Budget
- Pull prior-year actuals from QuickBooks Online as the baseline
- Discuss planned activities and events with Cubmaster — any new events or changes from prior year?
- Get advancement award estimates from Advancement Chair
- Get activity/event cost estimates from Program Chair
- Factor in expected popcorn revenue (use prior-year as baseline; adjust for enrollment changes)
- Set per-Scout dues level to cover the gap between popcorn revenue and expenses
Presenting the Budget
At the September committee meeting:
- Present revenue and expense projections in a simple one-page summary
- Highlight any significant changes from prior year
- Identify any risks (e.g., lower-than-expected popcorn sales)
- Get committee approval by vote
Resources
docs/Training/Positions/Treasurer/PACK 232 TREASURER GUIDE.mddocs/Training/Positions/Treasurer/Additional Treasurer Resources/BSA/BSA Planning Your Troop_s Annual Program Budget.mddocs/Training/Positions/Treasurer/Additional Treasurer Resources/your council/University of Scouting/Pack Finances & Budget Training/(multiple years available)