Background and Introduction

The Torquay Bowls Club (the Club) celebrating its centenary in 2024. It has as evolved to now be a vibrant events, activities area offering quality facilities for lawn bowlers with an excellent bar and bistro enjoyed by many members and visitors. The Club is located on the Esplanade at Torquay and enjoys excellent amenity with a view of the ocean that is unprecedented in the bowls community. The Club has an annual turnover of approx. $2.6m and has almost 800 members (affiliated and social).

Financial Services.

The Club is seeking quotations from suitably qualified individuals or companies able to provide;

- Treasurer support and Bookkeeping Services.

The Club is offering a contract for a two-year period and seeks quotations for the service. Services sought include:

- Attending to accounts payable and receivables

- Weekly payroll (in 2024 Club had 6 full time employees and up to 45 casuals on payroll with summer trading period the busiest in terms of payroll numbers)

- Attending to club tax obligations with ATO (so payroll and gst)

- Worksafe and insurance payments as required

- Monthly bank reconciliations and production of P & L and Balance Sheets

- Preparation of end of year accounts and management of audit process

- Training of nominated staff in support services such as invoicing and accounts payable. Aim would be for staff to be able to undertake some of the operational functions to release the contractor to do more strategic work.

- Preparation of annual budgets and monthly budget performance reports

- Preparation of other reports from Xero and reconciled to other relevant data bases when and if required (e.g. cost centre reports, membership reports)

- Offer general advice as required

Other Considerations.

The Club uses Xero for accounting records. The Clubs POS system is Bepoz. The Club requires the bookkeeper/treasurer support to attend the Club for at least one-half day per week (4 hours) to attend to duties and provide staff support. The provision of Treasurer services will require attendance at a monthly Board meeting of the Club for up to a half hour. The Club will be reporting distinct cost centres in 25/26 so input to cost centre budgeting and allocation of overheads will be expected from the contractor.

Respondents are encouraged to examine the Club’s Strategic Plan and the most recently audited statements of account contained within the annual report – see www.torquaybowlsclub.com

Timing.

Respondents should provide a quote for provisions of the services and a covering letter to the following by close of business.

Peter Anderson

Chair.

Email chairperson@torquaybowlsclub.com

In addition to provision of information supporting the qualifications to provide the service, service cost and referees the respondent will at least need to:

- Provide evidence of Public Liability and Professional Indemnity insurance cover carried by the respondent and

- Advise key personnel that will be providing the service to the Club.

All enquiries on this Request for Quotation should be directed to Peter Anderson, Club Chairperson on 0411544868 or by email chairperson@torquaybowlsclub.com