How to Pay Invoices

This document provides the step-by-step process of paying rent and invoices. The coaches and Bricks email their invoices to the main gym inbox towards the end of the month. Further information can be found following the link below.

Pay rent and all invoices 

How to check/change access permissions to the bank account

This document provides the step-by-step process for checking/changing access permissions to the bank account. This may be needed if a new treasurer takes over or if someone with access permissions leaves the co-op. Since the process requires signatures of all current members with permissions, plus the signature of members who need adding/removing, it's advisable to ensure this is done as soon as possible before a name needs removing to avoid having to chase the person/people whose name is being removed, as this can get complicated if they move cities etc.

Check/change access permissions 

How to pay £40 to ICO

It is a requirement of the co-op to pay the Information Commissioner's Office (ICO) £40 yearly in keeping with our Privacy Policy. It's worth checking the websites self-assessment tool  before paying to ensure the correct amount is paid to avoid penalties in case of an increase, or to save money in case of a decrease. This task is co-ordinated with the Chair.

Pay £40 to ICO 

How to prepare the financial reports for General Meetings

Financial reports are used to provide the co-op members with a summary of how the gym has been running financially since the last GM. Any areas of concern are flagged and things that have been doing well are highlighted.

Preparing financial reports for GMs 

How to send the £1 share to members who have cancelled membership

All members hold a share of £1 in the gym which forms part of their initial membership fee. When cancelling membership, members are given the option of donating or withdrawing their £1 share and if withdrawn, this share is processed as a £1 refund on their gym membership payments.

Send £1 share to members with cancelled memberships 

How to update & display the latest balance sheet in gym & on the website

Our rules state “The Co-operative shall at all times keep a copy of the latest balance sheet of the Co-operative together with a copy of the corresponding Auditor’s report hung up in a conspicuous place at the registered office and displayed on the Co-operative’s website (if any).” 

Since we forgo the audit see here, there is no need to do anything further with an Auditor's report.

Update & display latest balance sheet  on gym & on website 

How to file Annual Return (AR30) with Financial Conduct Authority (FCA)

Our financial year runs from 1st April to 31st March; BCG is regulated by the Financial Conduct Authority (FCA) and we have an accountant who files our Annual Return. A fine is issued if filing is missed by the deadline: November 1st. Between 31st March and November 1st, the Treasurer prepares our management accounts and submits these to the accountant.

Further, more detailed information can be found in the link.

File Annual Return (AR30) with Financial Conduct Authority (FCA) 

How to see payment reports

Payment reports for TeamUp and MoveGB:
Payment reports 

How to change signatories and authorised users on the bank account

We require two signatories to make changes to the bank account.

Signatories can also be authorised users, allowing them to make payments, and they can receive a debit card too.

To make any changes to this - adding or removing signatories and updating their permissions - we need to fill out a Change of Signatories form and post that back to the Co-operative Bank.