Administrative Procedures

This page provides a detail account of day to day administrative requirements of operating a CRV with examples of entries made to various record keeping and administrative requirements of a Community Recycling Venture.

See the side menu for blank proformas made available for your convenience.

Tasks

The practical operations of the Eaglehawk Recycle Shop, are exemplified here as a guide to getting started with the everyday workings of a CRV.

The Waste Management Team are responsible for record keeping. With computer literacy not a common skill amongst the Team a manual record keeping system takes precedence, allowing everyone to be involved. This level of responsibility is a clear example of staff ownership.

A Daily Record provides detail on the different types of items purchased by customers. It helps to identify what recyclable material is being sold. Each time an item is purchased, it is recorded on this daily takings record; GST is added to any 'value added' item, for example the shed heaters and firewood (recorded separately at the end of the list); signed off at the end of the day; tallied and banked on the day.

Example of Daily Record                                                                          

The daily record is then transferred to a Monthly Record. Manufactured items are 'value added' items and are identified separately. Scrap metal sales to dealers is recorded, as with any other items, sold in bulk to other recycling businesses; for example cardboard. This monthly record is then tallied at the end of the month and forwarded to the not-for-profit organisation's accountant or bookkeeper for monthly reporting. The comments on this record provide important explanation as to why the 'takings' are either above or below budget, which enables the Team to make adjustments where necessary.  The weekly report is a progressive report; an important factor for validating hours and is a tool for the Team to provide evidence and keep a 'finger on the pulse'.

The weight measures are recorded at the Council weight bridge by way of a receipt identifying the weight of the empty truck, the overall weight with load on and the net weight being the difference. This receipt is provided to the scrap metal dealer and in turn a summary sheet is provided to identify ferrous and non-ferrous metals and the dollar amount owed to the CRV.

One copy of the receipt is given to the CRV and the other is kept by the local Council as evidence to qualify for a rebate from EPA Environment Protection Authority.

Where cardboard is concerned an invoice is written up for the business receiving the bulk delivery and payment is made at the end of each month to the CRV. One copy is kept by the CRV, the other issued to the recycling source.

In relation to creditors, this is the only source of credit used by a CRV; where product is sold to another business. This is an enormous plus for the enterprise with all sales being fed by a cash return.

Example of Monthly Record                                                                     

The Weekly Record categorises the recyclable material and shows comparisons of ' takings ' against budget estimate.

The weekly record is filled out each Monday morning and completed as of Sunday night. Graphs are produced from the figures, reports written and decisions taken on hours to be worked.

Example of Weekly Record                                 

• Approximate weight in sales:   5,000 kg 
• Actual weight in metals:         36,000 kg

     Number of Sales on Daily Record

     MON           TUE          WED          THU            FRI             SAT           SUN

       75                83              83              78                78              109              88

     TOTAL   594

• Paid work hours (342):      402.8
• Volunteer work hours:         22.5

Issues Discussed at Weekly Business Meeting

Truck to be rebuilt – will take 2-3 weeks and cost $4,500 – Peter to organise                                        

Board with plan for new Recovery Centre to be made up – Tony and rob to do                                     

Sort & Save Campaign marketing – more leaflets needed at gate house – Ray to organise

Tony to start holidays next week - Jason to fill in            

Les and Darryle to undertake waste audit for Council over next week                                                    

                                                                                                                                                               A table of Annual Figures recorded in the not-for-profits Annual Report provide important statistical information.

Example of Annual Figures Recorded for Statistical Reporting

The Staff Roster is completed at the weekly Team business meeting for the week to come. Being open 7 days a week, this keeps planning simple and ensures everyone is aware of the days to be worked. Deciding this together, week by week is manageable for everyone.  The roster is based on full time staff to work that week and only includes permanent casual staff when full time staff are on leave. All rosters are kept for easy reference if queries arise.

Example of Staff Roster

See Staff Time Sheet proforma accessed from side menu.

The Profit and Loss Statement provides a detailed example of forward financial planning and costing associated with operating a CRV.