A simple worksheet to organize your group's income, costs, and priorities before the meeting starts. Print it. Share it. Keep the discussion on track.
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List every source of income your group expects this period.
These are expenses you must pay. Insurance, maintenance contracts, bank fees, and so on.
Things the group wants but does not strictly need. Rank each one by priority.
Here are two filled-in worksheets so you can see what a finished one looks like.
Email or print the worksheet at least three days before the meeting. People make better decisions when they have time to think instead of reacting on the spot.
Start the meeting by reading the income and fixed costs out loud. Do not skip this step. Many arguments happen because people do not agree on the starting numbers.
Ask each member to rank the wish-list items before the meeting. Write the average ranking on the worksheet. This gives you a starting point and shows where the group agrees.
The "what we can cut" column is the most useful part of this worksheet. When someone pushes for a new expense, point to the column and ask which cut they support.
One person should not decide the budget. If one member dominates, ask others to write their rankings on paper first. Then read them out loud so every preference is visible.
Go through the wish-list one by one. Vote yes or no. Write the result on the worksheet. This keeps the meeting moving and gives you a clear record.
Every group has at least one. Think about insurance, bank fees, website hosting, or a reserve fund contribution. If you truly have none, leave the section blank and move on.
Print two copies of the worksheet. Give one to that member and ask them to fill it out before the meeting. When others see their priorities on paper, it is easier to bring quieter voices into the conversation.
Your entries are saved automatically in your browser. Close the tab and return later. For a permanent copy, print to PDF or copy the worksheet text to a document.
This is the most important column. It forces the group to name trade-offs in advance. When a debate starts, you can point to the list and ask which cut is acceptable.
No. It works for any small group that manages shared money. Youth sports clubs, neighborhood associations, church committees, and book clubs with a shared fund can all use it.
Use your best estimate. If dues are $50 per home per month and you have 48 homes, that is $28,800 per year. If you expect some non-payment, reduce the estimate by 5-10 percent. It is better to be slightly conservative.