Attending: Jane Clark, Jane Hart, Vicki Hill, Susan Korn, Barbara Mull Financial Situation Discussion focused on need to have invoices provided to members that reflect up to date payments and arrears. It was recognized that there have been some concerns with accessing data when treasurer officers transferred duties at the new Civitan year. Members recalled the difficulty as a new club with getting an accounting system in place. At one point former President Jane Clark set up some books while in office and turned them over to incoming Treasurer Roger Smith, who further developed the accounts. He reported at regular and board meetings the current balance, invoices paid, dues outstanding – all of which helped to keep us apprised of budget matters. Vicki noted that she is recognizing how important it is for the secretary and treasurer to work closely together. Former treasurer Roger Smith had taken on certain secretarial roles (submitting additions and deletions of members and changes in officers). When a new member completes a form and gives it along with a check to Roger, for example, then one person can verify the dues are correct and submit to International with an addition form. It was decided to call a finance meeting to make a list of what needs to be reported on our finances. Members to be invited to this meeting: Treasurer Paula Brown, Board members Jane Clark and Vicki Hill and past treasurer Roger Smith. Proposed Officers for 2010-11 Pending Contact and Acceptance · Chaplain: Wendy Waugh · Sgt at Arms: Joe Evans (Jane Clark to ask) · Treasurer: Paula Brown · Secretary: Mary Gorman (Vicki to ask) · President Elect: Jane Hart · Vice President: eliminated this position · President: Jane Clark · Board: Rick Stephens (Vicki to ask): Richard Gross, Keisha Davis, officers · New role: Membership Coordinator: Susan Korn to maintain membership records (accept membership forms and one-time fees, submit addition and deletion forms, maintain local membership roster for distribution to club members and verify membership roster on which International dues are based); position is automatically a board member · Newsletter editor: Peg Morrison (Jane Clark to ask) · Food for All Committee: Jane Clark welcomed the opportunity for another member to coordinate with these members: Keisha Davis (coordinator? Jane C to ask); Barbara Mull, Susan Korn, Shields Jones, Tom York, Wendy Waugh, Richard Gross |
