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Finance Committee Notes: July 21, 2004 Revised Present: Jo Chamberlain, Jake Schneider, Doug Malkan, Emily Citkowski, Mark Sanson, Bill Meyers, Jeff Turner Facilitation: Jo Notes: Bill Time: Jake Approval of minutes of July 7 with correction. Mark Sanson now has the finance portfolio for the Steering Committee. 1. Comprehensive database and reporting systems update. Database meeting to take place in DC; David has tickets. Import process is a priority; Emily needs to learn to do it. Doug suggested we also have good documentation for this. David will also enable multiple simultaneous users. 2. Income Reports. Accounting should soon reflect merchandising, including inventory. Jake is increasing amount of information in his reports. 3. Mission, Policies, and Procedures Jo's concerns: Only Treasurer can open or close an account. It is in Fiscal Policy, but will be added. Also, membership does not match Fiscal policy section. Audit policy - explained change to annual internal audit and received approval of committee. Non-affiliated states members - strike Also, consistent capitalization for "treasurer." 4. Fiscal Policy. Jake will review the suggestions from everyone and Jake will coordinate parallel sections with Mission, Policies, and Procedures. 5. Budget Amendment, Black Caucus Revision needed. KCM informed Jo about a $500 reimbursement, but Jake has not received paperwork. 6. Cash Flow. An update was given from Fundraising teleconference: they are working on new methods, but nothing is concrete yet. Jo: we need to set aside income to do more fundraising. A cash flow spreadsheet might help. 7. CCC/PAC. Doug is working; has only received a blank form for Arizona. Mark asked about CCC matching funds that are going to be requested. Money comes out of general funds; may not be available when they make the request. 8. Green Unity Card - Fundraising idea described by Jake. 9. New York requested a list of NY donors. In past we have done this for other states. Discussion of possible proposal to bundle state sharing of lists in order to get national list. This will be a discussion item at our next meeting. Next meeting August 4, 7:00 - 8:30 PM EST.
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