Audit of Records of the District Treasurer for the period 1 July 2003 through 30 June 2004
Copy of report with signatures in .pdf format
In compliance with Paragraph 3 of the District 6190 Finance Committee Policies and Procedures, the District Audit Committee met on Saturday September 11, 2004 and examined the following items:
- Statements, canceled checks and deposits for these district accounts:
- District 6190 Checking Account #xxxxxxxx0309 - Bank One, NA, Baton Rouge, LA
- District 6190 Checking Account #xxxxxxxx4892 Hibernia National Bank, Bunkie, LA
- District Simplified Grant (DSG) Checking Account #xxxxxx4868 Hibernia National Bank, Alexandria, LA
- Camp RYLA Checking Account #xxxxxxxx6665 Hibernia National Bank, Alexandria, LA
- Interact Committee Checking Account #xxxxxxxx4568 First Guaranty Bank, Benton, LA
- Accounts payable - documentation of paid bills
- Camp RYLA - receipts and invoices
All accounts and records were found to be in proper order, in our opinion. All bank statements were found to be in order and were balanced. The committee makes the following recommendations:
- that the appropriate budget item be noted on both each check and each check stub.
- that the district develop a chart of accounts for continuity of financial reporting from year to year
- that the district purchase the District Administration Software (DAS) from RI
- that the district continue yearly financial reviews similar to this one
Accounts payable (paid bills) were found to be in excellent order and also found to have excellent documentation. The system we examined made it very easy to determine the budget item to which the expenditure item was applied. It is the committee's recommendation that this or a similar system be continued into the future.
The receipts and invoices for Camp RYLA were found to be in excellent order and also well documented.
In the course of this audit, it was noted that an item - that was not authorized by the district governor or the finance committee - was purchased from an authorized Rotary vendor and charged to the district. This invoice remains unpaid. It is our recommendation that this issue be resolved as soon as possible to protect the reputation and credit of the district and all clubs in the district.
Respectfully submitted:
/s/ Ed Hall, Committee Chair - Rotary Club of West Monroe
/s/ David Bellew - Rotary Club of South Shreveport
/s/ Judy Bellew - Rotary Club of South Shreveport
/s/ Anne Causey - Rotary Club of Leesville
/s/ Joe Lang - Rotary Club of Leesville
/s/ Frankie Rasberry - Rotary Club of Lecompte
District 6190 Policies and Procedures
Finance Committee
The District Finance Committee shall consist of the District Governor, the immediate Past District Governor, the District Governor-elect, the District Treasurer and three members-at-large. The members-at-large shall serve rotating three-year terms such that the term of one of the members expires each year. The District Governor shall appoint Rotarians as members-at-large to fill positions becoming vacant upon his/her accession to office. The District Governor shall appoint the chair person from among the members-at-large. No two members at-large shall be members of the same club.
1. The District Finance Committee shall prepare a recommended budget for the year beginning the next July 1. The recommended budget shall be distributed to the presidents-elect and posted on the District website at least four weeks prior to the District Assembly. Adoption shall be by approval of three-fourths of those presidents-elect in attendance at the District Assembly
2. The District Finance Committee shall oversee the administration of the District funds, and shall be the only authority to approve disbursements not authorized by the budget or by existing resolutions.
3. The District Finance Committee shall arrange for an audit of the records of the District Treasurer as of June 30. Such audit is to be completed in time to meet RI's reporting deadline. This audit will be directed by a committee appointed by the Finance Committee and will be in a format acceptable to Rotary International.
4. The District Finance Committee shall prepare a yearly financial report covering the year ended June 30. The financial report shall be mailed to all club presidents before October 31 and will be reviewed at the mid-year Leadership meeting.
5. The District Governor and the District Treasurer will be signatories on the bank account(s) of the District fund(s). Both signatures will be required for any withdrawal. The bank account shall be held in the name of the District.
6. Where funds are raised for specific programs (RYLA, Interact Conference, etc.) a budget of income and expenses shall be prepared and submitted to the District Governor and the Finance Committee for approval and these figures will be included in the annual budget prepared by the Finance Committee. (See number 1. above)
7. When funds for specific programs are kept in separate bank accounts, the chair of the responsible committees and the District Treasurer will be signatories on such accounts. Both signatures will be required for any withdrawal. The bank account shall be held in the name of the District.
The following guidelines apply to budgeted income, expenditures, disbursements and reimbursable expenses:
7.a. Expenditures shall be guided by the annual budget approved by the incoming club presidents at the District Assembly. This budget shall allow for such expenditures as:
7.a.(1) Expenditures for the District Governor, to include the expenses for the governor and spouse to attend the Rotary Zone Institute and training session, and expenses incurred in carrying out those duties associated with the office of District Governor
7.a.(2) Expenditures for the Governor-Elect, to include the expenses for the Governor-Elect and spouse for attending the Rotary Zone Institute and training sessions, the International Convention, and expenses incurred in preparing for being governor and for carrying out those assignments made by the Governor;
7.a.(3) Expenditures for the Governor-Nominee, to include the expenses for the Governor-Nominee and spouse for attending the Rotary Zone Institute and training sessions, expenses incurred in preparing for being governor and for carrying out those assignments made by the Governor;
7.a.(4) Expenditures for the Council on Legislation Delegate and the Alternate to include the expenses for the Delegate and Alternate for attending the training session at the Rotary Zone Institute, when required, and other expenses not covered by RI.
7.a.(5) Reimbursements for eligible expenses incurred by any District 6190 Rotarian, which are called for in the approved budget for the current Rotary year, shall be paid upon the receipt of all required supporting documents. Any Rotarian incurring such expense(s) shall submit all required supporting documents, to the District Governor, who shall forward the supporting documents to the District Treasurer for payment.
7.a.(6) Miscellaneous expenses, including the cost of bonding all of those who have signatory authority on any District accounts and his/her expenses in collecting and disbursing District funds.
7.b. All funds that are reimbursed by RI to any individual, that have already been paid by District 6190, will be immediately due and payable to District 6190.
7.c. The annual District per-capita levy and Club Dues will be payable by District 6190 Rotary Clubs. This amount shall be payable in two equal installments due by August 1 and February 1 of each Rotary year, based on the club membership as of the previous June 30, as reported to RI. In accordance with the bylaws of Rotary International, any club in debt to either Rotary International, or to District 6190, shall not have voting privileges at the district conference nor be eligible to propose a candidate for District Governor Nominee.
7.c.(1) Each club shall be billed for registration fees to pay for the current club president and the current club Rotary Foundation chairperson or their representative(s) to attend the District Rotary Foundation Seminar for the year in which they serve.
7.c.(2) Each club shall be billed for registration fees to pay for the current club president and the current club Membership chairperson or their representative(s) to attend the District Membership Development Seminar for the year in which they serve.
7.c.(3) Each club shall be billed for registration fees to pay for the club president-elect and the club secretary-elect or their representative(s) to attend the District Assembly for the year in which they serve.
7.c.(4) Each club shall be billed for registration fees to pay for the club president-elect or representative to attend the PETS for the year in which they serve.
7.d. The District Finance Committee will maintain a minimum reserve balance. The amount will be approved each year at the District assembly.
7.e.. All authorized travel by personal vehicle will be paid for actual mileage at the current RI rate.
7.f. Allowed costs for authorized travel to the Rotary Zone Institute and the International Convention will be round trip coach plane fare or mileage, whichever is most feasible, hotel rooms for nights during the scheduled event, and a reasonable amount for food.
Effective Date: This procedure will be effective at the time it is approved.
Approved:
District 6190 Conference in Lafayette, LA
April 24, 2004
