District 201W1 Cabinet Papers Sunday 10
3. Correspondence – general correspondence resides on our District website and is accessible at
any time with your login details. It is circulated every few weeks, depending on the volume,
to club secretaries as links. This is a new initiative and there has only been positive feedback.
A big thank you to Ron Freestone for his assistance with the uploading of documents. A lot of
time is spent answering queries from clubs and cabinet officers as well.
4. Convention 2017 – working with the Convention Committee to help with the circulation of
information to clubs and Cabinet Officers.
5. District magazine – circulate via email and send a hard copy to clubs for those who are not on
email every month.
6. Cabinet Papers – preparation and circulation to cabinet officers.
Most of the work that a Cabinet Secretary undertakes is very transparent and is available for
all to view and comment on.
2.5. Cabinet Treasurer Report
These first two months as Cabinet Treasurer have been extremely busy, getting the Ist Semi Annual
dues sent out, reconciling and paying MD dues and then beginning the follow-up process for both
District & MD dues, as well as LCI dues.
I have also been working on getting all signatories setup with branch access (cheque signing approval
and access to branch) as well as the on-line banking platform for all our accounts, learning the
accounting system and finally taking handover of the books from the previous Treasurer, Tony
Pallotta, mid -August once he had completed the books for the 2016/17 financial year.
A special thanks to Tony for all his assistance over this time, particularly with the handling of payments
for Razzmatazz when we had issues getting access to the on-line account and also to Colin for
approving them. Also to Tracy from Tony’s office for showing me around the Quickbooks accounting
system that is being used for District’s books.
I have spent a considerably amount of time delving into the books, going back a few years to familiarise
myself with the general activity in the accounts and understand the policy minutes governing
expenditure. In this process, I have been picking many Lion’s brains, to better understand the
background to some of our accounts and financial arrangements in general.
Coming in as a new Treasurer, what I have noted in this regard, is a notable lack of a working procedure
/ process document, with all such Financial information and arrangements in one place so that the
Treasurer can very easily and confidently pick up where the previous Treasurer leaves off. So, I will be
Clubs Treasurers seem to experience similar issues, with a lack of appropriate handover, resulting in
them not paying accounts, or making cheques out incorrectly, and not always knowing what is
required from an audit perspective and what they can do to raise admin funds, as well as what
accounting resources are available to them. So, I will be communicating with all Treasurer’s in our
District and also providing the Zone Chair Persons with information so that they can also address these
issues at Zone meetings and on Club visits.
As I have only received the Accounting system recently, I have not yet caught up all the with
processing all transactions into the accounting system, so am not currently in a position to produce
full Income statements and Balance sheets for all our accounts at this point in time, as there is a
considerable backlog workload relating to the capture and receipting of dues into Quickbooks.
However, these will be sent out as soon as this task is complete.