Happy New Year – a year full of God’s blessings!

I hope all of you were able to share the Christ Child’s peace and joy with friends and family.

Annual Reports

Judy Lewis, National CWL Treasurer, has sent a friendly reminder about submitting annual reports on time and using them as a means of sharing and assisting all members.

A report form is on the national website, www.cwl.ca – that I need to complete. It has all the donations listed by standing committee. This does not match the form that you will have received from the parishes, nor the one that has been sent to you for completion. Please complete the forms as sent – I will do my best to allocate the donations to the proper committee. If I need to, I will contact you for clarification. Next year we will do better

“…a place with its own atmosphere, its own privacy, like when you step into a church and in the dim coolness other kinds of thoughts are possible.” (The Last Woman, John Bemrose)

I hope you found such a place this summer and the time to redefine your thoughts and refresh your energy. We know that September draws us back into the work of The League – are you ready? Welcome to the new treasurers.

From National Secretary-Treasurer, Judy Lewis…

“A motion to increase the per capita fees from $8.00 to $13.00 effective January 1, 2012 was carried unanimously at the 91st annual national convention in Toronto, Ontario on August 16, 2011 by the 11 provincial presidents.”

Auditor/Examiner…motion re: treasurer’s report

Questions were raised about the necessity of a motion to have the treasurer’s report accepted. I have tried to answer this in my submission to the Fall Newsletter. If there are further questions, please contact me.

Annual Reports

Already??? Not quite, but I am going to include a form this year for listing charitable donations. I will send it to diocesan treasurers now so that they can forward the form to parish treasurers. The form is a modified version of what was sent to National for 2010. I realize that not everyone gives to all of these charities – please leave blank the ones that do not apply. Please add any charitable donations that you make that are not included. I will enclose it as a spreadsheet and also as text. Thank-you.

There have been no extraordinary expenses in 2011. To June 1st, per capita of $38,960 has been received for 111 members for 2010 and 7681 members for 2011. Funds are being received much quicker than last year. Once our application is processed, the per capita will now be deposited directly into our account.

The interim report shows a profit of almost $11,000, but I estimate that after convention expenses have been paid, that profit will disappear. We will rely on the balance of per capita to carry us through the year.

At present, there is over $11,000 to add to the GIC for the national convention fund in July. Funds will be transferred to the host committee upon presentation and acceptance of a budget.

Interest rates have improved slightly – the two GIC’s renewed in January are earning 1.75% as compared to 1% last year.

The executive are monitoring expenses, and hopefully the bottom line at the end of 2011 will indicate good stewardship.

I will now report on 2010 finances.

The transfer of signing authority was not finalized until mid-August 2010, so the transfer of books, etc. took place at that time. An audit was performed to July 31st. The new auditor is a CWL member and an accountant in a firm in Trail. The review was not performed through the business, but privately at a very reasonable rate.

When setting up accounts in a new computer program, I began to investigate the $1 per capita for hosting a national convention and realized that the financial position of our council was not being reflected accurately using the cash basis system. Please note that there was no error in the reporting – just that the cash basis system is very limited.

After discussion with the auditor, I presented statements using both the cash basis and accrual system at the Fall executive meeting with the recommendation that the change should be made.

To set up the liability accounts, with an accurate opening balance, adjustments were made in the retained earnings – thus giving a true account of operations for 2010.

The 2010 Financial Statement is on pages 24-27 of the convention book. Page 25, the balance sheet, shows the liability accounts that were established and the profit/loss adjustment to retained earnings of previous years. There is an explanation of both the liabilities and the profit/loss adjustment in the notes on page 27.

Page 26 is the statement of operations.

The $1 per capita of $10, 042 is included in the per capita amount as revenue and offset by the national convention host expense of $10,042, thus not affecting the bottom line. Interest income that is restricted to the development fund is also handled this way. (Note – liability is $10043 – this is due to the spreadsheet program rounding the numbers differently – actual liability and expense/revenue is$10042.41)

We had a year end profit of $1945.

I would like to make a motion that the auditor’s review engagement report for 2010 be accepted as presented. (note: The motion was seconded and carried)

Note: The financial statement will not be posted on the website, but is available in the convention book. All presidents will have this book, or may contact me for the statement.

As I reviewed my calendar, I noted that a communiqu

Greetings to all -

As treasurers, we are doubly called to be good stewards

Hello! I look forward to a new position on the provincial council and working with the diocesan treasurers – Lorraine, Sandralynn, Jennifer, Suzanne, Trudy and Sr. Shelley. Please remember that communication is important and two-way – I will learn from you! E-mail contacts will be available from the heading when this is sent. Please let me know if you need any more information about your counterparts.

Briefly, my background information:

• married to Tom for 41 years and we have three children and seven grandchildren; enjoy family gatherings, reading, curling, and camping;
• member of St. Joseph’s Council, Warfield, where I have held virtually every position; served as Christian Family Life and Organization chairperson as well as President and Past President on the Diocesan level; served as Communications and Resolutions chairperson on the provincial council;
• worked in a bank, for Stats Canada, and as the accountant/manager of a transportation co-op

As I am preparing for this new position and struggling to adapt to different computer programs and make them work with my programs, I am reminded that I didn’t miss that part of my job when I retired. But having inherited a lot of stubbornness, I will persevere and conquer!

The transfer of signing authority is now complete, and the books are being reviewed as is recommended when the new treasurer takes over. Many thanks to Elaine Audet, outgoing treasurer, for guiding me through the process.

The new National Secretary – Treasurer is Judy Lewis, outgoing Legislation chairperson. Look for her profile in the League Magazine or online. I have just received her first communiqué and will highlight some information – please read her entire communiqué, which will be posted on the national website soon.

National Communiqué Notes

1. “Thank you for saying “yes” to serve God and Canada. Welcome to our new treasurers who have begun their term. Each treasurer should have a copy of the handbook Guidelines for Treasurers. I encourage both new and returning treasurers to take the time to review the guidelines. Some items included in the guidelines are:

• Role of treasurer
• Per capita fees
• Voluntary funds
• Budgets
• End of term
• Remittance forms

The handbook can be ordered from national office or viewed and downloaded for free on line under “Resources” at  www.cwl.ca. The Constitution & Bylaws, Article XI: Duties of an Officer, Section 5, page 19 details the duties of a treasurer. This publication is also available online and is an important reference.”

“A Notice of Motion was passed at the national convention in Ottawa in August, 2010 to increase the national per capita fees by $5.00. This would bring the total national per capita fee to $13.00. Enclosed is the rationale for this motion. It is very important that we read and understand the reasoning for this request to assist our members in making an informed decision as they take this most important vote.”

Please review the rationale (enclosure) for increasing the national per capita fees, and support it on your diocesan council – work with your diocesan council executive to promote it in the parish councils.

Report forms will soon arrive – the importance of which many treasurers question. To answer – if $ figures are going to be quoted; we should ensure that they are as complete and accurate as possible. This can only be achieved with information from all parish councils. After a quick review of past donation reports, it seems that the National Voluntary Funds are reported accurately but we may be missing other donations. Please encourage parish treasurers to report all donations made.

I do not anticipate sending out many communiqués, but please contact me with any questions and I will do my best to find answers.

We as treasurers are called to be good stewards and to take an active part in the decision making of our councils. With accurate recording of transactions and up-to-date reporting of financial matters, informed decisions can be made by our executives to best benefit our members. May Our Lady of Good Counsel guide us in our work.

God bless….

Sandra

Thank you to all who sent in their annual reports. An amazing amount of work is done at the Parish levels and considerable funds are donated to support people at home and abroad. It is clear members are sharing the “good things we have been given.” I am sure with 100% reporting the amount would be even more impressive.

An area of congratulations is increased membership. Although we hear that long roster of deceased members each year, we continue to grow in membership. That is a very positive and assuring statistic.

Interest rates are a matter of concern. We rely on the interest earned in most of our terms to supplement our annual income. Luckily we had invested a couple of terms for a 2-year period, so missed the low interest rates last year, but sadly they do renew this year.

Slow per capita payments are another concern – by May 2009 we had received $7,415, by May 2010 we have received $3,452. Not sure if they are late going in from councils, or slow at getting posted at National. We cannot do much about the later, but we can do something about the first – please go back to your parishes & assure your per capita fees are sent in.

Our account for 2015 National Convention in Vancouver continues to grow, we are quite hopeful that we will have the extra funds needed to host this great event.

We had our Spring Meeting in Rosemary Heights in Kelowna again this year. While this meeting increases costs, your executive feel this meeting is necessary to help plan for convention as well as take some pressure off the pre-convention & the fall mid term meetings.

As per our Constitution & Bylaws, councils at each level should have the financial records appropriately audited or examined annually. I had the books examined by an accountant; that report is in the Convention Booklet

We had a great response for the Development Fund #1 this year, with 49 members applying and $4,077.64 awarded. Development Fund #2 had two applicants with $2,000 awarded.

Councils should prepare and monitor an annual budget. This helps with planning and with corrections and balances to spending. While some expenses remain fairly constant, others fluctuate – a budget is a guideline to help us with the fluctuating expenses.

I would encourage parish councils when you are preparing your annual budgets, to consider setting aside funds or possibly a separate fundraiser to encourage & enable as many members as possible to attend conventions. I think we would all agree that members are more likely to get enthused and energized at conventions and that may be the answer to some of our problems with getting members to stand for office.

I would consider this to be a wise use of some of your funds.

Of course all councils should have 2 signatures required on all cheques.

Above all – be good stewards of your council’s money. Keep members informed, make joint decisions on money matters with your members and continue in the great work that you do.

Four years has flown by – I am very grateful for your confidence in me & the privilege to serve as your Treasurer. I have done a number of books in the past, manually & on one other computer programs, but Simply Accounting is a great program to work with. I feel I have learned a new skill and hopefully have served this council in my best capacity.

Greetings

Another glorious summer has passed & with fall, comes yard & garden clean-up and resuming of our Catholic Womens League work.

Welcome to all Diocesan Treasurers.

I have provided a list, at end of communique, and I encourage you to share your information and gifts with each other.  Also, please feel free to contact me any time.

Expenses and Receipts

National Secretary-Treasurer, Peggy Roche noted in her communique, Members should not be out of pocket for incurred expenses while doing League work.

Good afternoon everyone. As your provincial treasurer I have fulfilled my duties as outlined in the Treasurer’s handbook, paid the bills in a timely fashion, deposited the money, prepared and distributed financial statements at Fall & Spring Mid-term meetings and Provincial convention. I prepared a budget and presented it at the Fall Mid-term meeting.

My goal has been to keep accurate account of all the records and to try to get the best return on our investments. Interest rates are currently very low so that is an area of concern – when I renew the terms, we will likely not get the rate of interest that we enjoyed the last couple of years.

The unaudited report for year 2008 is in your convention booklets for you to review at another time. I will not be going over that today. But everyone should have a copy of the balance sheet income statement from Jan 1/09 to April 30/09.

Membership total for 2008 (including some received in 2009) 9,604

Memberships received to end of April 2009 – 6,414.

We had to purchase a new laptop this past year as the old one was a little dated and just would not allow us to do the job we needed it to do. As the resale value of the old laptop would have been minimal, we voted to keep the old laptop and leave it with the Resolutions chairperson to use during convention rather than to disturb the secretary’s computer.

Happy New Years everyone.  I hope you all had a blessed and wonderful Christmas.

I am sending a quick communication to remind everyone to please adhere to the reporting deadlines.  Diocesan Treasurer’s to report to Provincial level by Feb 15/09.  Please strive for 100% reporting, if any parish has not responded, maybe try following up with a phone call.

The higher number of responses, the more accurate the reporting.

Also remind your parish treasurers to complete the Voluntary Funds report form.  You will have received this from National, but it is also in the policy & procedure book, appendix 3 – page 27.

Remind your parish treasurers to work hard on remitting the per capita by the February 28th deadline.  Our province is doing very well with membership; to the end of November 2008 we had 9263 members, up 81 members over 2007.  Great Job!

I will be out of touch for a couple of months, so please hold your emails until after March 3 or 4th, 2009. May Our Lady of Good Counsel continue to guide us in our work for God & Canada.

It is my privilege to serve you for a second term as treasurer on Provincial level. Be assured our Provincial council will strive to continue to be good stewards of your money. Welcome to all Diocesan Treasurers.

Expenses and Receipts

National Treasurer-Secretary, Peggy Roche noted in her communiqué, “Members should not be out of pocket for incurred expenses while doing League work. Members should submit receipts & then should be paid in a timely fashion. This keeps financial records in proper order for audit.” A bit of a reminder for all members.

Budget and Year End Reports

Get your records in order to report in a few months as it will be our year end. Prepare a 2009 budget for presentation to the council executive for discussion and approval. Ensure that all records are prepared for review or audit.

Guideline for Treasurers

New treasurers will find Guideline for Treasurers a helpful tool. It can ordered from National Office or downloaded from the website.

National Voluntary Funds

At the 88th annual national convention, a motion was approved to extend the MaterCare International Inc. National Voluntary Fund to 2010.

I thought you may be interested to know the following amounts were collected through national voluntary funds as of June 30, 2008:

Catholic Missions in Canada: $26,598
Coady International Institute; $28,318
Canadian Catholic Organization for Development & Peace: $77,161
MaterCare International Inc. : $36,766
National pro-life : $10,771
World Union of Catholic Women’s Organizations: 8,329
49th International Eucharistic Congress: $17,676

That totals $205,619 – a very big Thank you to all our members for their generosity and concern. The National Voluntary Fund Remittance Form is attached. Please use this form when making your remittances, indicate which fund the money is for and make cheques payable to The Catholic Women’s League of Canada.

Thank you everyone for your dedication and hard work. May Our Lady of Good Counsel continue to be our guide.

Madam President:

Good afternoon everyone. As your provincial treasurer I have fulfilled my duties as outlined in the Treasurers handbook, paid the bills in a timely fashion, deposited the money, prepared and distributed financial statements at Fall & Spring Mid-term meetings and Provincial convention. Served on Development Fund selection committee and tried to do everything asked of by my president as prompt as possible.

My goal as reported last year was to set up the books on the computer using Simply Accounting. That was done and I made it through my first year with everything balanced. Hoorah! I am very happy to have learned a new skill and hopefully one day to say I have mastered it.Provincial Development Fund – only 3 applicants – using $390.86 of $2010.50 available. Keep this in mind for 2008 as we will have a healthy amount of money $3,977.14 available.

We had one application for Development Fund #2 for $1000 to help a Diocesan president with travel to national convention.

In her recent communiqué, National Secretary-Treasurer Peggy Roche, talks about Audit and Examining at Year end. She says, at parish level, a member knowledgeable in parish council activities & financial undertakings, with banking or bookkeeping experience, could be invited to examine the council books. At Diocesan or Provincial levels, however, a professional audit of accounts may be advisable if the transactions & monies handled merit auditing standards at professional fees. The decision to “examine” or “audit” is made by the council concerned.

Everyone should have a copy of the balance sheet & income statement from Jan 1/08 to April 30/08.
I want to touch on the per capita fees. The total membership for 2007 wound up at 9094 with another 73 rec’d in 2008 equaling 9167. From Jan 1 – Mar 31/08 we had payment for only 2,810 members. We now receive a report detailing # of members from each Diocese with a further breakdown of # in each parish council. Not showing on this statement is another payment just received bringing our membership up to $3,406. This is way down from memberships we had at this time last year, so I talked to Diane Haven, membership person at National office. They had a huge number of memberships come in end of Feb & have completed the imputing of 2 piles out of 5 – so we are hopeful to see some very large remittances in the next 2 months. We are still hoping for 10,000 members in BC & Yukon!

We had our first second midterm meeting end of Jan 2008- the cost for this is showing on here. Most of the convention expenses are not showing here yet, so that will bring our expenditures up quite a bit. Be assured that the provincial executive is trying hard to be good stewards of your money.

GIC’s -Last year we added the $7,500 to our $50,000 provincial development fund when it came up for renewal in Sept 07 – this gives us more interest for delegate awards for travel to provincial conventions. You will remember we put $6,000 into a separate fund to be used for Education & Training. So far this year, we have used $1,370.91 for Leadership Development workshops in Kamloops, Nanaimo & Vancouver, leaving $4,629.09 in this fund.

The new GIC is the $1.00 extra per capita fee that we are investing to have a sum of money available for when we next host the National Convention. We will be adding to it again this year.

As a note, we need to keep at least $40,000 set aside in term deposits as a cushion equaling approximately one full year’s expenses.

Madam President:

Good afternoon everyone. As your provincial treasurer I have fulfilled my duties as outlined in the Treasurer’s Handbook, paid the bills, deposited the money and tried to do everything asked of by my president.

My goal was to set up the books on the computer using Simply Accounting. With the help of a friend, I am happy to say I have done that, but am still learning.

I will report on the Provincial Development Fund as this was something I did to help Barb cover the absent organization chairperson’s duties. This fund is to help voting delegates with travel expenses only, to come to provincial convention. To be fair to everyone, we strictly adhered to the outlined criteria this year; it had to be on the correct form, received by the deadline date, completed in full front & back, with all appropriate signatures. The money from this fund comes from the annual earned interest on our $50,000 GIC. We had 11 applicants with 6 awards & 5 regrets. This year we had $1060.00 in interest & paid out $924.32 leaving a balance of $135.68 which will be added to next year’s funds.

We had one application for Development Fund #2 for a Diocesan president to travel to national convention. This was awarded for $1,000.

Membership tracking: I sent out a form in January 2007 – and am wondering how that is going? The intention was to track new, renewed, lapsed & deceased members. I hope all of you are finding it a useful tool.

In her recent communique, National Secretary-Treasurer Peggy R., has requested that we mention a notice of motion that will be introduced at National’s fall meeting to start the process on a proposed increase in per capita fees. I refer you back to pages 8 & 9 of the winter edition of The Canadian League entitled “Money Essential to Growth” and “Money Essential to Growth: Part VIII. She gave examples of 1 yr National per capita fee for CWL $8.00 compared to Women’s Inter-Church Council of Canada $35.00, Real Women of Canada $25.00 & 1 yr membership at fitness center $572. League magazine -3 issues – Free, Money Sense – 6 issues $19.95 + tax, Canadian House & Garden – 12 issues $28.25 + taxes & Reader’s Digest – 12 issues $32.96 + tax. We are really getting a deal!

Everyone should have a copy of the financial statement from Jan 1/07 to April 30/07. I want to touch on the per capita fees. The total membership for 2006 wound up at 8,911. From Jan 1 – Apr 30/07 we had payment for 4,546 members and I am happy to report that I just received another payment bringing our membership up to 8,161. I have not received the breakdown yet, but I have been assured that we are getting back $5.00 per member. I commend you all for submitting your dues early and it looks like we may actually be on our way to the hoped for 10,000 member mark. Keep up the good work!

Most of the convention expenses are not showing here yet, so that will bring our expenditures up quite a bit, but the latest $18,209 per capita is also not showing here either. Be assured that the provincial executive is trying hard to be good stewards of your money.

GICs: Whitehorse GIC was cashed in last year, so we are now on our way to accumulating $10,000 for next Provincial convention there. We need to put aside approx $1,500 a year so we have our $10,000 in 6 years – we do not want to make small terms, so we will leave one of these GICs at $5,000 than will add to it in the 4th year

The $7,500 & $6,000 terms are new ones – at our mid term meeting last fall, it was voted to take the $13,500 gift from profit of 2005 National convention in Vancouver – add $7,500 to our $50,000 provincial development fund when it comes up for renewal in Sept 07 – this will give us more interest for awards for travel to provincial conventions. The balance of $6,000 was put into a separate fund to be used for Education & Training.

As a note, we need to keep at least $40,000 set aside in term deposits as a cushion equaling approximately one full year’s expenses.

Elaine Audet