Project
Sanctuary Board of Directors
Members Present: Conrado,
Members Absent: Boyes, Zimmerman
Others Present: Executive Director Hance, Fiscal Manager Letchworth, and Administrative Coordinator Phillips-Stout
The February 1, 2005 regular meeting of the Board of Directors for Project Sanctuary was called to order by Chairperson Hudson at 6:04 p.m.
1. Conrado motioned, seconded by
2.
3. No public comment
1. Due to the scheduled report from Julie Sawyer of Crook, Sawyer & Associates regarding the annual financial audit, the scheduled presentation by Judy Albert, Clinical Services Director was postponed until the March 2005 meeting.
C. AUDIT REPORT PRESENTATION FOR
FISCAL YEAR 03/04
Julie Sawyer of Crook, Sawyer & Associates presented an overview of her report and recommendations that were included in her written report, which was mailed to all Board members prior to this meeting. These include:
§ Compliance and Internal Control
o The Financial Statement fairly represents the organization’s financial position
o The organization lacks an indirect cost allocation method
o The organization lacks a direct salary allocation method
The organization’s internal financial control system is weak, although such a finding is not uncommon for small organizations with limited staff or of major concern given the size of organization. Ms. Sawyer suggested that Project Sanctuary develop and implement indirect cost and direct salary allocation methods as soon as possible, but pointed out that because we are currently half way through the current fiscal year, implementation may not prevent a similar finding in next year’s audit.
§ Additional findings included in the Management Suggestion Letter:
o Alysoun Ford Bank Account – The June 3, 2003 Board Meeting minutes do not reflect Board action to close this account, or direction regarding disbursement of the remaining funds prior to closing the account. Board Meeting minutes must reflect authorization to open or close bank accounts.
o Board Meeting minutes for 5/04 were approved even though they are identical to Board Meeting minutes for 4/04, with the exception of the first three paragraphs.
o Journal Entries appear to be made by organization’s bookkeeper with no indication that management reviewed and approved unusual expenditures.
o Employee timesheets reflected incorrect preparation, i.e., they are not signed by supervisor, no hours entered, hourly totals on front side of sheets did not match hourly totals on back side.
o In-kind donations are recorded on a monthly basis, but nothing more done with them. In the future, in-kind donations should be tallied and recorded as actuals.
Ms. Sawyer reminded the Board of its responsibility to ensure that checks and balances are in place and work correctly.
D. REPORTS
a.
Fundraising:
· The Board reviewed a planning calendar created to reflect scheduled and tentative Project Sanctuary events, including fundraising activities.
·
Rummage Sale:
Angle reported that the Rummage Sale will occur Saturday, March 5, 9:00
a.m. to 3:00 p.m., at
· Mario’s Dinner: Angle reported that the Project Sanctuary benefit dinner will occur on a Thursday in April. Angle will announce the date at the March 2005 Board meeting.
· Garden Tour: The Board further discussed the logistics of conducting a Garden Tour.
o Angle spoke with DeDe Ledford regarding the possibility of including her garden on the tour. Ms. Ledford is to get back to Angle.
o
Angle attempted to reach the Ukiah Garden Club
to no avail.
o Maricela will also speak with an acquaintance who attends local garden tours to obtain additional information such as common gardens included, how set-up, etc.
o Stephen mentioned that a Garden Tour would require the participation of numerous volunteers and all Board members. He further suggested that at this point, with only two months prior to the tentative date in May, it might be better to begin planning now for a Garden Tour in 2006.
o The Board agreed to do additional research and information gathering, and communicate via e-mail, prior to the March meeting, at which time the feasibility of a Garden Tour in 2005 will again be evaluated
·
Although the Walk-A-Mile In Her Shoes event was reflected
as occurring April 23 on the calendar, staff clarified that this date is not
confirmed, as the date of the national event is not yet known.
b. Board Membership/Nomination Committee: Maricela reported that Judith Fuentes had been contacted and she indicated interest. Staff has been asked to send an application to her.
c. Personnel Committee: The Personnel Committee had nothing to report.
D. DISCUSSION AND ACTION ITEMS
1. Allocation
Methods –
a. Slater motioned, seconded by
2. Reappointment
of Board Member Milne – Conrado
motioned, seconded by
The meeting was adjourned at 7:16 p.m. by Chairperson Hudson.
.
Respectfully submitted,
Vicki Phillips-Stout
Recording Secretary