Treasurer

|Directive #3 (Feb 26) |Directive #2 (Jan 10) Directive #1 (Jul 09) |Convention 2009

Directive #3      
Treasurer: Glenda Klien 

February 26, 2010

Dear Treasurers:
I hope that all has been going well in your arch/dioceses. I am pleased that you consult me when you have a situation that could use another pair of eyes.

This directive will deal with insurance coverage for our members while participating in CWL events. In the other provinces an additional fee of $1 per member may be paid through national office when remitting per capita. In Ontario we are covered under the church’s insurance policy. Hence, parish CWL members and events are covered by parish insurance while diocesan CWL events and members are covered through the arch/diocese. If a parish is hosting a diocesan event then the gathering is covered under the parish insurance. Although Toronto is covered partly by a different company, the coverage is substantially the same.

When an event is scheduled off parish premises (i.e. selling tickets at the mall, bus trip to Martyrs’ Shrine, or convention at local hotel), both the parish/diocesan office must be made aware of this. In some instances, a certificate of insurance coverage is required. When I tried to apply for insurance coverage in the parish (to sell tickets at the local mall), I realized that there was no application form. Some of you may have just phoned in the information or not bothered to pursue this any further. Personally, I think that if we have a standard form with directions, which we need to complete, then we will be more likely to do so and we will have a copy for our files that says that we have done it. This form has been fifteen months in the process of being approved, but we finally agreed. To this end I created the attached form which has been revised several times and finally approved at the provincial meeting and through the Assembly of Catholic Bishops of Ontario and Catholic Mutual of Canada. I hope that you will find it useful as well. Please make it available to your parish councils and use it at your diocesan level as needed.

Provincial and national council have separate insurance which covers liability for officers and directors and their meetings. When a parish CWL hosts your arch/diocesan convention it would be parish CWL responsibility to apply. When the arch/diocesan CWL hosts the arch/diocesan, provincial or national convention, it is the arch/diocesan CWL’s responsibility to ensure coverage.

Directive #2 - 3 January 2010

Chair: Glenda Klein

God has called you out of darkness, into his wonderful light.

May you experience his kindness and blessings, and

be strong in faith, in hope, and in love. Amen.

(Solemn Blessing - Epiphany, Living with Christ Sunday Missal, p. 125)

In discussions with parish and arch/diocesan treasurers, it has become obvious that we are at many different levels in our experience and abilities as treasurers. I hope that I am able to share with you some of the knowledge that I have gained through League experiences, so that you may be at peace with the work that you have been called and empowered by God to do.

In this directive I would like to focus on the annual financial statement (report) which you are responsible for preparing. At the parish level, the treasurer should present a copy of this statement at her annual parish meeting as outlined in the C & B XIII Section 2 (b) on p. 27. At the arch/diocesan level, it is a good exercise to prepare this statement before your books are given to the accountant or other person for audit or review. There might be slight variations at the arch/diocesan level as interest is usually reported as an accrued amount rather than the actual amount. However, this is a good tool for you when you verify and sign the annual review /audited report. You will have these notes to fall back on when you present the report at the annual convention and someone has a question.

First I will begin with the mechanics. If you are not using an accounting program or a spreadsheet, then perhaps this info will be of help to keep your columns lined up for the monthly as well as the annual report.

a) Click on the top ruler where you wish to make a decimal and a menu will pop down.

b) Click on decimal and you will see "tab stop" automatically with the location you have chosen.

c) Click on leader 2 if you wish to have the dots between the categories and the figures.

d) Click set then click okay.

e) If you find you have not chosen the correct spot, repeat the process and change the "tab stop".

f) If you use two columns in your report as I did, then you would place the second stop in the second column.

Next an explanation of several of the figures and how I arrived at them. You may have ten deposits for membership but they (and other categories) should be combined as a total for the statement. You will notice membership 2009 and 2010. Our per capita is actually due to national by January 1, so it is easier to ensure that all memberships have been processed if they are remitted in the same year that they are collected. In this example, 30 - 2009 memberships were collected (30x$20=$600) and remitted (30x$15 or $450 plus spiritual advisor $8= $458) during 2009. These may not be the membership or per capita rates in your parishes or arch/dioceses but are given as an example. Figures for 2010 reflect this method: membership (90x$20=$1800) and per capita (90x$15=$1350). If you are giving gift memberships then this might be explained as a note at the bottom. National will not likely process the entry until February but it will still show balanced in your books. If you have extra money that has not been remitted or you have remitted more than you have collected, then this is of concern to all. The organization chair should carefully review her records. A member who has not been registered with national will not receive her magazine and may not renew her membership the following year.

The actual expense column can be shortened by reporting your donations as a total, with an additional reconciliation of the charities as a note. Development and Peace should be about 1% of your income (e.g. 1% of $7412.64 was rounded to $75 in this example). If you are working with a budget, set this up the same way as a donation total then break out the specific charities and amounts once you have decided how much is available. Just as an aside, you will notice that the donation to the church building fund came from the general account while the donation to the church was processed through the draw account in accordance with provincial and municipal rules that do not allow donations to church building funds with lottery proceeds.

Half-way down the page you will see that the total credits and debits are equal. The cash figures are the amounts that were included in your bank account at beginning and end of year. It has been suggested by one of our auditors that you should keep about one year's expenses on hand ($8806) and this example is a little short ($5724) of that amount. There is no need to decrease your balance to near zero at year end. Neither is it a good policy to hoard money for a rainy day. Nowhere in our constitution does it mention fund-raising, but most councils have some sort of fund-raising activity to support their charities and activities. Sometimes if you are undertaking a three-year project (with the pastor's blessing) such as renovating the parish kitchen, then you may invest the excess in GICs until the funding is required.

Finally, who should get a copy of the statement? Signed copies should be available for all at the annual meeting as this is the only meeting during the year when the treasurer's report is approved by motion. If the spiritual advisor is not present, then he/she should be given a copy for the parish files. We use the parish name and we should be accountable.

As always I am available for consultation with any of your problems or inquiries. Just contact me as below.

As women of peace and hope, let us respond to the call using skills with which God has so generously blessed us.

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Directive #1 11 July 2009

Treasurer: Glenda Klein

At our most recent convention in Midland, I was deeply honoured to be re-elected as treasurer for the term of office from July 2009 to July 2011. What a very special blessing it was to be installed at the Martyrs' Shrine where our forefathers ministered and were martyred for their faith. The challenges that we face daily seem insignificant in comparison.

Although many of you know me already, I will re-introduce myself for those who don't. I was born the sixth of seven children on a small farm near Maxville, Ontario. Moving to Oakville at age eight, I graduated from high school there. I have been married to my husband Wayne for 43 years and have three children, Tina, Randy and Anne Marie. I now have three granddaughters and am expecting a new grandchild from Ethiopia within the year. My husband is a retiree of CIBC and his transfers took us to many communities in Ontario. The bank was my longest employer too, but I also worked in retail credit, tax preparation, manufacturing (purchasing and trafficking), and as church comptroller and cemetery administrator. My love for children led me to be involved in the Guide-Scout movement for about 30 years and the Catholic Girls' League for two years so far. My concern for the poor and hungry is shown by my 20 year involvement as secretary and treasurer with the Society of St Vincent de Paul and our local ecumenical food cupboard in Lindsay. My volunteer work for the World Day of Prayer International Committee quadrennial meeting in Toronto in 2007, and International Committee of The Fellowship of the Least Coin conference in 2008, led to my election to the Women's Inter-Church Council of Canada in June 2009, and I look forward to praying with my Christian sisters of other denominations.

My League journey began in Brechin (1969-70) where I joined as the council secretary. This was an excellent training in listening and eventually in 2000 I received my general BA with courses mostly in psychology and religious studies. After a short stint in Southampton , I rejoined in Welland , Newmarket and Lindsay where I became president of these councils. As communications chair, I have developed a love for photography (limited skills) and the written word as well as poster-making skills. I have held all positions at the parish level and many with Toronto Archdiocesan and Peterborough Diocesan Councils culminating with the position of past president. At the provincial level, after serving five years as financial advisor, I have completed two terms as newsletter editor and treasurer. I have been on about 12 convention committees (diocesan, provincial and national) and chaired the 2006 provincial convention in Lindsay. Being treasurer developed my love for numbers and not only led to my full-time position with the church, but also to my current involvement as a member of the diocesan finance committee and foundation. I have been a facilitator for Fieldworkers I, Project GROW , Parish Training Days, Leadership and Public Speaking Course, as well as developing the Treasurers' Workshop. It gives me great pleasure to see the light appear in a League member's eyes when she gains insight into the workings of the League. Proofreading minutes, newsletters, annual reports, policy and procedure and guidelines and editing the provincial 60th anniversary history has increased my knowledge of the League as well.

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REPORT To PROVINCIAL CONVENTION 2009
By Glenda Klein, Treasurer

"Let there be peace on earth and let it begin with me..."

My report and the auditor's report may be found on pages 32 to 36I. I urge you to glance through it as I bring your attention to several items. The finances of the OPCCWL remain in a very healthy position. The executive have been good stewards in processing their expenses for the many projects and good works in God's name that they have accomplished.

We appreciate the generosity of all members who, when paying their membership fees, also help to administer the national and diocesan as well as provincial levels of the League.

When I fist assumed this position, I was pleased that I was not going to have to worry about paying the bills. But other concerns arose. Excess funds are invested securely but at the present interest revenue if low. With the concern about the stability of banking systems around the world, we had to take steps to remedy the fact that we had more than $100,000 invested in the same banking institution. Then we learned that if we had over $200,000, we now had to file a non profit government return. However, as advised by the finance council, during the discussion around the first budget and three-year projection I prepared, the council agreed that this money could best be put to use by channelling it back through the diocesan councils for enrichment and training. Paying this money forward to the diocesan councils has allowed all diocesan presidents an equal opportunity to attend national convention, and in some cases, it has allowed others to attend both provincial and national conventions.

Over the last few years, provincial policy has changed to include
paying the expenses for diocesan presidents to attend provincial meetings and conventions (about $30,000). Instead of one-half, paying the entire cost of the diocesan presidents' rooms to enable more members to attend provincial convention ($5,000).
Covering the cost of the provincial rep attending each diocesan convention (about $4,000 that was previously absorbed by the diocese). Granting development funds to both parish and diocesan council for the spiritual enrichment or training of the members (about $2,500 so far this year). Providing a travel subsidy for members traveling more than 1,000 km to provincial convention (max. $5,000 this year about $1,400). Setting up a grant of $100 for each council with a Catholic Girls' League and college or university council ($700 so far). Distributing a $1,000 grant to each diocese for a special outreach project to bring awareness to a pressing social issue such as D & P, trafficking, pro life, poverty, and bioethics. Sponsoring attendance by our provincial executive members and/or representatives at more conferences and other trainings to develop our members ($16,000 so far this year). Members have coming away enriched, sharing this info with other members, and ensuring a CWL presence and voice on important issues. Projecting expenses for grants and the national convention being held in Ontario in 2010 and 2011 to subsidize executive members (will likely cost $50,000).

Local CWLs have been generous in their support of their parishes and community organizations at home and abroad. All our members are to be congratulated on their support of The Call of the Poor as we grow closer to our $60,000 goal - $5,217 left to go. As women of hope, we know that this goal will be reached and the less fortunate will be helped.

Having more than half the membership of the CWL living in Ontario (54,216) is a great undertaking without any paid staff and taking into consideration the great distances involved to operate our council.

Motion: I move the adoption of the auditor's report for 2008 found on pages..... of the AR.

I invite your questions now or later.

I still have some unfinished business with regards to CWL insurance and a new committee has been appointed to investigate several issues. Hopefully, a user-friendly form will soon be available for notifying our parishes when CWL members will be involved in an event off church property.

The gift of God's peace has been a great blessing in doing this job - even at 11:20 Friday night when I realized that the June 30 interim report balance was incorrect and all 460 forms needed to be reprinted. (The CGL grants had been backdated to December 31 after our February meeting and I had not double-checked the balance forward due to time constraints.) Don't you just love and hate these computers?

The gift of hope from God inspires me to volunteer as a League member, knowing that God will always be at my side as I minister.

I conclude with the very special words of promise from this hymn by our esteemed guest Bishop Paul-Andre Durocher, "Listen, my people, your hopes are answered. Listen and hear my voice, your hopes are answered, your hopes are answered."

Respectfully submitted,
Glenda Klein

As the treasurer's report was combined with the financial report, I further stated: "I hope that I have reached my goals, but I leave the evaluation up to you." I would like to leave you with a blessing, "Blessed are you who have nothing to say and can be persuaded to say it."

 (Note: After the mass collection of $2252.35, London Diocese pledged to collect and donate the difference. It was announced amid loud applause on the last day that our goal had been reached.)

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