Oct 01 ASMC Exec Bd Mtg Minutes



AMERICAN SOCIETY OF MILITARY COMPTROLLERS

Washington Chapter

P.O. Box 46575

Washington, DC 20050-6575

Web Page: Washington-

EXECUTIVE BOARD

MINUTES

3 October 2001

1. EXECUTIVE BOARD

*Col Bob Weidert President

*Mr. Andrew Smelko Secretary

*Capt Thomas Osterhoudt Treasurer

*Mr. Ralph Proctor OSD Vice President

Ms. Gwen Brown OSD Assistant Secretary

*Mr. Rod Bricksin Army Vice President

*Ms. Nancy Palmer Army Assistant Secretary

Ms. Shirley Simpkins Navy Vice President

*Ms. Paula LaFleur Navy Assistant Secretary

*Mr. Keith Hicks Air Force Vice President

LtCol Joseph Ward Air Force Assistant Secretary

Mrs. Mary Wilson Marine Corps Vice President

*Ms. Sandra Wright Marine Corps Assistant Secretary

LCDR Pat Stansfield DFAS Vice President

*Mr. Craig Fitzgibbons DFAS Assistant Secretary

Mr. Sam Korson Coast Guard Vice President

LCDR Patti Seeman Coast Guard Assistant Secretary

Mr. Richard Pineda Corporate & Retired Membership Vice President

Mr. Craig Silcox Corporate & Retired Membership Ass’t Secretary

COMMITTEE CHAIRPERSONS

LCDR Daniel Christovich Awards/Essay

*Mr. Keith Hicks Competition

Ms. Shannon Kentner Community Service

*Ms. Clara Weston Community Service

Vacant Historian

*Ms. Lucy Williams Membership

*Ms. Ireathea Hill Photographer

Ms. Cindy Homan Assistant Photographer

Vacant Program

Mr. Herman Leeman Spring Symposium Co-Chair

*LtCol King Spring Symposium Co-Chair

Ms. Ramona Jones Publicity

Ms. Shirley Simpkins Scholarship

Ms. Milford E. Thompson Luncheon Committee

*Mr. Victor Ackley Web Master

Ms. Brenda LaFleur PDI Preparation

*Ms. Sharon Latzen CDFM

*Denotes attendance.

2. Minutes. The board approved the September minutes with modification (Closed).

3. Treasurer’s Report - Reports given for both August and September. August expenditures include scholarship amounts. Accounts Receivable from Spring Symposium need to be completed.

The Treasurer also discussed the Chapter audit of income and expense for the period 1 July 2000 through 30 June 2001. The Board discussed several aspects of the audit to include the separation of duties and account reconciliation.

▪ The Board approved an audit committee chair and appointed Mr. Craig Fitzgibbons. The audit committee chairperson will reconcile the account balances each month.

▪ A previously assessed IRS penalty/interest charge against the Chapter was briefed to the Board in February 2000 as being dropped. Documentation of this forgiveness of debt is not available. The Board acknowledged that the documentation is missing with no further action planned.

▪ The chain of custody for numerous Chapter items was discussed. An inventory listing will be made and the Assistant Secretary for the Service serving as Chapter President will be tasked with keeping / managing the inventory list. Receipts will be used to pass custody of inventoried items.

4. Unfinished Business

a. October Luncheon - DFAS Sponsored. Speaker will be Gerald W. Thomas, Associate Director, OUSD(C) (Closed).

b. The previous Spring Symposium was discussed. Still need $3,000 from Corporate. DFAS refuses payments because the Chapter is not a recognized vendor. Chapter is working with DFAS to complete specific forms to remedy. (Open).

c. The Spring Symposium is set for 20 March 2002 at the Alexandria Hilton. LtCol King wrote an article on financial management reformation and spoke on the search for recommended speakers and topics. (Closed.)

5. New Business

a. National has established a victims' fund for ASMC members. The funds will be divided among the families of the victims of the terrorist attack on the Pentagon of 11 September 2001. The Washington Chapter will collect for the victims fund through November and forward the checks to National for distribution. The Washington Chapter approved by a voice vote a $2,500 Chapter donation to the fund. (Open).

b. CDFM procedures discussed. In order to claim the refund from the Chapter, a member must provide membership number, which will be verified on the roster, and provide a copy of the receipt stating that the individual passed the module. The information will then be forwarded to the Treasurer for payment. (Closed).

c. As previously approved, the Board will provide support money to the newly forming Pax River ASMC Chapter in the amount of $300. The Board discussed the best time to present the $300 and addressed the possibility of conducting a joint luncheon. (Open).

d. The upcoming Holiday Social was discussed. The Army has the lead this year and the Board began identifying the numerous issues associated with the social. The Board addressed the appropriate starting time (1730-1800), menu, VIP invitations, and the need for door prizes. Also discussed was the Toys-4-Tots drive. (Open).

e. The Northern Virginia Association of Government Accountants (AGA) has proposed a joint luncheon/meeting. The Board agreed that a joint event should be planned and would request that the Chapter invite the AGA to one of our luncheons. The AGA would then provide a speaker. Mr Craig Fittzgibbons is the point of contact for the Chapter. (Open).

6. Committee Reports

a. Membership: Roster has been updated with National. Membership applications handed out.

b. Photographer: Ms. Hill will cover the upcoming luncheon.

c. Publicity: Forwarded an email to the Board concerning guidance for submissions to Armed Forces Comptroller. The Board acknowledged that paid advertising is not an option for luncheon announcements.

d. Luncheons: No report.

e. Awards/Essay: No report.

f. Competition: Mr Keith Hicks reminded the Board of the annual competition requirements. The Board approved $300 as seed money for the newly forming Pax River ASMC Chapter.

g. Community Service: No Report. Habitat for Humanity project is approaching. Will need a message sent out for volunteers.

h. Scholarship: The Board approved 10 scholarships at $1,000 each for the year.

i. Webmaster: Email of accomplishments / postings / updates since the last Board meeting provided.

7. Other Business:

a. The Board discussed changing the newsletter. Proposed as a future objective, the Service responsible for the luncheon will also be responsible for writing a featured article for the newsletter. Something written by an ASMC member is preferred, but not a necessity. The other possibility was including a pair of featured articles - (1) an article relating to the upcoming symposium and (2) an article addressing some other area of interest.

8. The meeting adjourned at 11:25 a.m.

Andy Smelko

Secretary

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