OCEAN STATE WOMEN’S GOLF ASSOCIATION, INC.
Board of Director’s Meeting
DATE: January 10, 2006 TIME: 6:00 p.m.
PRESENT: Trudy Dufault Executive Director
Carol Clarey President
Diane Kelly Vice President
Liz Duguay Corresponding Secretary
Karen Dufault Recording Secretary
Luanne Googins Treasurer
ABSENT: None
GUESTS: Vicki Johnson
CALL TO ORDER: President Carol Clarey called the meeting to order at 6:08 p.m.
MINUTES: A motion was made by Trudy Dufault, duly seconded by Diane Kelly and
unanimously carried.
VOTED: to approve the minutes of December 4, 2005.
COMMITTEE
CHAIRPERSONS: There were no reports given for the Tournament Committee, Handicap Committee, and
Rules Chairperson.
TREASURER’S
REPORT: A Chronology of Events Report was read by the President outlining activities since the
previous Treasurer’s Resignation. (See Attachment).
Financial Reports for the period ended December 31, 2005 were presented to the board
and finalized for submission to tax accountant.
In 2004, during the Four-Ball Championship, the event went an extra 9 holes, which
resulted in extra cart fees. The cart fees totaled $270.00. A letter was prepared and the
board agreed via e-mail to remit the balance due.
TREASURER’S
REPORT: Cranston Country Club recently underwent a Sales Tax Audit. During the audit, it was
discovered that the OSWGA was not billed for the sales tax. The board agreed to
reimburse Cranston C.C. $88.40 for the sales tax.
During a review of the previous treasurer’s books, it was discovered that no bank
reconciliations were completed on a monthly basis. A request was made to view the Audit
Committee Report conducted in August 2005 to determine if this item was addressed.
Upon further review of the Audit Committee Report, the audit appeared to focus primarily
on Tournaments and Prize Money. According to the by-laws (Article IV: Standing
Committees, Section 11): “The committee will be responsible for conducing periodic audits
of OSWGA financial and tax records, but no less than one year. The committee is
responsible for establishing a proper system of internal controls and periodically testing the
OSWGA’s internal controls for effectiveness.”
Future monthly reports will include Bank Reconciliations and an Investment Lead Schedule
on all Bank Accounts as they are available. The current board prepared all bank
reconciliations retroactive to January 1, 2005.
It was recommended to have our tax accountant audit our financials on an annual basis.
Currently, the tax accountant simply prepares the tax return based on information furnished
by the association treasurer without review or audit. The board will secure three quotes on
the cost.
The board requested the Treasurer inquire with the tax accountant regarding our eligibility to
acquire tax exempt status.
A motion was made by Trudy Dufault, duly seconded by Diane Kelley, and
unanimously carried.
VOTED: to accept finalized financial reports. The reports are ready to be
presented to the tax accountant for tax preparation services only for the period
ended December 31, 2005.
TOURNAMENT
DIRECTOR REPORT: The 2006 Tournament Schedule was submitted for approval by the board. The Amateurs
were the only item outstanding. The Board reviewed, discussed, and edited 2006 Player
Handbook.
MEMBERSHIP
COMMITTEE
COMPLAINT: The Board discussed the complaint filed with the Membership Committee. A chronology
of events taken from minutes of previous meetings and submitted for board review.
It was agreed to defer any decision on this matter unless future infractions occur. The
board has discussed specific actions to take in the event future problems occur.
A motion was made and unanimously carried.
VOTED: to accept specific actions discussed in the event of future issues.
WEBSITE: A report was submitted on the progress of changes from the prior board per previous
board minutes.
A motion was made by Liz Duguay, duly seconded by Trudy Dufault, and
unanimously carried.
VOTED: to accept website report and to post Survey Results on the web page.
OLD BUSINESS: The Executive Director presented prices to rent storage space. The Corresponding
Secretary will notify the Landlord of our “Intent to Vacate the Premises” in 30 days.
Depending on his response, the board will discuss which price plan to choose. No
decisions were made.
The discussion regarding Prize Money for Board Members continued. No decisions were
made.
ADJOURNMENT: A meeting was adjourned at 9:10 p.m. The date and time of next meeting to be determined.
Respectfully Submitted,
Karen E. Dufault
Recording Secretary