2013 Annual Report – Secretary-Treasurer

National Secretary-Treasurer Judy Lewis

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Secretaries

Secretaries reported their tasks to be challenging yet rewarding, as they worked with devoted members. The following are a list of activities reported:

  • assisted in preparing for general and mid-term meetings, conventions and fall conferences, and distributed the required packages
  • prepared lists of provincial, diocesan and parish council officers
  • prepared copies of agendas and minutes of meetings,
  • served as recording and corresponding secretaries concurrently
  • composed and distributed memos
  • prepared electronic documents to give to successors
  • took minutes during teleconference meetings
  • worked with minutes review committees
  • attended Catch the Fire! sessions
  • worked closely to train new and reactivated councils
  • kept hard copies of minutes in a binder to be retained and archived
  • participated as signing authorities for financial business accounts
  • distributed yearly calendars of scheduled meetings
  • sent written notices of meetings by e-mail
  • summarized reports given at meetings and circulated at the next meeting
  • used provincial and national websites to access forms, documents, manuals, communiqués and Be League
  • distributed communiqués to appropriate standing committee chairpersons
  • reported that using e-mail extensively was an efficient, easy and cost effective way to distribute agendas, minutes and information to many members
  • communicated with other secretaries

The biggest challenges reported were recording minutes accurately when written reports were not submitted, not receiving reports in a timely manner and recording minutes when the meeting does not stay focused and on topic.

The greatest accomplishments reported were attending all meetings, keeping accurate minutes to the satisfaction of members and completing the duties required of a secretary.

I would like to extend my heartfelt thanks to the secretaries who submitted annual reports.

Treasurers
Treasurers reported following Guidelines for Treasurers obtained online or by ordering it through national office.

The following is a breakdown of donations received by the listed charities, as voluntarily reported by councils. Donations were sent from councils either directly to the charities or via national voluntary funds:

Catholic Missions In Canada.................................................... $67,459

Coady International Institute.................................................... $28,227

Canadian Catholic Organization for Development and Peace... $101,640

MaterCare International........................................................... $41,492

Velma’s Dream.......................................................................... $2,823

Members faithfully and generously donated to parish, community, provincial, national and international charities showing their commitment to fulfilling the League’s mission.  Members were a shining example of living out the theme We Have Seen the Lord!

Activities undertaken
The national executive met in February, August and October. The finance committee met in October to prepare the 2014 budget for final presentation to the national executive.

The audited balance sheet reflected the strength of the League’s asset position. Investments as of December 31, 2013 were valued at $2,108,766 compared to December 31, 2012 of 1,722,431. An increase of $386,335 was due to a positive operating income and a better than anticipated return in the investment market. The national executive budgeted for a surplus of $57,500; the actual surplus was $331,440.

I received the monthly unaudited financial statements and monitored the financial activity in terms of budget allocations, making recommendations to the national executive when necessary. Each area of financial activity was scrutinized and closely monitored each month. The cheque register was reviewed monthly with receipts being provided for all expenses where verification was requested.

Annual financial statements were studied, auditor’s recommendations considered and the finance committee advised on implementing recommendations. All major decisions were referred to the national executive with complete background information and recommendations to facilitate sound decision making. The finance committee, as part of the national executive, worked as a team to be responsible stewards of the League’s finances and to ensure its financial stability well into the future.

 

The Catholic Women’s League of Canada
Financial Statements, December 31, 2013, are available to all members upon request.