Fincom Meeting Notes

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FINCOM MEETING via Zoom

Wednesday 9 December 2020 - 11am 

 

Attendees: Robin, Kathy, Elisa, Suzie, Skye, Lance Nash, Rick Gill

Apologies: Melody

Minutes: Robin, Elisa

 

INBOX: Inbox

• RM - Synthesis: Our Accounting Questions (Emails between Kristi and Troy about accounting matters we are as yet ill informed on) - Link

 

• Kristi - suggests some FinCom members be granted Xero access.  

ACTION: RM - Look into adding more readers to Xero - (TOR/COC first)

 

• Kristi - Michael Hill recommends categorising all expenses without proper receipts as “Unreceipted Expenses” expense category.  

Kathy - inconsistent policy on this from TBT.  Suggested method less useful to DTE. 

Elisa - Kristi incorrect; inadequate receipt doesn’t always mean the cardholder must be chased for a better one.  Two types of unreceipted:

• A receipt the auditor is not happy with but FinCom is:
• Orgs not registered
• Product listings/ads for private sales
• ABN or GST details missing (if GST charged)
• A receipt neither the auditor nor FinCom is happy with:
• Receipts missing details
• Payment confirmations, credit card dockets
• Quotes, order confirmations, packing slips

To be discussed at quarterly meeting with bookkeeper & accountant.  

ACTION: RM - Organise Next Quarterly mtg with Service Providers

 

ACTION ITEMS FROM LAST MEETING:

• MB to ring cardholders with viewing-restricted GSheets.  

ACTION: EB - Take over MB’s task.  Ring cardholders with view-restricted GSheets.  Ask them to review their decision & explain why it may be in their best interests to do so.  

 

• RM - Quarterly email went out to all cardholders with transactions since 01-07-2020.

 

NEW & ONGOING BUSINESS:

• Induction of new volunteers - suggestions:
• Welcome
• Ask them where they would like to contribute?
• Experience?
• Agree to:
• Terms or reference
• Code of Conduct
• Upskill volunteers

 

• Validation of previous years of expenses (Deferred to next meeting)

 

• Workshop/Factory - GDoc (Deferred to next meeting)

https://docs.google.com/document/d/1k6mkTa65rd47M8m355nND791uHst3xhFJhRN0tkkhos/edit?usp=sharing

Zoom Room
Meeting ID: 236 280 3699
Passcode: 123456
Dial by your location
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• +64 9 884 6780 New Zealand 

MEETING AGENDA

Generally our meetings run to the same agenda 

Roles

 * Chairperson

 * Minute Keeper

 * Chat Moderator



Timeline

 * Each standing committee has its own agenda

 * ConFest Committee

 * Organising Committee

 * Board