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Book Keeping and Record Transfer

PolA Author: 
Michael Gray, Eddie Murphy & Aaron Longo
PolA Date: 
Sunday, October 18, 2020
PolA Rationale: 

In order to streamline and simplify the annual transfer of funds, and other district information.
This is extracted from the 2018 (Aug) bylaws, with modifications of Quickbooks Pro instead of just Quickbooks and also changes the requirements updating versions every 3 years instead of annually.

PolA Section: 
9.01 MIscellaneous, Section D
PolA Amendment: 

i: The District Secretary-Treasurer shall use and only use “QuickBooks Pro” bookkeeping software. The District budget shall allocate the initial purchase of “Quick Books Pro” and the current year update thereafter every 3 years updated thereafter.

ii: Each administration will be required to use and maintain the districts most current version when and if applicable allowing the previous financial records to become permanent records and passed on to the next administration. Budget and financial history shall be available and referenced as needed.

iii: Minutes are to be retained in “MS Word” word processing software format.

iv: All records are to be downloaded to a Digital Format (USB flash drive or cloud drive) or equivalent and given to the Secretary-Treasurer-Designate along with the district-owned software at the District Convention immediately preceding their term of office. The Secretary-Treasurer will coordinate the end-of-year accounting to be completed as required by Optimist International.

v: Hard copies of the minutes, quarterly financial reports, check register, PNW District Policies, Optimist Board Policies and Optimist International Bylaws are to be printed and bound and made available by the District Secretary-Treasurer at all official gatherings of the PNW District for a period of seven years.

PolA Final: 

i: The District Secretary-Treasurer shall use and only use “QuickBooks Pro” bookkeeping software. The District budget shall allocate the initial purchase of “Quick Books Pro” and every 3 years updated thereafter.

ii: Each administration will be required to use and maintain the districts most current version when and if applicable allowing the previous financial records to become permanent records and passed on to the next administration. Budget and financial history shall be available and referenced as needed.

iii: Minutes are to be retained in “MS Word” word processing software format.

iv: All records are to be downloaded to a Digital Format (USB flash drive or cloud drive) and given to the Secretary-Treasurer-Designate along with the district-owned software at the District Convention immediately preceding their term of office. The Secretary-Treasurer will coordinate the end-of-year accounting to be completed as required by Optimist International.

v: Hard copies of the minutes, quarterly financial reports, check register, PNW District Policies, Optimist Board Policies and Optimist International Bylaws are to be printed and bound and made available by the District Secretary-Treasurer at all official gatherings of the PNW District for a period of seven years.

PolA BoD Date: 
Saturday, October 31, 2020