CT BASS FEDERATION MEETING MINUTES

March 23, 2006 

The meeting was called to order at 7:50 pm. 

The following clubs were absent:   

Bio Bass
Fairfield County
Litchfield County
Midstate Bass Anglers
Nor’ East
Northeastern CT Bass 

Approval of previous months minutes:   Accepted   

Correspondence: 

Received report from Paul Carter about the meetings at the Classic.  Will post on the Message Board under “Site Announcements”. 

Secretary note -   All Committee Reports need to be submitted in writing prior to the meeting. 

Treasurer’s Report:   

As of February 23, 2006 there were the following amounts in the accounts: 

Checking - $1,401.13 

Money Market Acct - $11,324.76  Joe w/drew $1,000.00 to put in Checking to cover checks that needed to be written. 

Scholarship Checking  $53.52 

Scholarship Money Market - $10,392.12 

Scholarship Report: 

Applications for 2006 are available and posted on the website
 

Conservation / Citizen Advisory / Environmental Report:  Jim Cyr 

Will have information from the Classic to put on the website. 

The state is trying to initiate an online program for the purchase of fishing licenses.  If purchased on line 100% of the fee will go to DEP.  If purchased at store only a percentage will go to DEP the rest to the retailer.  Anyone having purchased a license from another state online is requested to provide feed back to Jim on you experience, good or bad. 

Youth Committee:  Terry Baksay 

Junior World Championship – Kids had a good time 

You can read the details at:JWC 

Terry attended the Youth Directors conferences while there.  Only 22 states had a presence, there should have been 45.  Next year each state will receive financial assistance from BASS for the Junior World Championship in the amount of $1,000.00 

In the next week or so Chris Baksay and Jon Puhalski Jr will receive their boats from G3 and Yamaha. 

Tournament Committee:   Frank Dowds 

Checking account is in process of being turned over.  So anyone sending in checks, it will take awhile before the will be deposited. 

Trying to get a feel of how many clubs are interested in the Federation Nation Team trail.  Six Teams qualify from every state.  Each club must have at least 12 members.  Six man teams.  If your club is interested contact Frank. 

Fishing Advisory Report:

None

Boating Advisory Report:  Tom Reynolds 

The DEP has had all Boat Ramp work / projects put on hold indefinitely.  This affects the ramps at Lillinonah and the new ramp project at the Connecticut River Eagle Landing (down, across river from the opera house).  Everyone needs to contact their State Representive and voice your concern.  

Candlewood Lake – Ramp Use Sticker program being proposed for use on Candlewood.  Tom is working with the State Boating Advisory to oppose this idea.  More info to come.  

State Team Report:  Sylvia Morris 

Has meeting on Saturday March 25^th.  Team members will be signing contracts 

Raffle Report:  Armand Fortier

The Mohawk Valley Bassmasters will hold the raffle drawing on August 14^th at the Bristol, Polish Americans Club, 7:00pm. 

Proposed raffle prizes; 

1^st $3,000.00 Travel Voucher of some type
2^nd $1,000.00 Sears gift certificate
3^rd $500.00 Gas card
4^th $250.00 Stop N Shop gift card
5^th $250.00 gift card to Gift Certificates.Com 

Tickets should be available at next months meeting. 

Candlewood Lake Authority Report:  

No report 

Financial Committee:

All CBFN financial records have been secured.

Al Guite worked with Sue Weeks and has secured all CBFN Financial Accounts.

Jack Vinyard, Sue Weeks and Al Guite have gone through the financial records for 2001, 2002, 2003 and 2004 fiscal years.  We have found proof that the CBFN at that time did purchase stock from the TBF in the amount of $200.00 on June 4 2003, check number 1410.  This subject will be discussed in more detail in New Business.   

The Audit for 2005 was conducted on March 5, 2006.

Audit Committee:

TO:                   Alan Guite, Finance Committee Chair,
                        Connecticut Bass Federation Nation

CC:                   Joe Rackiewicz, Sue Weeks

FROM: Ken Greenhill, Audit Committee Chair

SUBJECT:         Audit of Federation Accounts 

Alan:

As you know, an audit of the financial accounts for the Federation was performed on Saturday March 5, 2006 for the fiscal year ending 12/31/2005.  Generally, the Committee, which consisted of Jean Reis, Kevin Lavendar, Jack Vinyard, Matt DeSimone, Sylvia Morris and myself, found the books for the Federation, the Youth Committee, and the Tournament Trail to be properly maintained with no noted errors in established procedures, the methods of accounting, or account balances.  Checking reconciliation was not yet completed for December, but was subsequently completed and submitted and found correct. 

During the audit, a significant sampling of detail was subjected to close examination by the committee members, who found no noted irregularities.  Some concerns did surface, however, regarding some of the current “accepted practices” of the Federation and the potential exposure it my have if these concerns were not addressed.  The following is a summary of the Committee’s recommendations for future activities.

1)       Currently no “Formal” approval process is in place to verify the validity of expenses before they are paid.  The Committee, therefore, recommends:

a.       That all future expenses be approved by the Federation official charged with the responsibility for the respective events. (i.e.- the State Team expenses MUST be verified by the Vice-President or the designated Team Coordinator, BEFORE they are sent for reimbursement.

b.       All expenses MUST be approved BEFORE the Treasure is authorized to pay them.

c.       No Official can approve their own expenses.

2)       The spending limit of the Federation President is currently $500.00.  The Committee recommends that this be further clarified so as to minimize the Federations exposure.  The $500.00 limit should be for a defined period or occurance.

3)       The Committee recommends that all split payments should be detailed on the check register.

4)       The Committee recommends that the federation “Expense Report” be modified to include and area where the purpose and parties present at reimbursable meals should be entered.

5)       Reimbursable expenses and procedures should be uniformly administered.

6)       The Committee STRONGLY recommends that an Asset Inventory of Federation property be taken at the earliest opportunity and renewed annually.  This inventory should include a detail of sponsor merchandise contributions.  Once completed, the inventory should be delivered to the Financial Committee Chair for review.

7)       All Federation Officers should be personally accountable the Board of Directors THROUGH the Financial Committee Chair.  The FCC will alert the B of D of anything that needs attention.

8)       The Federation president should submit all expenses to the Financial Committee Chair before submitting to the Treasurer for reimbursement. 

Thank you for the opportunity to be of assistance in the venture.  If you or the members of the Federation have any questions relative to this audit, please don’t hesitate to contact me. 

Kind regards,
Ken Greenhill 

Banquet Committee:  Sylvia Morris 

Jacqueline's has been sold, the new name is The Whiting House.  Jacqueline will still be there for the this year.  She has guarantied not to raise the price much.  Every year there has been about a dollar or two dollar increase.  We do have a date reserved.  Prices, menu and style (buffet or set down) has to be discussed.  Contacted Aqua Turf and several other restaurants in the area.  Unable to get a date this year.  Will try to obtain dates and info for next year.  

A motion was made and 2^nd to accept all reports as reported.  Approved 

Old Business: 

The process for Voting in new officers in accordance with Roberts Rules of Order and By Laws was reviewed with the board members. 

The following written nominations where received: 

President:   Bob Malloy
Vice President:  Paul Carter
Treasurer:  Sue Weeks 

Election results:                         Note: Possible Votes 29 

President:           Bob Malloy,  28 Votes

Vice President:   Paul Carter,  25 Votes

Treasurer:          Sue Weeks,  27 Votes 

We have received written Letters of Resignation from Joe Rackiewicz and Joe Marenzana 

SKEETER boat auction – Auction ends March 31^st.  We have had no bids on the boat.  Tom Reynolds has offered to purchase the boat from us if not sold during the auction for $12,000.00.  It was proposed that after the end of the auction on March 31^st that Tom Reynolds be allowed to purchase the boat for $12,000.00.  Motion 2^nd,   Approved 

New Business 

Message Board – new board is up and running, asked it there where any changes desired.  Motion to leave as it presently is with no additional changes needed, 2^nd  Approved. 

Resignation - Received a letter from President of Southeast Bass resigning from the CBFN and asking for full refund of their membership dues.  Motion made and 2^nd to refund their dues.  Approved. 

TBF Stock Certificate - As discussed in the earlier Finance Report we have found proof that the CBFN has purchased the stock from TBF back in 2003.  That certificate has not been found.  We are taking action to get a replacement certificate.   

Storage Unit - The lock combination has been changed on storage unit.  Al has entered the unit and verified contents are secure.  We will be conducting a full inventory in the upcoming weeks.   

Tieline – The cost of producing the Tieline this past year was $9,095.04.

It brought in $3700.00 from sponsors.  Resulting cost of $5395.04.  One suggested ideas are put it in PDF format on the website with printed copies available at the monthly meeting for Club Reps to take back copies as needed for those without computer / internet access.  This would save on postage and printing costs.   

This info was to be taken back to the Clubs for discussion and to obtain additional ideas and will be discussed at next months meeting. 

BASS Alliance Package -  We have received the Triton – Mercury package. 

There is no Skeeter offer as of yet. 

These two items will be tabled and discussed at the April meeting. 

Motorguide package -  This package will give us one free trolling motor and discounts on purchasing additional motors.  This package will be signed and mailed. 

Scholarship Program -  Dan Nitkowski has volunteered to run this program.     

Hotel Expenses – Joe Rackiewicz attended the Nationals.  He was provided lodging by BASS at no cost to the CBFN or Joe.  Joe chose not to stay at the BASS provided lodging and go somewhere else.  He billed the CBFN the $162.00 for this lodging expense.  We intend to send Joe a bill for the $162.00 as this was an unauthorized / unnecessary expense. 

Raffle Prizes -  Motion to accept the raffle prizes as previously stated.  2^nd and Accepted.

Looking for volunteers for the following;  Candlewood and Lillinonah Lake Association Rep and  Fisheries Advisory Committee,   

A motion was made and second to adjourn the meeting at 9:45 pm 

Secretary note -   All Committee Reports must be submitted in writing prior to the meeting. 

Respectfully submitted, Jack Vinyard

February minutes
January minutes

Archive 2005