September 2003

REPORT
of the
NSS SECRETARY/TREASURER

- Attachment E -

OVERVIEW

Since the August 2003 Board of Governors meeting we’ve:

Posted on the NSS Financial Information web page (http://www.caves.org/nss-business/fiscal-information/index.html) for down-load:

a. Draft NSF FY02-03 Fiscal Report
b. Recent detailed monthly expense reports

DISCUSSION

Dave Irving is waiting for fiscal reports from the NCRC so he can complete the final FY02/03 NSS fiscal report. The lack of NCRC fiscal information will delay our tax return and the audit we need to apply for grants.

Ted Kayes is working to renew our liability insurance for NSS Board members and committee chairman before the current policy runs out.

Dave reports the 2003 convention auction proceeds currently are:
1,100.00 2005 Convention (1 and 2 convention registrations)
1,022.50 Save-the-Caves Fund
1,207.50 Education Fund
3,397.50 Great-X Purchase
6,727.50 Total received so far.

Current S/T Department Members and Agents of the Treasurer

Stephanie Searles works almost full time performing NSS accounting and fiscal functions. Dave Irving helps Stephanie reconcile LedgerMaster accounting at the end of each month and develops fiscal reports. Ted Kayes prepares the NSS budget working with the officers. Kevin Smith serves as a consultant for our audit and tax return preparation effort. I lead all of the Department’s efforts and participate in all of the above activities and more.

Secretary-Treasurer - Paul Stevens
Chief Accounting Officer - David Irving (Finance Committee)
NSS Budget - Ted Kayes (Finance Committee)
NSS Audit and tax return – Kevin Smith (Finance Committee)
NSS Restricted Funds Accounting – Nancie Carrigan (Finance Committee)
NSS Operations Manger – Stephanie Searles
Insurance Committee - Ted Kayes (Chairman)
Personal Property Committee - Vacant
2002 NSS Convention Treasurer - Joe Levinson
2003 NSS Convention Treasurer – Amy Ponsetti
2004 NSS Convention Treasurer – Martina Golden
NSS Convention Bank Account Reconciler – Peggy Kesner
MCNP Cooperative Agreement Treasurer - Karen Dennis
MCNP Cooperative Agreement Bank Account Reconciler - Marilyn Walker
Caves & Karst Education Program Treasurer – Peggy Kesner
Caves & Karst Education Program Bank Account Reconciler – Cheryl Jones
NCRC Financial Officer – Berta Kirchman [Bank Account Reconciler]
NCRC Northeast Region Financial Officer – John Evans
NCRC Eastern Region Financial Officer – Steve Myers
NCRC Central Region Financial Officer – Anmar Mirza
NCRC Pacific Northwest Region Financial Officer – John W. Punches
NCRC Western Region Financial Officer – Mark Bowers
NCRC 2004 Seminar – Kathy Welling
NCRC 2003 Seminar – John Punches
NSS News Ad Treasurer - Bert Ashbrook
NSS News Ad Bank Account Reconciler – Nancie Carrigan
Fine Arts Salon Treasurer – Wm Shrewberry
Fine Arts Salon Bank Account Reconciler – Marian McConnell
Junior Speleological Society Treasurer – Rick Bowersox
Junior Speleological Society Bank Account Reconciler – Ted Kayes
Corporate Bank Account Reconciler – Dave Irving
NSS Office Bank Account Reconciler – Nancie Carrigan
Credit Card Account Reconciler – Ted Kayes
Payroll Bank Account Reconciler – Nancie Carrigan
Restricted Fund Accounts Reconciler – Nancie Carrigan

FUTURE ACTIVITIES

Our priority between now and the next Board meeting will be to continue to process our financial transactions in a timely manner and provide timely reports. Other tasks include:

• Complete our final FY02-03 fiscal report.
  
  
• File our FY02-03 federal tax return.
  
  
• Obtain independent professional certification that our FY02-03 accounting records conform to Generally Accepted Accounting Practices and properly state our finances.
  
  
• Continue to codify our business and financial policies and procedures. Seek to make it easier for the Board to transition our knowledge and responsibilities to our successor.

Paul Stevens
NSS Secretary/Treasurer

9/22/03