GCSA Executive Committee Meeting
GCRV Resort-Ocotillo Room
December 13, 2022
Board Members Present:
President Barb Sask
1st Vice President Greg Vereyken
2nd Vice President Kevin Wike
Treasurer Doug Keiper
Secretary Larry Mullen
Managers and Coaches Present:
David Charlebois
Paul Edge
Gary Esping
Forrest Reeder
Darcy Sask
Also Present: Communications Officer Greg Johnson (non-voting). Johnson was invited by the President to act in his capacity as Communications Officer to assist in the dissemination of information to the Association.
Invited to attend but declined the invitation. Copies of their email responses declining the invitation are in the possession of the Committee:
Jeannette Drews
Ray Hubble
Tim Matlock
Prior to the meeting being called to order the Secretary advised the President that a quorum was present.
President Sask called the meeting to order at 4:02pm.
President Sask explained why the meeting was being held, which was to resolve the matter of the $134 in question, which the Board and Executive Committee voted to consider the issue closed on December 6th, 2022. However, since Jeannette Drews wrote additional emails to both the Board, the Executive Committee and the entire GCSA membership after that December 6th dismissal of the issue, the Board was compelled to meet again on the issue.
President Sask presented the qualifications of Treasurer Keiper:
- Education – Associate of Applied Science Degree in Accounting, Portland Community College, Portland, Oregon.
- Treasurer/Bookkeeper – Spanning a period of time from approximately 1994 to present he was Bookkeeper/Treasurer for approximately 10 organizations, many with budgets in excess of $200,000 + annually.
President Sask presented the history of the issue to be considered by the Committee as follows:
Excerpts were read from several emails that had been sent by Jeannette Drews to the Executive Board where she states there is proof that Tim Matlock paid $134 for the left-over steaks from the 2022 banquet and that cash was delivered to the Treasurer.
In Jeannette’s email that was sent to the Association on Thursday, December 8, 2022 she states,
“As you can see from the attached file under the AZ Softball Association Reconciliation Detail Petty Cash, Period Ending 03/31/2022 that the $134 was reported as being received on March 27, 2022 by the Treasurer in cash since it was entered into the petty cash account by the Treasurer even though it was incorrectly reflected as a check.”
Her accounting file that was attached to her email indicates a transaction made on 03/27/2020 not March 27, 2022 as she stated in her email. That transaction consisted of a deposit made into the Association’s bank account on March 27, 2020 at 2:24 pm by Tim Matlock of two checks from Dixon Golf in the amounts of $74.00 and $60.00 ($134) and then at 2:27 pm on the same day a cash withdrawal of $134 was made by Tim Matlock. There was a typed notation in Jeannette’s records of $134 being used for “Board Appreciation Dinner” but was crossed off and thus was never used and the money was put into petty cash.
The current Treasurer advised the Executive Committee that at no time did he receive $134 from Tim Matlock.
After considerable discussion a motion was made by David Charlebois and seconded by Kevin Wike that the Association be advised:
1) The auditor accepted the financial statements for the years ending 2020, 2021 and 2022 and found no material modifications that should be made to the financial statements;
2) The GCSA Executive Committee has the utmost confidence in the current Treasurer and the previous Treasurer;
3) This matter is closed.
MOTION CARRIED
The GCSA Board and Executive Committee is committed to transparency in communications with the membership. Since this matter has been shared in writing with the membership, associates, and former members by the questioning party the committee feels an obligation to share the outcome of the matter with them as well. Hence, the need for this distribution of these Board minutes to the GCSA membership for clarification.
It was the consensus of the Executive Committee that no one in this situationacted with any ill intent, but rather acted, or reacted, on what they believed to be true. The Board believes that it is best to take everyone at their word and move on.
Furthermore, the Committee expressed their appreciation to Treasurer Doug Keiper for working numerous hours with the auditor to resolve this issue. Additionally, appreciation was expressed for the past contributions of Drews, Hubble, and Matlock to the GCSA. They have served the GCSA in many capacities.
Hopefully, they will continue to support the GCSA and join us in our efforts to move the organization forward. A motion to adjourn was made by Vereyken and seconded by Darcy Sask.
MOTION CARRIED.
Meeting was adjourned at 4:55pm.
Respectfully submitted,
GCSA Secretary Larry Mullen