Sarah Prineas

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Agenda for Jan 9 CC Meeting

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AGENDA
Johnson County Democratic Party – Central Committee
Thursday, January 9th, 2019, at 6:30 p.m.

Coralville Public Library, 1401 5th St, Room A

Call to order

Opening remarks

  1. Consent agenda (items to be approved in a single motion)
    1. Tonight’s agenda
    1. Minutes from December 5th Central Committee meeting
  2. Recognition of newcomers/visitors
  3. Recognition of elected officials
  4. Attendance/Secretary’s report
  5. Treasurer’s report (requires acceptance by CC)
  6. County party support
  7. Caucus task force update
  8. Caucus update
  9. Speakers and announcements
    1. Pre-registered speakers
    1. Candidates and campaigns (Please sign in before the meeting)
    1. Other speakers (Please sign in before the meeting)
    1. General announcements
  10. Free lunch support
  11. Chair and committee reports
    1. Chair’s report
    1. 1st Vice-chair’s report (also State Central Committee)
    1. 2nd Vice-chair’s report
    1. Standing committee reports (including 2nd Congressional District)
  12. Elections
    1. Election of Central Committee members (to fill vacancies)
    1. Election of Second Congressional District representatives (if necessary, to fill vacancies)
  13. Other or new business
  14. Closing remarks and adjournment

Next Central Committee meeting: 6:30 p.m., February 6th @ Iowa City Public Library Rooms A, B, C

25 days until the 2020 Iowa caucuses

299 days until the 2020 general election

Executive Committee meeting agenda

AGENDA
Johnson County Democratic Party – Executive Committee
Wednesday, December 18th, 2019, at 6:30 p.m.
Iowa City Public Library Meeting Room B

Call to order

Approval of this agenda

Approval of prior minutes

Financial update                                                   Cranston

Caucus Task Force                                                Cranston

Caucus Update                                                                         Deeth

Outreach Update                                                  S. Prineas

South District Voter Registration Party                   Deeth

Candidate recruitment                                                      S. Prineas

JCDems Facebook policy                                 S. Prineas

Slack Introduction                                                S Prineas

Bumper Sticker                                                                         S Prineas

Committee Update

 – Affirmative Action                                             Currin

 – Data Management                                           Deeth

 – Finance                                                                    Taylor

 – Membership                                                         Benford

 – Platform                                                                  Doerge/Hedberg

 – Public Relations                                                 S. Prineas

 – U-Dems                                                                    T. Prineas

Other business                                                                         All

Announcements                                                    All

Adjournment

Next Central Committee meeting:            6:30 Jan. 9, Coralville Public Library, Meeting Room A

Next Executive Committee meeting:      6:30 Jan. 30, Coralville Public Library, Schwab Aud.

Audit Committee Report

2019 Report of the Audit Committee of the Johnson County Democratic Central Committee

The Audit Committee met on July 17, 2019 and November 6, 2019 to review records for calendar years 2017 and 2018, per the requirement in Johnson County Democratic Party Constitution, Article VIII, Section 4.  The Committee reviewed four items for best practices: the accuracy of records, adequacy of internal controls, proper authorization of expenses, and if the reports are filed in a timely fashion. The Committee also reviewed the implementation of the Audit Committee recommendations on the previous 2017 report. Below are the Committee’s findings.

Accuracy of Records
The Committee randomly selected and reviewed every transaction, both deposits and expenses, for 6 months of 2017 and 2018. [May, July, and November of 2017. February, May, and September of 2018.]  The Committee found the entries, bookkeeping and accuracy of the records to be detailed and precise. All transactions were meticulously recorded and matched, without exception, with bank records.

Proper Authorization of Expenditures and Adequacy of Internal Controls
The Committee interviewed the current and past Treasurer and reviewed the bylaws regarding the authorization of unbudgeted expenditures. The Committee found that, between meetings, the Chair may authorize all unbudgeted gross expenditures up to $200 [Bylaws, Sec. 2(a)], and the Executive Committee may approve unbudgeted gross expenditures up to $500 [Bylaws, Sec. 2(c)]; however, the maximum in unbudgeted expenditures that may be approved in any one month by the Chair and the Executive Committee combined may not exceed $500.  Any unbudgeted amount over $500 must be approved by the Central Committee [Bylaws, Sec. 2(c)]. 

Reports Filed in Timely Fashion

The Committee found that reports were filed as required in a timely manner with the Iowa Ethics and Campaign Disclosure Board (IECDB).


Implementation of 2017 Audit Committee Recommendations

The Committee found the recommendations made by the 2017 Audit Committee were implemented as advised.

  1. Pass the Hat documentation:  The Committee confirmed that “pass the hat” refers to all loose cash contributions including cash received at a meeting or public event. The committee found such cash was counted and endorsed by two persons and that records of these receipts and approval are in the Treasurer’s file. The Committee determined that this recommendation was implemented as advised.
  2. Budget versus actuals:  The Treasurer provides these reports quarterly to the Executive Committee and annually to the Central Committee to facilitate tracking the budget throughout the fiscal year.
  3. Expenses incurred on behalf of the party:  In addition to reviewing the accuracy of records, and a proper paper trail, the Committee reviewed the 2018 expenses more than $500 over budget for appropriate approval.
    1. February 2018 move to a new storage shed.  The first payment made for the storage shed that was over budget was made in February. The February 1, 2018 Central Committee minutes reflect a vote to increase the budget for the storage shed by $600. The increase in the monthly storage cost occurred in July 2017. The storage is invoiced every (7) months. 
    1. June 2018 Parade giveaways. The budget was $1,000. There were three expenses for the Parade flags totaling $1,552. The September 6, 2018 Central Committee minutes reflect a vote to increase the budget by $600 to facilitate flag handout at Homecoming.
    1. November 2018 Fall BBQ. The budget was for supplies was overspent by $868. The entire event ended up under budget by $784.

Additional Recommendations

The Committee recommends that at its December meeting of even-numbered years the Executive Committee appoints an Audit Committee and charges them with the responsibility of auditing all financial records and transactions of the Central Committee accounts to be completed by March 1st of the following year.

Respectfully submitted November 2019

Audit Committee Members:

Carol Butler

Peter Hansen

Janna Lawrence

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