INSTRUCTIONS FOR INSPECTORS

 

1.  The District President will arrange to hold a School of Instruction for ALL Inspectors.  You will receive ample notice and it is hoped you will make every effort to be present. Even if you have served as an Inspector many times, changes are always being made.  if you are not quite sure on any part of the inspection procedure, PLEASE feel free to ask questions at any workshop.  Having accepted the assignment to assist the District President and you find you are unable to service, PLEASE notify her IMMEDIATELY so SHE may appoint someone else to assume the work.  UNDER NO CIRCUMSTANCES are you to appoint a replacement.  This must be done through the District President.

 

2.  SCHEDULE your inspection EARLY.  But you must allow at least six (6) months since the LAST inspection date.  Our target date for completion of ALL inspections is December 31st, 2008.  Confirm this appointment using the letter supplied in your packet and arrange to meet the Auxiliary Secretary and Treasurer before the meeting is called to order, to check the books and records.

 

3.  Your visit as an Inspector and your first duty is to ascertain that the books of the Treasurer and Secretary are kept in accordance with the Booklet of Instructions and that all balances correspond.  You may audit the books ONLY if you find UNEXPLAINABLE discrepancies or if you feel it is necessary, in which case the reason for such audit MUST BE REPORTED on the inspection report.  You may NOT remove the books from the custody of the Officers of the Auxiliary.  Verify all balances from the most recent bank statement and note the balance in the checking account.  The records of the Secretary and the Treasurer MUST BE IN ACCORD.  BE SURE to sign and date ALL BOOKS and RECORDS at the completion of the inspection.  BE SURE THAT YOU SEE THE TREASURER'S BOND.  BE SURE THAT AUDIT SHEETS ARE ATTACHED TO THE SECRETARY'S BOOK.  NOTE:  There MUST BE ONLY ONE CHECKING ACCOUNT.  Refer to Section 813A, Page 79 of the Bylaws.

 

4.  Check the LATEST TRANSMITTAL FORM with the dues recorded as paid in the Treasurer's record to ascertain that all dues are PROMPTLY reported to the Department Treasurer.  Explain the necessity and advantage in keeping those reports strictly updated. If your inspection is made before December 31st, URGE the members to pay their dues and have the Treasurer send them immediately to the Department.  Explain the importance of our reaching 85% by the end of December.  You may also mention that the members who HAVE NOT PAID their current years? dues by December 31st WILL NOT be considered in good standing after that date.

 

5.  If you find the Auxiliary is not charging the SPECIFIED amount for initiation fee and annual dues, call attention to Section 104 of the National Bylaws and see that the situation is corrected immediately.  Take note to see if the Auxiliary is using the proper ALTAR CLOTH, BYLAWS AND RITUAL.

 

6.  Ascertain that the Auxiliary has paid the COUNCIL AND DISTRICT DUES for the current year.  Be sure the Treasurer is BONDED and that ALL audit reports have been sent to the Department Treasurer.  Inform them that they are NOT in good standing until these rules are complied with.

 

7.  Ascertain that the Auxiliary has appointed Chairmen for all programs and call attention to the various program awards made by Department and National.  Try to impress on the members the ADVANTAGE of preparing reports during the period between annual elections and installation of the new officers.  Remind the Auxiliary Treasurer that the names of the deceased members during the current fiscal year should be sent promptly to the National Secretary so that the member may be removed from the rolls.  The National Secretary will send the Department Treasurer a list on the activity report in order for the Department to prepare the final Roll Call of Deceased members.

 

8.  Familiarize yourself with the purpose of all funds (Cancer, Flat, Hospital, etc.) so that you may answer any questions and make explanations.  PLEASE make the Auxiliary aware that the Hospital Donation of not less than $10.00 is 'suggested' and also explain Donation Report Form.  Do not attempt to answer questions unless you are sure of the answer.  You can always get the proper information and report back to the Auxiliary.

 

9.  When the inspection is completed to your satisfaction, it shall be your duty to fill out completely (type, if possible) the inspection form.  Make sure the Auxiliary President's signature, name and complete address of the Treasurer appears on all three copies.  (The Auxiliary copy is returned to the Treasurer.)  ALL THREE COPIES MUST BEAR THE AUXILIARY SEAL.  Press hard!  The forms are to be returned to the District President within 10 days following the inspection.  If you have more than one assignment, DO NOT HOLD THE REPORTS UNTIL THEY ARE ALL COMPLETED!  Please do not use the reverse side of the form...add additional sheets.  Most of all...be honest.

 

INSPECTION CHECK LIST

 

SIGN AND DATE: INITIAL:

 

A.  Treasurer's Ledger A.  Last Transmittal

B.  Check Book B.  Treasurer's Bond

C.  Secretary's Minute Book

D.  Current Bank Statement

 

HINTS:

 

If the Treasurer's Bond is not available, check book will show check was drawn for it.

Did you fill in date of last inspection?

Are all 3 copies signed & sealed?

Work sheet should be kept by Inspector for reference.