Complete 2012 Journal - 2012 NC Conference Journal

Section iV: Legislation and Reports 225
VIII. Organization & Procedure (presented for information only)
A. The audit for 2011 will be by Crosslin & Associates, Nashville, Tennessee.
B. The president, vice-president, secretary, and treasurer of the CFA shall serve as the executive
committee of the Council. The Council shall elect two additional members to the executive
committee from its voting membership.
C. The Conference treasurer will include in the monthly financial reports, for any given month, all
monies received in the office by 8:30 a.m. on the 5th day of the following month, except when the
5th day falls on a weekend or holiday the report will include the funds received by 8:30 a.m. on the
following workday.
D. The treasurer may approve minor over expenditures of a budget line item up to $5,000 or 5% of
the line item, whichever is less. A request for such over expenditure shall be submitted in writing
in advance and shall state the reason for the request. The over expenditure will be reported to
CFA and will be listed in the Conference Journal.
E. Any Conference or non-conference agency which receives financial support from Conference
funds or from any authorized conference-wide appeal in excess of $5,000 shall submit, with any
budget request, an annual detailed audited budget report of all receipts, disbursements and assets.
A statement in effect that “All funds granted have been spent consistent with the social principles
of The United Methodist Church” will be furnished to CFA upon submission of the audit. Such
reports received may be reported in whole or in summary form in the Conference Journal and
shall remain on file in the treasurer’s office. An agency may be exempted (for just cause) from this
reporting requirement by CFA. Note: CFA requests the Board of Institutions to provide regular
reports (at least annually) regarding its financial monitoring of related institutions/programs. The
financial monitoring shall include consideration of a final independent audit for the institution,
pension plan and affiliated entities, including journal entries, the auditor’s management letter and
any other reports of the auditors; liability insurance coverage levels; and the institution’s projected
budget for any subsequent fiscal years, including the current fiscal year.
F. A carry-over of budgeted funds remaining (not including any supplemental appropriations) of
up to 10% of the amount raised for the subsequent year will be allowed for Conference budget
line items. Any carryover or portion thereof by this policy may be rescinded in any year in which
funds are not available to meet basic ministry needs as determined by the CFA.
G. Funds appropriated to a board or agency must be spent in the calendar year of the appropriation
unless otherwise allowed.
H. Supplemental Appropriations: The Council will consider requests for supplemental
appropriations in the following priority order:
First Priority
• Salary and benefit items previously approved according to the policies of the Annual
Conference or General Conference (i.e. Equitable Compensation Funds, staff salaries, etc.)
• Programs authorized and mandated by the NC Annual Conference which are not included in
the Annual Conference budget for that financial year.
• Amounts required by the Past Service Funding Plan adopted jointly by the Board of Pensions
and the CFA which are not raised by the Board of Pensions annual budget requests.
Second Priority
• New creative programs to respond to emerging needs and to expand the mission of the
Annual Conference which are not included in the Conference budget for that year. Such
programs will be funded through supplemental appropriations only on a short-term basis.
• Emergency needs and programs in the life of the boards and agencies of the Annual
Conference. The petitioning group shall make such requests in writing to the treasurer’s office
at least 15 working days before a scheduled CFA meeting.
Third Priority