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Emerald Valley BMX <br /> March 18, 2002 <br /> Page 6 <br /> The principal role of a board of directors is stewardship of resources, which includes <br /> proper financial record keeping. The financial accounting controls at EVB are deficient. The <br /> EVB board must ensure that EVB has adequate internal accounting systems and controls. The <br /> board should ensure that they make use of timely and adequate income and expense reports at <br /> their regular meetings. <br /> The governing structure and internal financial controls at EVB are the primary concerns <br /> of the Department of Justice. The board of directors and membership must work together to - <br /> restore good government and resource management to ensure that EVB continues to provide a <br /> meaningful recreational service to the youth in Eugene /Springfield. <br /> The Department of Justice of expects the EVB board of directors to take action regarding <br /> these recommendations. Therefore, the Department of Justice requests that the EVB board of <br /> directors respond to these findings and recommendations with a written plan for corrective <br /> action. We request a response by May 31, 2002. The response should address: <br /> • Reinstatement of bylaws - final disposition, date of reinstatement and a current copy <br /> of the bylaws complete with any revisions. <br /> • Accounting system deficiencies - plan to implement an adequate accounting system. <br /> • Election of a board of directors - final disposition, slate of candidates nominated for <br /> board officer seats, date of election, description of process utilized. <br /> • Internal governance - affirmation that a governance structure as described in the <br /> organization's bylaws will be adhered to. <br /> • Intentions /plan for securing an accounting for inadequately documented <br /> reimbursements and credit card payments made to or on behalf of the Snooks. <br /> Please address the response to the attention of Chief Investigator Kirk Harvey at the <br /> above address. <br /> The Department will refer the employee wage /tax issue to the Internal Revenue Service <br /> and the Oregon Department of Revenue. <br /> Sincerely <br /> / / /// <br /> Clark E. Dahl _ <br /> Investigator <br /> Charitable Activities Section <br /> csvr- <br />