FSH 1809.12 - JOB CORPS CIVILIAN CONSERVATION CENTER HANDBOOK 1/83 WO AMENDMENT 1 420 - CORPSMEMBER ALLOWANCES AND ALLOTMENTS ET Handbook 630, Corpsmembers Allowances and Allotments, lists in detail the information relating to corpsmember pay and allowances. Also see ETH 700, section 630.1.a. 421 - Imprest Funds. Procedural instructions regarding establishment and use of Job Corps imprest funds are contained in ET Handbook 630. Imprest fund cashiers, Center Directors, Forest Supervisors, and Fiscal and Accounting Management Directors shall follow the instructions in FSH 6509.13b, Imprest Fund Payments Handbook and the Treasury Department Manual of Procedures and Instructions for Cashiers, if a subject is not adequately covered in JC Handbook 630. Special emphasis should be placed on audit controls, frequency of audits, reimbursement of funds, timely submission of reports, separation of responsibilities, and safekeeping facilities. The Center Director is responsible for promptly providing the Forest Supervisor with a copy of each request for designation of cashier or alternate cashier. The Forest Service will audit Job Corps center imprest funds advanced by the disbursing officer at the DOL Services Division, Army Finance Center, Indianapolis, Indiana. The Forest Service will provide the Department of Labor with the names of cashiers currently designated and with changes in such designations as they occur. This information will also be furnished to Supervisors of National Forests on which Civilian Conservation Centers are located. Audits will be completed on Department of Labor Report of Audit Imprest Fund forms (ex. 1). Unannounced audits shall be conducted within 120 days after designation of a cashier and annually thereafter or whenever a cash verification discloses a difference. The Forest administrative officer is responsible for implementing the audit requirements including (1) assigning employees experienced in business management to such audits; (2) scheduling, reviewing, and forwarding reports; and (3) filing. Cashiers and alternate cashiers are not to be assigned to such audits. Use Regional fiscal inspectors for such audits to the extent practicable. Unannounced cash verifications of such imprest funds shall also be performed by the Forest Service five times per year. Such verifications shall be made by a qualified Forest officer who does not work under the supervision of the cashier. When the Center Director is the cashier, the verifications shall be performed by Forest personnel. Prepare an original and four copies of the audit form. (See ex. 1.) Items 1, 2, and 6 will be completed from available information. Such data is subject to verification by the Department of Labor through the disbursing officer at the Army Finance Center. The Forest Supervisor shall transmit completed annual imprest fund audit forms to Department of Labor along with a cover letter. The cover letter should include corrective action taken if deficiencies are found. Do not submit quarterly cash verifications to Department of Labor. Send DOL-Services Division Army Finance Center Audit Report consisting of an original and one copy of the letter and DOL audit formats to: U.S. Department of Labor Division of Contract and Audit Patrick Henry Building 601 D Street, N. W. Washington, DC 20213 Send one copy of the letter and audit formats to each of the following: 1. Forest Supervisor. 2. Cashier. 3. Director of Enrollee Support Division ETA Job Corps Patrick Henry Building 601 D Street, N. W. Washington, DC 20213 In the Forest Supervisor's Office, originals of the completed quarterly cash verifications and copies of the audits shall be filed in chronological order in an individual folder designated "6540 PAYMENTS - DOL Imprest Fund Cashier, (Insert employee's Name)." The DOL imprest fund cashier shall also maintain a similar folder containing copies of the above reports. EXHIBIT 1 IS A SEPARATE DOCUMENT. 422 - Deductions from Allowances for Fines. See corpsmembers' allowances and allotments for payments and reimbursements in connection with fines. (ETH 630, section 15, item c.) 423 - Reimbursements to DOL Division, Finance Center. Whenever an administrative error listed in ETH 630, chapter1, is committed and subsequently billed by the Finance Center, the center shall reimburse the Finance Center from its current operating funds. 430 - Travel 1. Regulations and procedures governing all Civilian Conservation Center staff travel are in FSH 6509.33. ETH 335, The Transportation Guide, details all information relating to corpsmember travel. 2. Travel by center staff shall be charged to the center operations fund, unless otherwise provided for. 3. From time to time, the Job Corps National Office of DOL requires assistance from agencies to complete special projects. When this assistance involves staff travel, the travel costs must be charged to the normal staff travel account. Recovery of these invitational travel costs must be handled by sending Standard Form 1081 to the National Job Corps Office of DOL within 45 days after the travel is completed. Supporting documents (hotel bill, rental car receipt, copy of airline ticket, and copy of travel voucher) should be included. The recovery shall be recorded as a refund transaction which will, in effect, transfer these travel costs from Forest Service accounts to DOL. 440 - Audits. The Forest Service is responsible for conducting audits of its centers and all related operations. (FSM 1430 and ETH 700, section 650.) 441 - Procedures. The Forest Service shall maintain books, records, and documents and follow accounting procedures sufficient to properly reflect all direct and indirect costs of whatever nature claimed to be incurred, or anticipated to be incurred in the operation of a center or the performance of a contract in accordance with FSM 1430. 442 - Frequency of Audits. The Forest Service shall ensure that the auditing requirements of 20 CFR 684.79, 684.128 - .129 and 684.131 - .132 are accomplished no less than once a year. The audits shall be kept on file in the Forest Supervisor's Office for 2 years. 450 - CORPSMEMBER WELFARE ASSOCIATION. Welfare associations should be established at all Civilian Conservation Centers to promote the general welfare of corpsmembers. Corpsmember welfare association activities, such as the operation of canteens or snackbars, shall provide for additional recreational opportunities from the profits derived, as well as afford experience and training in elementary business practices. A Corpsmember welfare association shall be organized and operated by the corpsmembers under the guidance of the Center Director or a designated staff advisor. Before becoming operational, the proposed method of operation, use and establishment of concessions, and proposed sources of revenue must be approved by the Forest Supervisor. The approved plan for managing and operating the corpsmember welfare association shall be made available to the Job Corps Regional Office and to persons conducting annual reviews. 451 - Organization. The Center Director shall call a meeting of all corpsmembers and staff to form a center welfare association and to elect the officers of the association, hereinafter referred to as the association council. At this meeting, the constitution (ex. 1) will be adopted and the bylaws (ex. 2) will be accepted. As soon as possible after the election, the association council should review center needs for canteen(s), snackbar(s), and other recreational facilities and equipment. It will also consider potential capital and resources, that is, the extent of available funds (contributions); furniture, fixtures and equipment; availability and suitability of space; and personnel requirements. The association council's conclusions shall be presented to the Center Director, along with their recommendations, outlining activities to be operated and priorities for their establishment. 1. Permits. If, based on the recommendations of the association council, a private contractor is used to operate the canteen, the Forest Supervisor shall approve the operation of a specific activity such as a canteen or snackbar. Separate approval shall be granted for each activity to be operated. 2. Official Association Records. In addition to the constitution and bylaws and permits to operate association activities, all minutes of the welfare association and the association council, all correspondence and all directives from the Center Director which pertain to the operation of the association are considered official association records and must be retained for review and audit purposes. 3. Dissolution of Association. When the association is dissolved, the funds available shall be disposed of according to majority vote of the association. If all funds are not disposed of, the remainder, after dissolution, shall be deposited to the General Fund of the U. S. Treasury. Exhibit 1 JOB CORPS CENTER CORPSMEMBER WELFARE ASSOCIATION (City and State) CONSTITUTION ARTICLE I - Designation and General Provisions The Association known as the Job Corps Center Corpsmember Welfare Association, hereinafter called the Association is established to provide services for the promotion of training, comfort, morale, recreation, and the general welfare of Corpsmembers. ARTICLE II - Business All business of the Association shall be conducted by and in the name of the Job Corps Center Corpsmember Welfare Association in accordance with the constitution, the bylaws, and the policies of the Association Council as defined in the minutes of meetings, subject to approval of the Center Director. ARTICLE III - Financing Section 1. Working Capital. The Center Director is authorized to accept voluntary contributions from Corpsmembers, staff members, and other individuals or firms who are interested in the welfare of the Corpsmembers. ARTICLE IV - Membership Section 1. General. Corpsmember membership in the Association will be automatic. Section 2. Rights. Members are authorized to participate in the management of the Association's affairs, hold office therein, and vote on any and all matters in which members have an interest. Section 3. Termination of Membership a. Permanent transfer or separation from the Job Corps Center will automatically terminate the membership of any member. b. The membership of any member may be suspended for cause by the Association Council for any period of time not to exceed 3 months. Such suspension Exhibit 1 -- Continued will act to deprive the member so suspended of all rights, privileges and benefits normally pertaining to membership during the period of suspension, unless otherwise provided by the order of suspension. However, the use of the Center canteen or commissary is not a privilege and may not be impeded. (See JCPPH 7370.1c) ARTICLE V - Voting Only members in good standing are eligible to vote. Members will be considered in good standing unless they have been notified in writing to the contrary by the Association Council through the secretary-treasurer. ARTICLE VI - Association Council Section 1. Composition. The business of the Association will be conducted by the Association Council which shall be elected and appointed from the membership as follows: a. First Slate of Officers: Three Corpsmembers (and three Corpsmember alternates) elected to serve 6 months. Three Corpsmembers (and three Corpsmember alternates) elected to serve 12 months. NOTE: One staff member (and one alternate staff member) will be appointed by the Center Director to serve in an advisory capacity. This staff member (or alternate) will be present to provide guidance at all Council activities, but will not be considered an official voting member. b. Thereafter, elections will be held and appointments will be made every 6 months to replace the Council members and alternates whose terms expire at that time. Subsequent terms of office for elected and appointed Council members will be for 12 months each, beginning on January 1 and July 1 alternately. Vacancies that occur between these dates will be filled by the alternate. If there is no remaining alternate to an elected position the vacancy shall be filled by the interim appointment of a Corpsmember by the Center Director to fill the unexpired term or until the next regular election. c. The minutes of all meetings called for the purpose of electing Corpsmember officers and their alternates shall clearly indicate the name of each officer and each alternate who is to fill the position in the event of a vacancy. Exhibit 1 -- Continued Section 2. Officers. The officers of the Association Council shall be known as the president, vice president, and secretary- treasurer. They will be elected by and from the Association Council on a written secret ballot, except for the secretary- treasurer (and his/her alternate) who will be appointed from among the Council by the Center Director. The president shall preside over all meetings of the Council and the Association, of membership at large. The vice-president shall assist the president as directed and shall on the absence of the president assume that office. The secretary-treasurer has the overall responsibility for the custody of all assets, property and records of the Association. ARTICLE VII - Meetings Section 1. Regular Meetings of the Membership. The semiannual meetings of the membership will be held during the months of June and December, for the purpose of electing the Association Council. Section 2. Regular Meeting of the Association Council. The Association Council will meet upon the call of the president at least monthly. Section 3. Special Meetings a. Special meetings of the Association Council may be called by the president. b. Special meetings of the membership may be called upon written petition of 30 or more members of the Association. Such a petition will state the purpose of the meeting and will be submitted to the president of the Association Council who will make the necessary arrangements. Section 4. Quorum a. Forty percent of the total membership shall constitute a quorum at duly called membership meetings. b. Fifty percent of the members of the Association Council will constitute a quorum. Section 5. Majority. A majority, for the purpose of any meeting held under the provisions of this constitution, shall consist of more than one-half of the members present, except meetings duly called for one of the purposes stated in Article VIII of this constitution. Section 6. Notice of Meetings. Notice of all membership meetings will be published and posted on a bulletin board or other conspicuous place for a period of at least 3 days prior to each meeting except meetings duly called for one of the purposes stated in Article VIII of this constitution in which case the membership will be Exhibit 1 -- Continued given a 2-week notice of action contemplated in such manner as deemed appropriate. Section 7. Order of Business. The order of business at all meetings shall be conducted according to normal parliamentary procedure. ARTICLE VIII - Constitution This constitution may be amended, rescinded or adopted by two- thirds majority of the membership present at a duly called meeting and such amendments shall be effective only upon ratification and approval of the Center Director. ARTICLE IX - Bylaws The bylaws, although published separately from this constitution, are hereby made an integral part thereof by this article and will be adopted or amended by a majority vote of the Association Council. Ratification of this constitution by the membership and approval by the Center Director, constitutes ratification and approval of the bylaws. ARTICLE X - Dissolution The Association may be dissolved by mutual agreement of eighty (80) percent of the membership, but such dissolution shall not be effective until approved by the Center Director. Cash remaining upon dissolution will be deposited to the General Fund of the U.S. Treasury as miscellaneous receipts. This constitution consists of Articles I through X inclusive. Ratified this day of , 19 at a general meeting of the membership of the Job Corps Center Corpsmember Welfare Association. President Secretary-Treasurer Approved Date Center Director Staff Advisor Exhibit 2 JOB CORPS CENTER CORPSMEMBER WELFARE ASSOCIATION (City and State) BYLAWS ARTICLE I - Governing Body The Association Council is charged with the general supervision and control of the operation of the Association, and shall make recommendations for all expenditures from Association funds, hereinafter called the Corpsmember Welfare Fund. ARTICLE II - Committees Immediately after the installation of officers, the president and the Association Council will appoint the finance, house and grounds, entertainment, and such other committees as may be deemed necessary. Committees shall consist of a chairperson and not less than two members. Committees will serve concurrently with the term of the appointing Association Council. a. Finance Committee. The finance committee shall study and explore the financial reports and statements of the Association; investigate activities in regard to financial operations of vending machines. Center services, concessions, etc; and submit a report thereon at each regular Council meeting. This committee will ensure compliance by individuals charged with financial operations of the Association, with the policies and requirements of instructions issued on Association matters by the Center Director. b. Entertainment Committee. The entertainment committee shall provide the Association with a program of entertainment to be supported directly by the Association. The chairperson will provide the Association Council with a calendar of events for approval prior to making any final arrangements. c. House and Grounds Committee. The house and grounds committee shall formulate and publish rules governing conduct of the members and guests while participating in an Association sponsored event. This committee will recommend location for placing vending machines, canteen operations, and other services determined by the Association Council as proper functions of the Association. ARTICLE III - Suspension A member violating rules of the Association may be suspended by the Association Council from all privileges of the Association for a period not to exceed 3 months subject to approval of the Center Director. The house and ground committee shall investigate all such cases. A suspended member will be notified in writing by the Exhibit 2 -- Continued secretary-treasurer stating the reason for the suspension. The suspended member will be given the opportunity to submit a written statement or to appear before the Association Council in his/her defense, and, action taken by the Association Council thereon will be subject to approval by the Center Director. ARTICLE IV - Reinstatement A suspended member shall automatically be reinstated upon expiration of his/her period of suspension if the member so desires. ARTICLE V - Membership Fees, Dues, and Assessments Membership fees, dues, and assessments are not authorized. ARTICLE VI - Credit Credit in the sense of receiving goods or services without cash payment at the time of receipt will not be extended to any member by any service or activity of the Association. ARTICLE VII - Purchases Prior approval will be obtained from the Association Council for all purchases (single or continuing). Contracts for purchases over fifty dollars ($50) will not be authorized without prior approval of the Center Director. ARTICLE VIII - Bonding The secretary-treasurer and advisory staff positions within the Corpsmember Welfare Association shall be bonded. This is a minimum requirement. Additional positions within the Association may be established and bonded at the discretion of the Center Director. All positions so established must be approved by the Center Director. Positions shall be bonded at the next $1,000 over and above the amount of cash for which the positions are responsible. The Association Council, in consultation with the Center Director, shall select a surety (fidelity bonding company). Premiums shall be paid from the Corpsmember Welfare Fund. ARTICLE IX - Loans A Corpsmember loan activity is authorized as a function of the Association. Exhibit 2 -- Continued a. The following stipulations are to be followed in the granting of loans: (1) No individual loan will exceed the amount of $5.00. (2) No interest will be charged. (3) Withholding or garnishment of Corpsmember pay will not be permitted. b. To obtain a loan, a Corpsmember will submit a signed written application to the president and secretary-treasurer of the Association Council for approval. The Corpsmember must be instructed that: (1) repayment of the loan must be made on or before the first pay day after the granting of the loan, and that (2) subsequent loans will not be granted until the previous loan has been repaid in full. c. Each Center Association Council may establish and publish additional instructions and/or provisions within the limits of the above policy: i.e., Corpsmember behavior, progress, justification and need for loan, etc. ARTICLE X - Amendment When proposed by the Corpsmember Association Council and approved by majority vote of the Association, amendments to these bylaws shall be valid for all intents and purposes as a part of these bylaws unless disapproved by the Center Director. ARTICLE XI - Employment When the number and volume of Association activities generate enough cash flow, the Association may hire employees. These employees will be compensated from the Corpsmember Welfare Fund and are considered Association employees - separate and distinct from Center staff personnel.