WSBA staff reiterate open-meeting rules, minute-keeping and fiscal tips for section leaders

WSBA staff used the fall section leaders meeting to remind section executive committees of open-meeting requirements, minute-keeping procedures and practical fiscal rules to help avoid reimbursement problems.

Noah Betzke, sections program coordinator, explained that WSBA bylaws require meetings of the Board of Governors and other bar entities (including sections) to be open and posted, and that minutes (aside from executive session minutes) be recorded and made available for public inspection once approved. He asked sections to send agendas and draft minutes promptly for web posting and archival.

Carolyn McGregor walked through fiscal tips: WSBA generally pays vendors directly for section event contracts, but volunteers may make small purchases and seek reimbursement; prior approval is required for reimbursement to ensure adherence to per diems and policy limits; contract and agreement reviews typically take 7–10 business days; and if receipts are lost an affidavit allows up to $75 per day to be expensed. She also noted that if an anticipated unbudgeted expense exceeds $500 over the budgeted amount, sections must prepare a budget memo for approval that considers year-to-date spending, fund balance and proportionality.

Practical takeaway: Staff urged early engagement—contact Carolyn early in project development to identify templates, support with contract review, and to get help drafting budget memos when unbudgeted expenses arise.