secretary’s/treasurer’s workshop 2013 chapter leader training nma...the leadership development...
TRANSCRIPT
Secretary’s/Treasurer’s Workshop
2013
Chapter Leader TrainingNMA...THE Leadership Development Organization
It’s all about the
numbers!
Secretary’s/Treasurer’s Workshop
2013
Chapter Leader TrainingNMA...THE Leadership Development Organization
It’s all about the
numbers!
Duties of an NMA Secretary…
• Administrator• Executive Committee Advisor• Committee Director• Chapter Office Manager• Communicator
Communications Flow
OtherChapters
NationalDirector
NationalHeadquarters
YourCouncil
Chapter
Administrative Responsibilities• Maintaining Chapter
Records
• Corresponding
• Reminding
• Delegating
• Keeping Informed
Membership Reporting
Important . . .• Membership Listing• Membership Cards• Membership Reports
Types of Membership Reporting
• Annual Chapters• Payroll Chapters
Annual Chapter Dues Worksheet
IF YOUR FISCAL YEAR ENDS ON LAST DAY OF:
YOUR NEW FISCAL YEAR BEGINS 1st DAY OF:
DUES ARE PAYABLE TO NMA BY THE END OF:
DUES ARE DELINQUENT IF NOT PAID BY:
June July July September 30
July August August October 31
August September September November 30
September October October December 31
October November November January 31
November December December February 28
December January January March 31
January February February April 30
February March March May 31
March April April June 30
April May May July 31
May June June August 31
Annual Chapter Dues Schedule
Types of Membership Reporting
• Annual Chapters• Payroll Chapters
• Payroll Chapters
Payroll Chapter Dues Worksheet
Payroll Chapter Dues ScheduleIF YOUR DUES ARE
PAID THROUGH THE MONTH OF:
DUES ARE PAYABLE TO NMA BY THE END OF:
DUES ARE DELINQUENT IF NOT PAID BY:
June July September 30
July August October 31
August September November 30
September October December 31
October November January 31
November December February 28
December January March 31
January February April 30
February March May 31
March April June 30
April May July 31
May June August 31
Membership Worksheet
Reporting Terms• New Members• Reinstated Members• Renewals• Retired Members• Spousal Members• Dues• Registration Fees• Substitutions
Taking Minutes of Meetings
• Content• Form
Skeletonized Narrative
Agenda
1. Call to Order
2. Reports
3. Unfinished Business
4. New Business
5. Adjournment
Agenda: The Order of Business
• Purpose
• Composition
• Content
• Prepare a well rounded budget
• Control the fiscal well being of the Chapter/Council
• Prepare financial reports on a regular basis
• Issue and receive funds on a timely basis
• Ensure a healthy ROI for Chapter/Council members
• Keep good records
• Practice “squeaky clean” ethics
Treasurer Responsibilities
• Meet with Outgoing Treasurer
• Gather Data
• Schedule preliminary meetings with officers
• Keep goals front and center during the process
The Budget Process
• List all sources of income
• List all expenses expected for the year
• Mandate officers to explain each expense
• List assumptions for upcoming year
• Present budget for approval
The Budget Process
Bookkeeping• Use the system that works best for your
chapter
• Prepare Financial Statements regularly
• Adhere to written policies regarding income, cash transfers, disbursements
• Process all financial transactions without delay
• Establish a clear “Check Request” policy and procedure
• Get receipts for Everything!
Banking
• Shop around for your banking services
• Have 3 signatures on bank signature cards
• Make sure signatures on file at bank are current members
• Require 2 signatures on checks or for online payment approvals
• NEVER pay bills with cash
• Consider collecting dues via payroll deduction
Banking
NMA Annual Dues
• Invoiced by NMA
• Pay on yearly basis
• Changes submitted on “Annual Chapter Dues Worksheet”
IF YOUR FISCAL YEAR
ENDS ON LAST DAY
OF:
YOUR NEW FISCAL YEAR
BEGINS 1st DAY OF:
DUES ARE PAYABLE TO NMA BY THE
END OF:
DUES ARE DELINQUENT IF NOT PAID BY:
June July July September 30
July August August October 31
August September September November 30
September October October December 31
October November November January 31
November December December February 28
December January January March 31
January February February April 30
February March March May 31
March April April June 30
April May May July 31
May June June August 31
• Invoiced by NMA
• Pay on monthly basis
• Dues calculated by chapters and changes submitted on “Payroll Chapter Dues Worksheet”
NMA Payroll DuesIF YOUR
DUES ARE PAID
THROUGH THE MONTH
OF:
DUES ARE PAYABLE TO NMA BY THE END OF:
DUES ARE DELINQUENT IF NOT PAID BY:
June July September 30
July August October 31
August September November 30
September October December 31
October November January 31
November December February 28
December January March 31
January February April 30
February March May 31
March April June 30
April May July 31
May June August 31
Reporting• Reports to chapter/council Board
• Monthly and year-to-date income and expenses vs. budgeted
• Bank balance
• Risks/issues/concerns
• Distribute Annual Report to membership
• Hold periodic reviews with the President
• Practice “squeaky clean” ethics
NMA Taxes
• Tax Exemption Status for NMA
• 501(c)6
• Tax Exemption Status for NMA Chapters
• 501(c)6
• Each subordinate organization (chapter) must authorize (in writing) the parent organization to include it in the group exemption letter.
• Each subordinate organization (chapter) must have an organizing document covering the nature and purpose of the organization.
• Each subordinate organization (chapter) must agree to be subject to the general supervision or control by the parent organization.
• Each subordinate (chapter) should be in the same fiscal year as the parent organization; not “must” but “should”.
NMA Taxes
Taxes – Forms to File• IRS e-Postcard
• Effective December 30, 2010, gross receipts over $50,000 must file returns
• Under $50,000 file e-postcard
• File by the 15th of the 5th month following chapter’s fiscal year end
• Form 1099
General Information Guides for completing 990, 990-EZ, or 990-N (e-Postcard)
• Date of exemption letter‐February 28, 1945
• Exemption status is 501(C) 6
Taxes – Forms to File
• IRS e-Postcard
• Effective December 30, 2010, gross receipts over $50,000 must file returns
• Under $50,000 file e-postcard
• File by the 15th of the 5th month following chapter’s fiscal year end
• Form 1099
Taxes – Forms to File
Audit of Books• Have company representative
from tax or accounting department do audit
• Provide all documentation for audit
• Close the books
• Submit audit report to President and incoming Treasurer
• Review audit report and implement suggested changes
Transitioning
• Fully brief incoming Treasurer
• Learn from past mistakes
• Explain bookkeeping and rationale
• Look at performance of prior budget
• Participate in all planning sessions
• Leave good records & instructions behind!!!
Download guidebooks at:
http://nma1.org
Now, let’s get our questions
answered!!
Thank you for attending!