Secretary’s/Treasurer’s Workshop

1. 2013 Secretary’s/Treasurer’s Workshop It’s all about the numbers! Chapter Leader Training NMA...THE Leadership Development Organization

2. 2013 Secretary’s/Treasurer’s Workshop It’s all about the numbers! Chapter Leader Training NMA...THE Leadership Development Organization

3. Administrator Executive Committee Advisor Committee Director Chapter Office Manager Communicator Duties of an NMA Secretary…

4. National Headquarters Other Chapters National Director Chapter Your Council Communications Flow

5. Maintaining Chapter Records Corresponding Reminding Delegating Keeping Informed Administrative Responsibilities

6. Important . . . Membership Listing Membership Cards Membership Reports Membership Reporting

7. Annual Chapters Payroll Chapters Types of Membership Reporting

8. Annual Chapter Dues Worksheet

9. Annual Chapter Dues Schedule

10. Annual Chapters Payroll Chapters Types of Membership Reporting

11. Payroll Chapters Payroll Chapter Dues Worksheet

12. Payroll Chapter Dues Schedule

13. Membership Worksheet

14. New Members Reinstated Members Renewals Retired Members Spousal Members Dues Registration Fees Substitutions Reporting Terms

15. Content Form Skeletonized Narrative Taking Minutes of Meetings

16. Purpose Composition Content Agenda 1. Call to Order 2. Reports 3. Unfinished Business 4. New Business 5. Adjournment Agenda: The Order of Business

17. Treasurer Responsibilities • 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

18. The Budget Process • Meet with Outgoing Treasurer • Gather Data • Schedule preliminary meetings with officers • Keep goals front and center during the process

19. 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

20. 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!

21. Banking • Shop around for your banking services • Have 3 signatures on bank signature cards • Make sure signatures on file at bank are current members

22. Banking • Require 2 signatures on checks or for online payment approvals • NEVER pay bills with cash • Consider collecting dues via payroll deduction

23. NMA Annual Dues • Invoiced by NMA • Pay on yearly basis • Changes submitted on “Annual Chapter Dues Worksheet”

24. NMA Payroll Dues • Invoiced by NMA • Pay on monthly basis • Dues calculated by chapters and changes submitted on “Payroll Chapter Dues Worksheet”

25. 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

26. NMA Taxes • Tax Exemption Status for NMA • 501(c)6 • Tax Exemption Status for NMA Chapters • 501(c)6

27. NMA Taxes • 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”.

28. 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

29. Taxes – Forms to File • 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

30. 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

31. 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

32. 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!!!

33. Download guidebooks at: http://nma1.org

34. Now, let’s get our questions answered!!

35. Thank you for attending!