Secretary’s / Treasurer’s 2016 Chapter Leadership Training NMA...THE Leadership Development Organization

Secretary’s / Treasurer’s 2016 Chapter Leadership Training NMA...THE Leadership Development Organization

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

Communications Flow Other Chapters National Director National Headquarters Your Council Chapter

Administrative Responsibilities Maintaining Chapter Records Corresponding Reminding Delegating Keeping Informed

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

Annual Chapters Payroll Chapters Types of Membership Reporting

Annual Chapter Dues Worksheet

IF YOUR FISCAL YEAR ENDS ON LAST DAY OF: YOUR NEW FISCAL YEAR BEGINS 1 st DAY OF: DUES ARE PAYABLE TO NMA BY THE END OF: DUES ARE DELINQUENT IF NOT PAID BY: JuneJuly September 30 JulyAugust October 31 AugustSeptember November 30 SeptemberOctober December 31 OctoberNovember January 31 NovemberDecember February 28 DecemberJanuary March 31 JanuaryFebruary April 30 FebruaryMarch May 31 MarchApril June 30 AprilMay July 31 MayJune August 31 Annual Chapter Dues Schedule

Annual Chapters Payroll Chapters Types of Membership Reporting

Payroll Chapter Dues Worksheet

IF YOUR DUES ARE PAID THROUGH THE MONTH OF: DUES ARE PAYABLE TO NMA BY THE END OF: DUES ARE DELINQUENT IF NOT PAID BY: JuneJulySeptember 30 JulyAugustOctober 31 AugustSeptemberNovember 30 SeptemberOctoberDecember 31 OctoberNovemberJanuary 31 NovemberDecemberFebruary 28 DecemberJanuaryMarch 31 JanuaryFebruaryApril 30 FebruaryMarchMay 31 MarchAprilJune 30 AprilMayJuly 31 MayJuneAugust 31 Payroll Chapter Dues Schedule

Membership Worksheet

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

Content Form n Skeletonized n Narrative Taking Meeting Minutes

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

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 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 Budget Process

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 procedureCheck Request Get receipts for Everything! Bookkeeping

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

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

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 1 st DAY OF: DUES ARE PAYABLE TO NMA BY THE END OF: DUES ARE DELINQUENT IF NOT PAID BY: JuneJuly September 30 JulyAugust October 31 AugustSeptember November 30 SeptemberOctober December 31 OctoberNovember January 31 NovemberDecember February 28 DecemberJanuary March 31 JanuaryFebruary April 30 FebruaryMarch May 31 MarchApril June 30 AprilMay July 31 MayJune August 31 Annual Dues

Invoiced by NMA Pay on monthly basis Dues calculated by chapters and changes submitted on “Payroll Chapter Dues Worksheet” IF YOUR DUES ARE PAID THROUGH THE MONTH OF: DUES ARE PAYABLE TO NMA BY THE END OF: DUES ARE DELINQUENT IF NOT PAID BY: JuneJulySeptember 30 JulyAugustOctober 31 AugustSeptemberNovember 30 SeptemberOctoberDecember 31 OctoberNovemberJanuary 31 NovemberDecemberFebruary 28 DecemberJanuaryMarch 31 JanuaryFebruaryApril 30 FebruaryMarchMay 31 MarchAprilJune 30 AprilMayJuly 31 MayJuneAugust 31 Payroll Dues

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 Reporting

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

IRS e-Postcard Form 990-N 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 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 Taxes – Forms to File

IRS e-Postcard Form 990-N 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

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 Audit of Books

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!!! Transitioning

Download guidebooks at:

Now, let’s get our questions answered!!

Do you feel you should provide monthly income and expense statements to the general membership each month?? Have any of you been audited by the company OR IRS?? What is the formal process in your chapter for preparing a budget? Do you have a checklist for the Treasurer? Have you planned for the unexpected? Do you have a Reserve Fund? Does your chapter budget support the written chapter objectives?

What do you do if a check bounces? How are checks to be made out? What kinds of receipts do you give? Any “tricks of the trade” that you wish to share? How or where do most of your group do their NMA banking? What types of "approvals" are needed for what kinds of expenditures? What can be pluses and minuses of payroll deduction?