TSPE Leadership Conference Chapter Leader Roundtable Secretary/Treasurer TSPE Leadership Conference September 2012 Sandee - Welcome to all – Introduce yourself and position and Trish Smith (any other officers) and Claire Black Different format than last weeks general information Webinar, this one is meant to be a roundtable discussion specifically around the role of the Secretary/Treasurer and best practices for that position Housekeeping: Identify yourself by name and chapter before speaking Speak clearly Try not to talk over others/we want everyone to have the opportunity to speak if they want If we have issues with your audio connection we may have to mute you, but you will be able to type questions from your screen If you have difficulty establishing an audio connection through your computer microphone, you can dial in by telephone using the phone number and access code provided on the reminder e-mail. If you dial in by phone, it is best to mute your computer microphone We will be recording this webinar

Agenda Overview of Role Roundtable Discussion Critical Topics Discussion Sandee – Review objective of session, agenda and rules.

Role of the Chapter Secretary/Treasurer Maintain accurate and current financial information Timely file tax information with IRS Maintain separation in accounting records of types of funds Secretary Keep chapter’s records including minutes of previous meetings and the constitution and bylaws Record minutes of action taken at chapter meetings and board meetings Sandee

Roundtable Discussion As Secretary/Treasurer, you are responsible for maintaining accurate chapter financial records and timely filing of tax information with the IRS. How confident are you in your knowledge of the position to fulfill this critical role? What can the state organization do to help you prepare for and excel in this role? Trish – Lead Discussion Chapter financials due to state Filing tax returns before submitting state paperwork Chapter Leader Roundtable – Secretary/Treasurer May 2016

Roundtable Discussion Discuss IRS requirements for filing tax returns. What questions/concerns do you have regarding the administration of your chapter’s finances? Trish – Lead Discussion Experienced to share

Roundtable Discussion Discuss TSPE vs. TEF money. What questions/concerns do you have regarding the distinction between the two? Trish – Lead Discussion 501(c)6 501(c)3 Tax exempt vs. sales tax exempt Separation of funds – same account separate tracking of funds.

Roundtable Discussion Discuss PACE vs. TSPE issues. What questions/concerns do you have regarding PACE fundraising and political contributions? Trish – Lead Discussion Separation of funds Cash donations Member only

Roundtable Discussion What best practices can you share with other chapters related to financial management and fund raising? Trish – Lead Discussion

Roundtable Discussion Discuss proper minute taking and documentation of action taken by the chapter board. What must be documented? What to include. What not to include. Trish – Lead Discussion Minutes must be kept. Roster of attendees must be included. Actions must be documented. No names in minutes.

CRITICAL TOPICS SUMMARY IRS Compliance Unrelated Business Income Tax TSPE vs. TEF – Sales Tax Exemption Donation Acknowledgements Continuing Education Credits Political Candidates & Texas Ethics Commission Compliance PACE vs. TSPE Legislative Efforts Trish Impact of working delinquent and drop lists to your bottom number

CONCLUSION Trish – Officer lists to state and filing Tax return We would like to offer sessions for Treasurers and Secretaries if you feel it would be helpful. These would be scheduled in advance every other month. Thanks for attending today’s webinar. The entire discussion as well as the general Chapter Leader Webinar have been recorded and will be posted on the TSPE website for you reference.

Contact Information John Ho, PE – State President jho@huitt-zollars.com Joe Rapier, P.E. – State President-Elect joe.rapier@team-psc.com Sandee Khoury, P.E. – State Treasurer skhoury@cobbfendley.com Trish Smith, CAE – TSPE Executive Director trish@tspe.org / 512/472-9286 Claire Black – TSPE Deputy Executive Director claire@tspe.org / 512/472-9286 Trish -