1. 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 . If you dial in by phone, it is best to mute your computer microphone
We will be recording this webinar

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

3. 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

4. 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

5. 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

6. 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.

7. 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

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

9. 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.

10. 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

11. 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.

12. Contact Information
John Ho, PE – State President Joe Rapier, P.E. – State President-Elect Sandee Khoury, P.E. – State Treasurer Trish Smith, CAE – TSPE Executive Director / 512/ Claire Black – TSPE Deputy Executive Director / 512/
Trish -