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!