Date post: | 11-Jan-2016 |
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Officer Training II
Presented By:
Title
Chapter Name & No.
1
Introductions at table Name
Title
Chapter Name & No.
How long with SME
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Good Meeting vs. Poor Meeting
Discuss qualities of each at tables
Share one quality with everyone
3
Case Study At tables
Read with group
Discuss ways to handle
Share with group
4
Secretary The recording Officer of the Executive Committee
Recording officer to keep the following:
- Official Minutes - Meeting Agendas- Meeting Notices- All Records- Endorsing Reports
5
Official Minutes The essentials of Minutes are as follows:
- Name of the Chapter- Date and Place of Meeting- Name and function of attendees- Approval of previous minutes- All main motions- Meeting hours and adjournment
Minutes must be signed by the Secretary
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Meeting Agendas & Notices
Prepare or oversee preparation of an agenda for each meeting
Arrange meetings and logistics
Oversee or supervise the mailing or posting of all meeting notices
7
Record Custodian All records are the responsibility of the Secretary
Legal Records -– Minutes and financial data must be kept for a period of seven years
Historical Documents - Optional– The original charter– Names of each year’s officers– Annual reports/Membership Statistics– Photographs
8
Quorum Take attendance to determine a quorum or simple majority
A quorum must be present during the following meetings:
– Nominating committee elections– Officer nominations requested from the floor– Chapter officer elections– All Executive Committee meetings
9
Case Study
At tables
Read with group
Discuss ways to handle
Share with group
10
Treasurer
Keep and maintain all financial records
Financial advisor to the chapter
11
Responsibilities of a Treasurer
The treasurer is responsible for:
– Receiving, holding and safeguarding, all funds
– Disbursing funds only for normal and usual uses
– Submitting an Annual Financial Report to Member Services by January 31
– This information needed to file a consolidated tax return
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Accounting Records Record all transactions:
– Maintain complete records– Funds received and disbursements made– Advertising income and expenses
Verify all bank statements
Reports to Chapter:– Report financial status at each meeting
Yearly Audit:– Schedule an annual audit of all accounting records– Audit should be conducted by an auditing committee
13
Receipt of Monies Chapter Funding:
– Four funding checks or wire transfers annually– A base payment is included with second quarter funding
Monies received from Chapter meetings:
– Must be deposited in the Chapter’s bank account– Must be reconciled and retained in chapter
14
Receipt of Monies Advertising Income:
– Monies received must be deposited in the chapter bank account– Paid advertising invoices must be marked and kept
Monies received from other sources:
– Must be deposited in the chapter bank account – Amounts and purposes must be recorded for chapter records
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Disbursement of Monies
Pay by Check
Use two signatures
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Budgeting Prepare and submit a budget to the Chapter Executive Committee for approval
The budget should include the following:
– Income Sources»Funding »Base Payment»Fund Raising»Chapter Bulletin»Conferences and Seminars
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Budgeting (cont.) Expenses
» Bulletin» Miscellaneous Postage» Travel
– Chapter Activities
– Seminars or Short Courses
– Social Activities
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Travel When reimbursing for travel:
– Review all expense reports carefully
– Reimburse only necessary and reasonable travel expenses
– Expense reports MUST be accompanied by all ORIGINAL receipts
– Expense reports should be turned in within a 60 day period of the expense
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Bank Accounts Checking Accounts:
– Treasurer must maintain a checking account – Balance the checkbook and reconcile any
differences
Savings Accounts:– All excess funds not needed to operate the
chapter should be deposited in a savings
account
Use the same bank:– Prevents transferring funds– Transfer of funds from old to new treasurer is
easier (only have to sign one set of sig. cards)
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Safeguards & Controls
Sole responsibility of the treasurer
Minimizes the potential misuse of funds
Review “Safeguards & Controls” document in Treasurer’s Guide
Review all Treasury Information in the SME Governance Document
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?????????????? Questions
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