Officer Training II

Presented By:

Title

Chapter Name & No.

1

Introductions at table Name

Title

Chapter Name & No.

How long with SME

2

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

6

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Historical Documents - Optional– The original charter– Names of each year’s officers– Annual reports/Membership Statistics– Photographs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

12

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

15

Disbursement of Monies

Pay by Check

Use two signatures

16

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)

20

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

21

?????????????? Questions

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