ACMA Chapter Board SecretaryTreasurer Orientation ACMA Chapter Advisory
ACMA Chapter Board Secretary/Treasurer Orientation ACMA Chapter Advisory Council February 2018
Presenters Secretary Presenter: Jay Larrosa, President of Southern California Phone: 858 -361 -2708 Email: jalarrosa 22@gmail. com Treasurer Presenter: Richard Lasota, Treasurer of Arizona Phone: 480 -296 -5775 Email: Richard_lasota@lcca. com 2
Treasurer Agenda Treasurer Responsibilities Treasurer Important Due Dates Treasurer General Information NRAI (National Registered Agent) Bank Account Requirements Transfer of financial records to new treasurer Forms: Annual Budget Template and Quarterly Report Template Treasurer Questions 3
Treasurer Responsibilities � Provide oversight of the custody of all funds and securities � Maintain tax exempt status � � � Complete an accurate recording of all revenues and disbursements to whom with corresponding invoices Ø Balance bank accounts monthly Ø Document disbursements and keep a record Deposit all monies into the chapter’s checking account designated by the Chapter Board Ø Bank should be statewide and have multiple branches in most all cities Provide bank statements and reconciliations to President and the Chapter Board quarterly Provide ACMA National Office record of bank account information by May 31 st each year Ø Name of bank Ø Routing number & bank account number Ø Telephone number of bank Ø Signature card Meet all Federal & State Annual Report Filing Deadlines Ø Federal report due September 15 th each year Ø REMINDER: If gross income is less than $50, 000 for fiscal year the chapter may file the 990 N Ø State Annual Report – due date varies by state /please visit your state’s secretary of state website 4
Important Due Dates September 15 th each year – Federal Report Ø If the chapter’s gross income is $50, 000 or less Form 990 N may be submitted electronically. The below link will provide direction to filing site and serve as a F&Q. Ø https: //www. irs. gov/Charities-&-Non-Profits/Annual-Electronic-Filing-Requirement-for-Small-Exempt. Organizations-Form-990 -N-e-Postcard Ø If the chapter’s gross income exceeds $50, 000 per year Form 990 must be filed. Form 990 shall be approved by the ACMA National Office; therefore, chapter shall submit the form to the National Office by August 15 th. Ø Receipt of filing shall be emailed to accounting@acmaweb. org Annual Report - Due date varies by state Ø Ø Please visit your secretary of state website for annual report due date Receipt of filing shall be emailed to accounting@acmaweb. org Chapter Donations - December 31 st each year Ø Ø Donation form is located at www. acmaweb. org/Fundraising Submit donation form to accounting@acmweb. org 5
Important Due Dates Chapter Quarterly Reports deadlines Qtr 1 (May – July) August 31 st Qtr 3 (Nov – Jan) February 28 th Qtr 2 (August – Oct) Qtr 4 (Feb – April) November 30 th May 31 st If submission deadline falls on weekend or holiday, the documentation is due on the next business day May 31 st – Chapter Annual Budget due to ACMA National Office May 31 st – Banking Information due to ACMA National Office/your Chapter Manager Ø Ø Name of bank Routing number & bank account number Telephone number of bank Copy of bank signature card (Chapter President & Treasurer) May 31 st – Transfer of chapter financial records Chapter Treasurers shall ensure complete financial records are transferred to the new chapter treasurer. 6
Treasurer General Information Chapter dues and annual conference net profits shall be deposited by the ACMA National Office by automatic deposit. Chapter dues shall be auto deposited on the 15 th of each month and conference net profits shall be auto deposited within three (3) business days upon receipt of the financial summary signed by the chapter president. Chapters are invoiced for the following but not limited to from the ACMA National Office and can be auto drafted by ACMA National Office Ø Intercall (each chapter has their own line) – invoiced monthly (due within 30 days or shall be automatically auto drafted) Ø Legal Fees – invoiced as needed (due within 30 days or shall be automatically auto drafted) Ø NRAI (Registered Agent Services – invoiced annually (due within 30 days or shall be automatically auto drafted) When filing forms for federal or state the address shall be ACMA National Office 11701 West 36 th Street Little Rock, AR 72211 Phone: 501 -907 -2262 The name shall be American Case Management Association <insert chapter’s legal name>Chapter 7
Treasurer General Information ACMA fiscal year: May – April (Federal Form 990 N or Form 990 shall be filed accordingly) Quarterly Financial Reports 1. Complete Financial Report/Income Statement Template 2. Copies of each month’s bank statement and reconciliation report Chapters must retain all bank statements, reconciliations, invoices, deposit slips, and supporting materials as outlined in the Policy & Procedure: Document Retention & Destruction. This information will be critical if there is ever an IRS audit Chapter treasurers shall ensure complete financial records are transferred to the new chapter treasurer by May 31 st. Please submit all completed reports and documents to your chapter manager. 8
National Registered Agent NRAI monitors tax filings, state requirements, and sends correspondence to the ACMA National Office only if there is an issue. If the ACMA National Office does receive correspondence it shall be emailed to the chapter treasurer. It will be the chapter’s responsibility to resolve any issues. 9
NRAI Addresses by state NRAI addresses by state: AZ- 3800 North Central Avenue Suite 460 Phoenix AZ 85012 CA- 18 West Seventh Street Suite 930 Los Angeles, California 90017 CT- One Corporate Center Floor 11 Hartford, CT 06103 -3220 FL- 1200 South Pine Island Road Plantation, Florida 33324 GA- 1201 Peachtree Street, N. E. Atlanta, Georgia 30361 KS- 112 SW 7 th Street Suite 3 C Topeka, KS 66603 IL- 208 South La. Salle Street Suite 814 Chicago, IL 60604 MA- 155 Federal Street Suite 700 Boston, MA 02110 MD- 351 West Camden Street Baltimore, MD 21201 MI- 30600 Telegraph Road Suite 2345 Bingham Farms, Michigan 48025 -4530 MO- 120 South Central Avenue Clayton, MO 63105 NC-150 Fayetteville Street Box 1011 NJ- 820 Bear Tavern Rd. West Trenton, NJ 08628 NY- 111 Eighth Ave. 13 th Floor New York, NY 10011 10
NRAI Addresses by state cont. NRAI addresses by state: OH- 1300 East 9 th Street Cleveland, Ohio 44114 OR- 388 State St. Suite 420 Salem, Oregon 97301 PA- 116 Pine Street, Suite 320 Harrisburg, Pennsylvania 17101 SC-2 Office Park Court, Suite 103 Columbia, SC 29223 TN-800 S. Gay Street, Suite 2021 Knoxville, Tennessee 37929 TX-1999 Bryan St. Suite 900 Dallas, TX 75201 -3136 VA-4701 Cox Road, Suite 285 Glen Allen, Virginia 23060 WA-505 Union Avenue SE, Suite 120 Olympia, WA 98501 WI-8020 Excelsior Drive Suite 200 Madison, Wisconsin 53717 UT-1108 E. South Union Ave Midvale, UT 84047 WV-5400 D Big Tyler Road, Charleston, West Virginia 25313 11
Bank Account Requirements Maintain bank account(s) in the name of the Chapter issued by the IRS & Secretary of State ◦ Contact National Office for this information ◦ Bank account signature card must include the Treasurer and President at the minimum Report bank account information to the National Office within 5 business days of opening new or changing account ◦ ◦ Bank name Address Routing number Account number 12
Retaining Financial Records The following financial documents shall be retained as follows § Retain for (7) Seven Years Bank Statements Form 990 EZ – entire form and signature page Form 990 N – email confirmation of acceptance Annual Reports § Retain for Three Years Financial Statements ( monthly, quarterly, and Fiscal Year) Software license agreements § Retain for One Year Past Budgets 13
Transfer Records to New Treasurer ü Bank Statements ü Financial Records ü Tax Filings ü Check Book ü Check Register ü Annual Budget ü Past Budgets ü Quarterly Reports ü Invoices ü Deposit Slips ü Financial Database (if applicable) ü All Receipts ü Calendar of tax/reports due dates 14 14
Annual Budget Template Revenue Budget Actual Variance Expenses Budget Actual Variance 501 c 3 Application Filing Fee (one time fee) 501 c 3 Application Preparation and other Legal Fees National Registered Agents, Inc (NRAI) Annual Fee Annual State Filing Fees (variable by state) Tax Return Preparation ACMA Fundraising Donation Board Meetings Chapter President Meetings Conference Calls Education Sessions Publications Postage CEU Processing Fees Membership Recognition Travel & Lodging Savings TOTAL EXPENSES $400 or $800 $600 Annual Meeting Chapter Membership Dues Education Sessions Vendor Donations Other Income TOTAL REVENUE $200/state/yr Net of Revenue Less Expenses Savings Allocation Net Income with Savings Allocation 15
Quarterly Financial Report Form ACMA <<<<NAME>>> CHAPTER Financial Report / Income Statement Fiscal Year May 1 <<Year>> - April 30 <<Year>> Quarter ______ / Year _____ Revenue Chapter Membership Dues $ - Chapter Annual Conference $ - Chapter Meetings $ - Interest $ - Total Revenues $ - Expenses Chapter Board Meetings $ - Chapter Meetings $ - Scholarships $ - Bank Fees $ - Travel Expenses $ - Donations $ - Total Expenses $ - Beginning Balance Cash $ - CD $ - (plus) Net Income $ - Ending Balance $ - Net Income $ - 16
Treasurer Questions?
Chapter Secretary
Secretary Agenda Secretary Responsibilities ACMA Minutes Chapter Manual Chapter Quarterly Reporting Tool Chapter Elections Retention of Documents 19
Secretary Responsibilities Give notice of all member and board meetings ◦ Create an annual calendar of meetings and send reminders to attendees ◦ Include date, time and place ◦ Minimum of 4 Board meetings per year, one of which can be your required Annual Membership Meeting 20
Secretary Responsibilities Supervise the custody of all records and reports. Scan at least annually to store electronically as a back up system. Chapter Bylaws and Amendments Signed Charter Meeting minutes Membership database (created and maintained by chapter) ◦ Correspondence files ◦ ◦ All chapter correspondence to members Correspondence with speakers or vendors 21
Secretary Responsibilities � Keep and report adequate records (minutes) of all meetings ◦ Use ACMA template �Record only brief description of topic being discussed. Recording entire discussions and who said what is unnecessary ◦ Prepare one copy of approved minutes �Within 60 days of meeting �Signed and dated by Secretary and President ◦ For items requiring Board vote, record �The wording of the motion �The person making the second to the motion �Whether motion was approved, failed or tabled �Nature of the vote – unanimous, for/against, and if anyone abstained from the vote 22
ACMA Minutes Template available to download/print at: www. acmaweb. org/chaptermanual 23
ACMA Minutes Example 24
Secretary Responsibilities � Ensure Chapter business records are properly filed – more on this under 501(c)3 section � Facilitate distribution/submission of candidate questionnaires for elections � Document Board election results with member names and dates of service 25
Chapter Leadership Contact Form available to download/print at: www. acmaweb. org/chaptermanual 26
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Secretary Responsibilities Verify all chapter reports are completed and sent to ACMA National Office on time Go to Chapter Manual Section 15 for Checklist on Reporting to National www. acmaweb. org/chaptermanual ◦ Code of Ethics and Conflict & Interest Forms ◦ Annual Objectives Long Term & Short Term Objectives ◦ Quarterly Chapter Reports Q 1 Q 2 Q 3 Q 4 May, June, July due August 31 August, September, October due November 30 November, December, January due February 28 February, March, April due May 31 ◦ Chapter of Excellence / Merit documents if applicable 28
Chapter Board Code of Ethics Completed Form Must be Submitted to National Office
Chapter Board of Conflict of Interest Disclosure ALL questions MUST be answered. Any questions answered “YES” MUST provide additional detail in space provided. Board Member signs here 30 ONE decision option MUST be selected by board officers reviewing / approving form. (2 more options on final page – total of 4 decision options)
Chapter Board of Conflict of Interest Disclosure (continued) ONE decision option MUST be selected by board officers reviewing / approving form. (2 more options on previous page – total of 4 decision options) President-elect, Secretary or Treasurer signs here President signs here, except on the Presidents form, then President-elect signs. The President-elect CANNOT sign both approval lines on the President’s form – 2 different approval signatures are required. (so for the President’s form, the Secretary / Treasurer must sign the “Chapter Officer” line) COMPLETED form, including DECISION and APPROVAL SIGNATURES, must be submitted to National Office
Annual Long Term Objectives Form available to download at www. acmaweb. org/chaptermanual ACMA Chapter Annual Objectives Form Long-Term Chapter: ____________________ Date: ___________ Chapter Mailing Address: Primary Contact Person: For the year beginning: Your chapter’s objectives will drive everything you do. Some objectives to consider include: Financial Management Education / Training / Certification Planning and Organization Peer Relations / Networking Membership (recruitment campaigns, retention efforts, new services, communications with members) Collaboration (joint activities with other ACMA Chapters) Long-Term Objectives (To be realized in 12 + months) 1. 2. 3. 4. 32
Annual Short Term Objectives Form available to download at www. acmaweb. org/chaptermanual ACMA Chapter Annual Objectives Form Short-Term Tactics to Achieve Long-Term Goals SHORT-TERM TACTICS (To be realized within the next 12 months) LONG-TERM OBJECTIVE #1: _________ Board Member Responsible Tactic Date Initiated Date completed 1. 2. 3. 33
Chapter Quarterly Reporting Tool 34
Chapter Quarterly Reporting Tool Example 35
Retention of Documents Be familiar with Document Retention and Destruction Policy and Procedure Chapter President shall confirm new fiscal year board members are listed, signed, and copy sent to National Office annually by April 15 Conflict of Interest form & Code of Conduct form ØChapter President shall facilitate signatures from all board members ØChapter Secretary to file & retain original forms 36
Retention of Document Keep records and on file ◦ Retain Permanently Meeting Minutes are to be retained as long as the corporation is in existence and for 3 years after Include board election results with board member names and dates of service Ensure they are passed from responsible board officer to incoming officer Scan electronically at least annually and make a back up copy to be kept on file locally 37
Retention of Documents Keep records and on file ◦ Retain for Three Years Software license agreements Vendor, hotel and service agreements Independent contractor agreements ◦ Retain for One Year Correspondence files Publications Survey information 38
Chapter Elections Process Standardizing / Regulating Chapter Elections Processes, Aligning with National Elections Processes ◦ Call for Nominations – sent to chapter membership by ACMA national office National office will work with chapter to identify transitioning board positions, terms and (if applicable) disciplines Time given for nominations will be 10 days with at least one (1) email reminder sent 39
Chapter Elections Process Standardizing / Regulating Chapter Elections Processes, Aligning with National Elections Processes ◦ Call for Nominations (continued) National office will verify active ACMA / chapter membership for all nominees and forward to chapter nominating committee chair, president and secretary after call for nominations closes ◦ Chapter nominating committee will convene to select the slate of candidates ◦ Chapter nominating committee will submit recommended slate to chapter board for final approval 40
Chapter Elections Process Standardizing / Regulating Chapter Elections Processes, Aligning with National Elections Processes ◦ Chapter board will finalize / approve slate of candidates and send to their Manager, Chapter & Meeting Services ◦ National office will send approved ballot candidates a chapter board candidate questionnaire for completion and return along with resume/CV ◦ National office will send ballots to chapter membership 41
Records and documents to be transitioned to newly elected Board Secretary Bylaws ü Signed Charter ü Amendments ü All meeting minutes ü Annual Objectives ü Quarterly Reports ü Leadership Contact Form ü Mailbox key (if applicable) Conflict of Interest Form ü Code of Conduct Form ü Minutes Template ü Membership Database ü Vendor Database ü Correspondence files ü Web address for Chapter Manual ü Copies of Contracts ü ü 42 42
Resources Chapter Manual is available at www. acmaweb. org/chaptermanual Chapter Bylaws Chapter President and President-elect Chapter Link messages found on Community tab in Members Only Section Chapter Advisory Council National Board Liaison Manager of Chapter & Meeting Services 43
Resources
Questions?
- Slides: 45