Presidents and Administration

1. Presidents and Administration Mid America Council Friday, April 25th, 2014 Leadership Training Session

2. to… Chapter Operations Presidents & Administration

3. Today’s Agenda • Introductions – Facilitator and Participants • Duties and Responsibilities: • Chapter President • Chapter Secretary • Chapter Treasurer • Important Dates and Deadlines • Questions

4. Introductions • Facilitator • Participant • Name • Chapter Affiliation • Current or Future Board Role • One Thing You Want to Learn From This Session

5. Chapter President

6. Chapter President - Duties & Responsibilities • Calls all meetings of the board • Approves board meeting agendas • Acts as chairperson at meetings of the board • Establishes necessary committees (ex-officio member) • Authorizes all expenditures of chapter funds, upon approval of the board • Signs the minutes of board meetings, after board approval • Assumes overall responsibility for the year’s budget • Has the power to sign checks along with the Treasurer • Casts the deciding vote in case of a tie

7. Chapter President – Setting the Tone • Creates an atmosphere among the board of creativity, cooperation, and improvement • Is knowledgeable on a wide range of chapter matters • Should demonstrate an ability and willingness to lead • Ensure that all board officers and directors understand their responsibilities as defined in the Chapter Operations Manual • Ensure that all board officers and directors understand the Chapter Competition & Compensation Guide • Ensure that key board members have access to the Chapter Portal • Develops chapter goals resulting from summer planning meetings

8. Chapter President – Monthly Meetings • Prior to meeting, ensure that all arrangements have been made by the appropriate board member(s) • Gather details of the program, speaker arrival, hospitality and the introduction • Ensure that all segments of the meeting are on schedule • Welcome and provide proper hospitality to guests, speakers, and other visiting dignitaries • Encourage board member attendance

9. Chapter President – Other Functions • Support all activities of the chapter • Preside or speak for the chapter on any occasion when necessary • Attend LTS and encourage incoming/continuing board members to attend • Appoints the Nominating Committee that will nominate the officers and directors for the following year • Ensure that the MAC Regional Director assigned to the chapter is receiving: • Regular member communications – emails, newsletters, etc. • Board meeting minutes from the Secretary • Monthly financial reports from the Treasurer

10. Chapter President – General Board Action • Provide quality programs at chapter meetings • Timely topics • Good speakers • Variety (panels, role playing, debates, etc.) • Creative ideas • Entertaining programs • Incorporate chapter members’ suggestions into programs

11. Chapter President – General Board Action • Establish good communications with members • Timely newsletters • Use email as primary communication method • Keep mailing lists up-to-date • Maintain a chapter website that is current • Publicize chapter activities in newspapers, radio, and trade organizations • Consider 1-2 social activities for member networking • Consider potential new board members

12. Chapter Secretary

13. Chapter Secretary – Duties & Responsibilities • Handle communications with IMA Global • Issue notices of board meetings • Cooperate with the President in preparing board meeting agendas • Maintain records of board meeting attendance • Prepare and distribute board meeting minutes • Maintain an up-to-date record of chapter members’ name & address • Function as chapter historian • Report all IMA Global correspondence is reported to board members

14. Chapter Secretary – Board Meetings • Send meeting notice and agenda several days in advance of the meeting • Meeting minutes are invaluable as a reference and a historical record • Board meeting minutes must be approved by the board and signed by the President • Minutes should be distributed to board members shortly after the meeting

15. Chapter Secretary – Other Functions • Obtain up-to-date membership lists from the Chapter Portal • Assist chapter members with changes of address and chapter affiliations • Review the monthly membership activity reports and compensation reports for accuracy

16. Chapter Treasurer

17. Chapter Treasurer – Duties & Responsibilities • Responsible for control of chapter funds, including financial records, reports, and all moneys • Prepares the annual financial budget for board approval • Deposits and withdraws chapter funds • Presents all bills for approval by the board • Pays approved bills by check • Presents a monthly financial report to the board • Prepares an annual report of chapter receipts and disbursements for submission to IMA Global • Collects money on behalf of the chapter

18. Chapter Treasurer – Other Functions • Reconcile bank statements – checking/savings accounts and other investment accounts • Cooperate with chapter appointed auditor in the audit of the annual financial report • File Form 990/990EZ with the IRS in a timely manner • Inform the chapter’s banking institution of changes in presidents and treasurers • Maintain detailed financial records to support financial transactions and reports

19. Important Dates & Deadlines

20. Important Dates & Deadlines Fiscal Year – July 1 to June 30 Chapter Competition Year – May 1 to April 30 MEF Grant Application – due last business day of August IRS Form 990/990EZ – due November 15 Annual Financial Report – due last business day of November

21. Important Dates & Deadlines Chapter Elections & Appointments – due last business day in March Various Competition Forms – due last business day in March Annual Transmittal Form – due April 30 Chapter Competition Year Ends on April 30

22. Questions