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SECRETARY/TREASURER

SECRETARY/TREASURER. Roles and Responsibilities. Presented by Shawn Martin President Local 152 Springfield, Missouri Secretary/Treasurer 2003-2009 President 2009 – Present Any Questions? martiniaff152@gmail.com. Se. So you’re elected… Now what?. 1. Meet with departing Secretary/Treasurer

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SECRETARY/TREASURER

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  1. SECRETARY/TREASURER Roles and Responsibilities

  2. Presented by Shawn MartinPresident Local 152Springfield, MissouriSecretary/Treasurer 2003-2009President 2009 – PresentAny Questions? martiniaff152@gmail.com • Se

  3. So you’re elected… Now what? • 1. Meet with departing Secretary/Treasurer • 2. Meet with the President • 3. Meet with your Accountant • 4. Introduce yourself to the IAFF DVP

  4. 5. Review the Books • * Bank Statements • * Bills and Invoices • * Dues • 6. Review Past Audits • 7. Review Past Taxes

  5. 8. Review MOU, CBA, etc. • 9. Review Your Constitution and By Laws (CBL) • 10. Review IAFF & State Council CBL • 11. Visit the Bank • New signature cards • Transfer account information

  6. Treasurer • There are 3 kinds of people in this world… • Those who are good with math • Those who aren’t

  7. Brush Up on Basic Accounting • Debits and Credits • Rely on accounting resources

  8. Keep Accurate Financial Reports • Should Be Monthly • Books Should Be Open • Act As If You Could Be Audited At Any Given Moment

  9. Check Writing • Before you ever write a check, make sure you have approval to expend the funds • Recurring Bills • Motions to Approve • What discretion does your membership offer for emergency spending?

  10. Voucher System • Date • Payee • Amount • Account Drawn From • Check Number • Approval by a 3rd Party

  11. Income • Record the Following • Date • Payer • Amount • Account • Keep Money In A Safe Place • Deposit the Funds

  12. Bonding • The IAFF Offers Officer Bonding for the first $5000 • IAFF will bill you for the remainder of the bonding • Recommended Bonding: 10% of Gross Revenues

  13. Audit • Audit Committee Chairman • Secretary/Treasurer Does NOT Perform the Audit • Provide Records and Cooperate

  14. Taxes • Federal: 990 is crucial to maintaining 501(c)(5) • Payroll Taxes • In Missouri, Labor Unions are not exempt from Sales Tax… so don’t use your department’s exemption letter. • Other taxes

  15. Budget • Do you have a budget? • Review Past Budgets and Use Them As a Template for the Future Budget • Easy to Read & Understand

  16. Project Net Expenses, Less Per Capitas • Estimate Union Population • And Divide • Then Add In Per Capitas • … Equals Projected Dues

  17. Categorize Expenses in Line Item Budget • Track Expenses • In the Red or In the Black?

  18. Secretary • Maintain Records • Official Correspondence with the IAFF & State • Meeting Minutes & Board Reports

  19. MOU, CBA, Agreements, Salary Ordinances • Communications, Letters • Constitution and By Laws • Membership Documents

  20. Ancillary Duties • Maintain the website • Office Management • Benefits to members • Serving on Committees

  21. Meeting Administration • Develop Agenda with the President • Announce the Meeting to Membership • Record Attendance • Provide Attendees with proper documents, minutes from last meeting, etc. • Take Minutes

  22. Leadership • This Job Is About LEADERSHIP • Know the Rules • Get Politically Active • Seek Out Meetings with the IAFF • Understand how your PAC works…

  23. Questions? • Shawn Martin • martiniaff152@gmail.com • 417-880-7648

  24. Which leads us to talking about your PAC Account

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