New Officer Orientation 2013

1. New Officer Orientation 2013 National Society of Hispanic MBA's

2. Agenda • Overview • The Role of the National Board • The Role of the National Office • The Chapters • Chapter Board Composition • Chapter Operations • Chapter Officer Expectations • Chapter Officers Reimbursements • Event Cycle • NSHMBA Expense Cycle • NSHMBA Revenue Cycle • The Role & Responsibilities of the Regional Managers • Chapter Do’s and Don’ts • Thank you and Q&A Chapter Relations 2013

3. Overview • Vision • Mission • NSHMBA Historic Overview • NSHMBA, Inc • NSHMBA Foundation • Our Business • How do we conduct our business Chapter Relations 2013

4. The Role of the National Board • Sets the strategic direction for the organization • Make sure that the organization has the funds it needs to operate • Make sure those funds are used according to regulations (GAAP, Nonprofit Regulations, IRS, etc.) • Give (from their own pockets) to our mission • Get funds for the organization • Hire, supervise, and/or fire the CEO Chapter Relations 2013

5. The Role of the National Office • Support system • Design, plan, and organize Professional Development Events, and other activities which are National in nature and scope • Functional Areas • Chapter Relations • Finance • Marketing • Information and Technology • Fund Development • University Relations • Program Development • Events & Logistics Chapter Relations 2013

6. The Chapters • Members are assigned to a group depending on their location • Currently there are 39 Chapters (37 Full Chapters and 2 Chapters in Formation) • Grouped into three Regions: West, Central, and East • 5 Interest Groups (will become Chapters in Formation if they fulfill the requirements) • The Chapter in Formation and Full Chaptership Program is a two year process • Chapters must fulfill certain requirements to obtain and maintain status • Although chapters don’t have physical offices, they further NSHMBA’s vision and mission through various activities and most importantly events. • Chapters are like franchises Chapter Relations 2013

7. Your Region Chapter Relations 2013

8. Chapter Board Composition • A chapter board is composed of NSHMBA Members who have volunteered into a leadership commitment to the organization • The chapter Board is formed of 10 official positions • Chapters can have more Officers called committee chairs • …And volunteers added to these committees • Committee Chairs and committee members are considered non-voting members of the Chapter Board • Chapters follow a structure based on Robert’s Rules of Order and Nonprofit Governance principles • Per our policies, tenure of an officer in a given position is 4 years (2 year terms – 2 terms) Chapter Relations 2013

9. Chapter Board Composition Continued The Chapter board shall have an executive committee. The executive committee shall be composed of the President, Executive Vice-President, Secretary/Compliance Officer, Treasurer and no others. These roles enable the general administration of the local chapter board. • President • Chief Executive • Outward focus – sets tone • Executive Vice President • Chief Operating Officer • Inward focus - on the operation of the chapter • Secretary/Compliance • Makes sure chapter follows regulations • Compliance/Board Roster • Minutes • Chapter Historian • Treasurer • CFO of the chapter • Financial Reporting (Chapter Board & National Office) • Budget variances • Budget creation Chapter Relations 2013

10. Chapter Board Composition Continued Supporting the Executive Committee, there are four other named board positions stated in the chapter By-Laws. • Marketing Officer • Manage the chapter marketing processes • Education Officer • Pipeline programs • Local Universities Outreach • Educational Offerings • Membership Officer • Membership Renewal • Attracting new members • Membership survey • Membership reports • President Emeritus • Advisor • Does not have an official vote on chapter matters Chapter Relations 2013

11. Chapter Board Composition Continued Supporting the chapter in accomplishing its strategic initiatives are the two additional chapter program officer positions. These vary in title and role based upon the needs of the chapters. • Sample titles • Corporate relations • Vice President of IT • VP of Events • VP of Fundraising • VP of Professional Development • University Relations • Position names not limited to above • Stay within the strategic initiatives Chapter Relations 2013

12. Chapter Operations • Chapter Operations are regulated by the By-Laws and the Chapter Handbook • Non-profit rules and regulations • Other Federal, State, and local laws, regulations, and ordinances • NSHMBA best practices • Other chapters best practices • General Business Knowledge • Run as a business!!! Chapter Relations 2013

13. Chapter Officer Expectations • Review, Sign and Submit Code of Conduct (CoC) in a timely basis • No chapter officer will be provided any benefits e.g. travel to training, reimbursement for meal expenses, etc. until the Board Roster is received and all officers are compliant with 2012 Code of Business Conduct & Ethics and abide by National policies and procedures; review By-Laws; Association Directives • Adhere to Code of Conduct and Conflict of Interest - ethically, professionally, and respectfully • To personally and financially contribute to the mission • Manage chapter resources in a responsible manner that is mindful of the organization’s status as a non-profit organization with chapters that are run by volunteers. • Cooperate to further the best interest of the National Organization and the Chapter • Maintain communications with respective RM; National Office; and Chapters about any issues on a timely manner – two way street Chapter Relations 2013

14. Chapter Officer Reimbursements • As all officers are expected to lead an event, make sure you get the event budget • Before you incur an expense make sure you get approval from your Treasurer and President • Keep expenses reasonable • Be fiduciarily responsible • Fill out the Reimbursement Form completely and correctly • Follow naming conventions (found in the Summary Sheet of the Chapter financial forms) • Fulfill all the requirements: proof of payment, list of attendees • Expenses must be mission based • For meeting meals, you cannot spend more than $15/person • Not allowable expenses: mileage, gas, parking for board meetings, • If it is not in your budget, might not be allowable Chapter Relations 2013

15. Two Important Processes Reimbursement Process Vendor Payment Process • Fill out the Reimbursement Form completely • Follow naming conventions are very important (found in the Summary Sheet of the Chapter financial forms) • Attach all the required documents: proof of payment, itemized receipt, list of attendees Officer sends Treasurer receipts (proof of pmt/itemized receipt Officer sends Treasurer invoice, receipts, and W9 Treasurer reviews and sends to Regional manager with approval and appropriate documentation Treasurer reviews and sends to Regional Manager with approval and appropriate documentation Regional Manager reviews, approves and sends to Accounting for processing Regional Manager reviews, approves and sends to Accounting for processing Chapter Relations 2013

16. NSHMBA Expense Cycle President provides general guidelines, parameters, do’s, and don’ts Chapter Officer creates event/project plan and submits to president/treasurer for approval President and Treasurer meet with Officer. President and Treasurer meet with Officer. President assigns event to chapter officer Treasurer provides financial guidelines, budget, and Financial status President and Treasurer approve Board approves, by majority, the financial report Officer begins execution Treasurer presents financial report to the Chapter Board Officer begins incurring transactions Accounting process payments, records in system, and at the end of the month sends Financial Statements to Regional Manger Treasurer prepares Chapter Financial Report and sends to Executive Committee a week or two before the board meeting Regional Manger reviews financial statements and sends to chapters’ Treasurers and President Treasurer reviews financial statements, compares and reconciles with internal chapter statements Chapter Relations

17. NSHMBA Revenue Cycle Corporate Relations Officer creates plan to engage sponsors and sponsorship package and submits to president/treasurer for approval President provides general guidelines, parameters, do’s, and don’ts President and Treasurer meet with Corporate Relations Officer. Executive Committee sets revenue goal for the year Treasurer provides financial guidelines, budget, and Financial Goal Board approves, by majority, the financial report President and Treasurer approve Treasurer presents financial report to the Chapter Board Corporate Relations Officer begins selling sponsorships Regional Manager reviews and sends to President and Treasurer Corporate Relations Officer sends Treasurer notice of sale Chapter Receivables prepares invoice r, records in system, and sends to sponsor Accounting Dept. prepares financial statements and sends to Regional Manager Treasurer reviews and sends to Regional Manager with approval and Invoice Request form correctly filled out When pmt is received, Chapter Receivable sends email notice to chapter President, Treasurer, and Regional Manager Regional Manager reviews, approves and sends to Accounting for processing Chapter Receivables records pmt in chapter accounting books

18. Event Cycle

19. Regional Manager Responsibilities • RM role is to facilitate the fulfillment of chapter activities by providing operating and strategic support to chapters in the respective region. • Advocates on behalf of the chapter to the National Office and to other chapters • Monitors the execution of chapters strategic plans and budgets • Supports chapters in project development and execution • Oversees chapter managerial and fiduciary operations • Reviews/Approves Contracts under $5,000 • Reviews and approves expense reimbursements • Reviews and approves other accounting transactions • Reports to Dir. of Operations and CEO/ National Board on chapter progress – success – challenges - needs • Monitors and evaluates chapters strategic direction and execution Chapter Relations 2013

20. Regional Manager Responsibilities • Enforces and executes existing By-Laws; policies; and directives. • Supports fundraising efforts at the chapter level. • Delivers NSHMBA focused training and development sessions. • Communicates information, processes, and initiatives from Chapters to National and vice versa • Mediates, trouble-shoots, and conflict-resolves both within the chapter and between the chapter, other chapters, and the National Organization • Offers guidance with strategic planning • Provides chapter leader training • Acts as a Mentor / Sounding board • Provides coaching, consultation, and advice to Chapter Presidents and Officers • Updates chapter board rosters and provides access to Officer website, Webex1, and All Chapter Management Tools Chapter Relations 2013

21. Do’s and Don’ts Do’s • Behave ethically and responsibly keeping in mind the vision and mission of the organization • Keep in mind your fiduciary responsibility • Contribute to the organization • Create an event plan and execute with plenty of time • Attend board and committee meetings • Run the chapter as a business • Honor your commitment • Plan events within these 4 categories • Career Management • Foundation Fundraising/Membership • Professional Development • Leadership Development • Respect and enhance the NSHMBA Brand • Work as a team • Work with your Regional Manager • Keep your Regional Manager informed on all levels Don’ts • Purchase alcohol with NSHMBA money • Accept gifts or payment for position • Misuse NSHMBA funds • Comingle NSHMBA funds • Do not get into Politics nor support politicians • Loan NSHMBA money • Benefit financially or in a way that conflicts with the code of conduct • Book any travel on behalf of NSHMBA without prior approval • Sign a contract Chapter Relations 2013

22. Additional Information • Communication is the key • Talk to your President • Talk to your board – Talk to your RM! • You get out of it what you put into it • Strive for excellence • What do you want your legacy to be??? • Get to know other chapter officers • Interact and network with other chapters • Learn best practices • Be entrepreneurial!!! • Most importantly: Have fun!! Chapter Relations 2013

23. Chapter Relations Team • Albert Gonzales • East Region • Office: (214) 524-7526 • Mobile: (940) 735-1302* • Email: agonzales@nshmba.org • Maru Tapia • Central Region • Office: (214) 524-7530 • Mobile: (682) 300-0917* • Email: mtapia@nshmba.org • * Preferred method of calling • Cristina Uranga • West Region • Office: (214)524-7556* • Mobile: (214) 708-2930 • Email: curanga@nshmba.org • Esther Gonzales Smith • Chapter Relations Senior Manager • Office: (214) 524-7501 • Email: egsmith@nshmba.org • Selene Benavides • Chief Operating Officer/CFO • sbenavides@nshmba.org Chapter Relations 2013