1. Component Leadership Training
Financial Management

2. Welcome! Welcome to the leadership team of ODHA
We are here to serve and support
Fellow leaders
ODHA members
Communities
Dental Hygiene Profession
Thank you for volunteering for the Oregon Dental Hygienists’ Association. Your leadership is a valuable and positive contribution that will directly shape the Dental Hygiene community in Oregon. This financial training is required for all component leaders in the state of Oregon. On behalf of the ODHA Board of Directors, we welcome you to the ODHA leadership team! Together we are here to serve and support our each other, our members, communities and the dental hygiene profession.

3. Training Topics: Association finance and resource management
Annual budgeting
Expense reimbursement/check requests
Deposit guidelines
Financial reporting
In this ODHA financial training we will cover four essential topics to the equip you with the information needed to follow ODHA policies and best practices.
Association finance and resource management
Annual budgeting
Expense reimbursement/check requests
Deposit guidelines
5) Financial reporting

4. Association Resource and Financial Management
Remember, funds are member funds
Funds are maintained by ODHA and collected money should be sent in ASAP
No component accounts permitted or co-mingling of funds with personal money
As a leader, sound financial management is one of your most important responsibilities. All funds and resources in ODHA are member funds and member resources. As such those funds and resources should be protected, allocated appropriately in line with the ODHA mission and purpose, and use for the benefit of all members.
All funds and resources (projectors, materials, displays, swag, etc.) belong to component. You must keep inventory of resources and keep them accessible for all component activities. As a segment of ODHA, these should be returned to ODHA if not used or the component ceases to exist.
Funds are maintained by ODHA.
No component may have a bank accounts.
No component funds should ever be deposited into a personal account.
Funds must support the mission and purpose and benefit all members in the component
The Component purpose is: A local extension of the ODHA that provides a community of support for dental hygienists through local meetings, service, and activities and provides reciprocal connection to the constituent and national organizations.
A component is one portion of our state-wide association. Each component is the local connection for members to build relationships, serve their local community and access ODHA state benefits at a local level.
A component is NOT intended to be a full association of its own, but rather a local segment of the state association. You are our direct connection to our membership and as such are responsible for clearly, effectively and adequately executing local level functions of our association.
Two slides….

5. Association Resource and Financial Management
Components are local extensions of ODHA, not a separate entity
Resources should be used to support the ODHA mission
Two person accountability
Track resources regularly: financial and equipment
Reconcile your tracking with any reports received from ODHA
You should always have two person accountability in any possible situation, whether while collecting money, requesting funds, etc.
A component is one portion of our state-wide association. Each component is the local connection for members to build relationships, serve their local community and access ODHA state benefits at a local level.
A component is NOT intended to be a full association of its own, but rather a local segment of the state association. You are our direct connection to our membership and as such are responsible for clearly, effectively and adequately executing local level functions of our association.
The Component purpose is: A local extension of the ODHA that provides a community of support for dental hygienists through local meetings, service, and activities and provides reciprocal connection to the constituent and national organizations.

6. Component Deposit Use the latest form on our website
Complete the form in its entirety and follow listed directions to prevent delays
Itemize each payment received separately
Do not send cash via mail (prohibited by law), use a cashier’s check or money order – expense this on the deposit and send a COPY of the receipt with deposit
Component deposit form – If one check is paying for multiple people, itemize each person that is being covered.
Process and rules
How to mail funds to ODHA
How to fill it out
Who to send the form to

7. Annual Budgeting Your budget helps ODHA budget
Should be completed before August for the following September to September period
ODHA supports components in many ways
Annual allotment from ODHA for expenses
Submitted budget cannot exceed allotment unless request approved by full board
Budget should include activities to raise income
Income should meet or exceed expenses – balanced budget
As a segment of ODHA each component budget is included in the full ODHA annual budget.
ODHA supports components in a variety of ways….financial, branding and brand identity, management, legal counsel, advocacy, templates and resources, process and structure, communication, website….
The Bard of Directors has allocated $3,000 per component this year
Budget developed each year before August so it can be incorporated in ODHA budgeting starting in the fall.
Budget template online in leadership page

8. Annual Budgeting Income may include:
Continuing education fees (Regular CE should be free to members)
From non-members
From members to help subsidize more expensive CEs
Fundraising
T-shirts
Flower baskets
Other – FEEL FREE TO BE CREATIVE 

9. Annual Budgeting Expenses may include:
Speaker fees/honorariums
Meeting space (look for free space when possible)
Food at CEs
Networking event, like a BBQ
Supplies for fundraising purposes or volunteer events/opportunities
Other items to meet the mission of ODHA
Donating funds to organizations should be done through ODHA board vote

10. Requesting Funds Expense Reimbursement and Check Request Form –
Frequently updated based on needs of association
Always download the latest form from our website
Fill out forms to their fullest, reading directions on back each time, and have a component leader authorize your request, never yourself. Board Director may sign in absence of other leadership member.
Attach legitimate receipts from vendors/businesses
Send the completed request to the address on the form
Incomplete or incorrect requests can delay the process dramatically
Requests are paid out once a month
Expense reimbursement and check request form
Process and rules
Checks are cut 1x a month
Where to get form
How to fill it out
Who to send the form to

11. Reporting
You will receive quarterly financial reports from ODHA regarding your expenses and revenues – should reconcile with your own records, just like a checkbook
ODHA and the State of Oregon need an annual report from you, to include:
Meeting minutes at the ODHC
Templates are available online
Quarterly reporting from ODHA via WAI
They have to submit an annual report- annual meeting at the ODHC. Templates will be provided on leadership page of ODHA.org

12. Component Leadership Support Resources
Component Leadership page on ODHA.org
New Policies and Procedures
Your Area Director or Directors at Large – NOT members of the component leadership team, member of the Constituent board
Your whole Board of Directors
Serving as a leader is a rewarding experience that provides both personal and professional growth and life-long connections. But leadership can also feel overwhelming at times. Please remember that you are a part of the ODHA leadership team and a network of dental hygiene professionals. Just as we are here to serve and support our members we serve and support each other. Please remember to use the support resources provided and reach out for support when needed.
The Component Leadership page on ODHA org will be updated with new resources as they are needed and available.
The ODHA Board of Directors are focusing their efforts in 2017 on establishing clear and sustainable policies and procedures that will support our organization as we grow into the future. Policies and procedures will be distributed as they are completed and posted online for component leaders to reference. We welcome your input and involvement in this development process. If there are certain policies or procedures you would like to contribute to, please contact Deb Johnson
Component Board Directors are available to work hand-in-hand with you on component activities and to answer questions.
The full Board of Directors is also available for specific questions in their focus areas. Please reach out as needed.

13. Thank You!
Thank you for your dedication to ODHA and outstanding leadership! #ServeandSupport
Thank you for volunteering to lead your component….