Branch Budgeting Process Networks & International Directorate

Introduction Throughout presentation - submit questions to the presenter Maria via the chat box on the right who will pose questions to presenter Aim: Overview of budgeting process for your branch Your key contact when planning and submitting your budgets is your usual main contact with Head Office There have been a few small changes to the process to simplify it and take on board feedback e.g. events now treated separately from the submission Templates have been simplified to reflect this

Straw poll question 1: Right hand side of webinar screen – poll On a scale of 1 – 5, how well do you think you understand the branch budget process (1 – not very well, 5- very well)

Budget process 1. Branch running costs: To enable the branch committee to bid for a budget and finance activities appropriately Give the opportunity to plan ahead Access to full annual budget Encourage planned expenditure for member benefit rather than stockpiling money for a rainy day 2. Branch buffer: Additional amount of money based on number of your branch members . To use as a contingency for unexpected or unplanned, additional costs

Final submissions agreed by the MAP Timescale 1. SUMMER/AUTUMN: Templates distributed. Branch activity planned and budget drafted 2. 20 NOVEMBER: Budget completed and submitted via Networks Officer or International Officer 3. NOVEMBER TO JANUARY: Submissions considered against criteria and available funds Any queries resolved with chair/treasurers 4. JANUARY Final submissions agreed by the MAP 5. MARCH: Approval by Board of Trustees Communicate decision to branches See branch budget checklist

Your voice - Member Advisory Panel (MAP) On annual rotation 1/3 of all Branches nominate a representative each year to sit on the branch budget MAP Allows peer review and fair allocation across all Branch budgets Decisions made against agreed criteria and funds available Meet to review budgets, and to deal with any queries raised Reviewed budgets then go to Board of Trustees for consideration and approval against available funds

Budget Criteria 2 passes to the main IOSH Conference or main OSH conference (regional to the branch) purchased via head office - 2 per branch or district Committee meeting travel costs for 66% of the Committee (unless otherwise justified on a case by case basis) Projects not financed by the Development Fund should be included in budget submissions and will be considered on a case by case basis. Strategy/planning day for the Committee costs should not exceed £1,000. All figures in the budget submissions should include local taxes (includes VAT)

Budget Criteria Costs should not be submitted for: Additional Annual Dinner tickets (above allocation) More than two members attending Safety & Health Expo or equivalent regional OSH event Diaries – especially with the high increase in postage Reasonable expenses for CPD Member support will be considered on a case by case basis.

Branch running costs Includes: ITEM Unit Cost No. Units Total cost GBP BRANCH MEETINGS   Room hire x No of meetings Teas/coffee Catering SPEAKERS Fees Travel expenses Accommodation EXEC COMMITTEE MEETINGS Phone conference EXEC COMMITTEE MEETING EXPENSES ADMIN/TELEPHONE Admin costs: telephone/printing ADMIN/TELEPHONE EXPENSES Includes: Branch Meetings: venue room hire and refreshments Speaker costs for branch meetings Exec committee meetings: meeting room hire and refreshments, committee travel expenses, accommodation Phone conference and virtual meeting costs Admin (including badges) and telephone expenses and stationery

Branch running costs ITEM Unit Cost No. Units Total cost GBP CPD SUPPORT   Travel expenses Room hire Teas/coffee Virtual meeting costs EQUIPMENT MAINTENANCE/UPGRADE Detail EQUIPMENT COSTS ADDITIONAL COSTS Additional Costs 1 Additional costs 2 TOTAL ADDITIONAL COSTS PROJECTS Project costs 1 Project costs 2 Project costs 3 TOTAL PROJECT COSTS CPD support: room hire and refreshments, travel expenses, virtual meeting costs Equipment costs Additional costs not included under other headings Projects costs if not through development fund Branches outside of the UK: include total cost in local currency. Ensure agreed GBP conversion rates column has populated

Project costs Larger, more developmental type projects Your key head office contact can help you decide whether to apply in the budget submission or via the Research and Development (R&D fund) For each project application a Branch Project Plan sheet is included with the templates BRANCH PROJECT PLAN 1. Project Name   2. Name of Branch / District Making Application 3.    Contact Name 4. Telephone, fax and e-mail where we can contact you

Events Branch meetings: regular meetings (usually monthly or bi- monthly),1 or 2 speakers and free to attend Events in addition to branch meetings budgeted separately to this process Make sure you tell us about potential events, even at ideas stage to help us plan for the year and ensure support can be allocated to your branch.

Also on the templates Please refer to guidance on the templates Notes sheet: please provide supportive evidence for figures particularly if costs differ from previous years Summary sheet (automatically populated): compares previous financial year

Districts and Sections The main branch should co-ordinate with their key head office contact to ensure that all related districts and sections have a budget Please ensure documents are clearly named with district or section name and the branch

Category of membership Branch buffer In addition to submitted branch running costs a branch grant will be available based on membership size multiplied. These are the current bands: Category of membership size Factor <500 7 501 - 1000 6 1001 – 1500 5 1501 - 2500 4.75 >2501 4.5 Example: 1200 members x 5 = £6000

Successful budgeting: make it work for you! Follow the criteria Work with your Officer to compile the budget Submit on time Provide justification and workings Ensure that your plans are realistic and reasonable Respond to any challenges within the time set Don’t take it personally if we have to question or adapt the submission

Final submissions agreed by the MAP Timescale 1. SUMMER/AUTUMN: Templates distributed. Branch activity planned and budget drafted 2. 20 NOVEMBER: Budget completed and submitted via Networks Officer or International Officer 3. NOVEMBER TO JANUARY: Submissions considered against criteria and available funds Any queries resolved with chair/treasurers 4. JANUARY Final submissions agreed by the MAP 5. MARCH: Approval by Board of Trustees Communicate decision to branches See branch budget checklist

Branch budget checklist Committee plans for branch activities for the coming year (including estimated costs) Complete the spreadsheets with support of Networks/International Officer: Branch Meetings: venue room hire and refreshments Speaker costs for branch meetings Exec committee meetings: meeting room hire and refreshments, committee travel expenses and accommodation Phone conference and virtual meeting costs Admin (including badges) and telephone expenses CPD support: room hire and refreshments, travel expenses, virtual meeting costs Equipment costs Projects costs if not through the Development Fund (use proforma) Include international conversion rates where applicable Complete notes section Submit information to Networks/International Officer Respond to queries from HO and the MAP between November and January

What next? Review the suggested activity timescale and the branch budget checklist Further questions after this presentation email: networks@iosh.co.uk or speak to your Networks Officer or International Officer Throughout year monitor and record expenses using the year end templates and cashbook issued by finance If you would like a copy of the presentation or for other members of your committee to view this presentation, speak to your Networks Officer or International Officer

Straw poll question 2: Right hand side of webinar screen – poll Now that you have watched this presentation On a scale of 1 – 5, how well do you think you understand the branch budget process (1 – not very well, 5- very well)

Questions? Continue using chat box on the right to send questions Submit questions to presenter Maria O’Malley who will be coordinating  the questions to the panellists today. Please use the chat box on the right and select Maria when asking questions. For any technical questions or questions about the webinar experience message the Host For further budgeting support following webinar: www.iosh.co.uk/networkshb