IEEE Central Texas Section Financial Planning 2015 CTS Fall Planning Meeting San Marcos September 6, 2013 Don Drumtra

IEEE Central Texas Section Topics Process overview Form completion

IEEE Central Texas Section Process Overview l Purpose: financial planning l Provide financial estimates and a budget to guide chapters and affinity groups l Provide input for CTS FinPlan l Tool: Chapter/AG FinPlan form & sample l Completion: November 2014 l Submission by: 30 November 2014 l Submission to: CTS Chair and Treasurer

IEEE Central Texas Section Financial Plan Form l Heading and general Chapter/AG info l 2015 Beginning balance l Revenue estimates l Expense estimates l 2015 Ending surplus/loss estimates l 2015 Chapter/AG budget l 2015 Request for CTS funding

IEEE Central Texas Section Heading l Current officers complete ID data l Work with new officers l Include addresses, phone numbers, preparation date, approval date, and submission date l Please do not modify form or enter data in shaded cells.

IEEE Central Texas Section Line beginning balance l Enter 2014 chapter surplus l IEEE active chapter rebate - $200 l IEEE activity bonus - $75 l Added funding from CTS – entered later and copied to here l Beginning balance for 2015 l All from CTS reserves available 1 Jan

IEEE Central Texas Section Line 2 Revenue 2a Monthly Admin meetings l Enter estimate of collections from regular admin meetings (events times average) l Includes regular ChapComm, planning, and similar meetings l Two or more L-31 reported attendees l Some chapters meet less often l Normally 0

IEEE Central Texas Section Line 2 Revenue 2b Monthly technical meetings l Enter estimate of collections from regular tech meetings (events times average) l Includes lectures, presentations, panels, tours, and similar regular meetings l Few or more L-31 reported attendees l Some chapters meet less often

IEEE Central Texas Section Line 2 Revenue 2c Non-tech/social meetings l Enter estimate of collections from non- tech social meetings l Includes award and appreciation dinners, presentations, member development, outreach, STEM, and similar meetings l Many L-31 reported attendees

IEEE Central Texas Section Line 2 Revenue 2d Revenue sharing from workshops l For future use l Requires revision to workshop policy and procedures

IEEE Central Texas Section Line 2 Revenue 2e Society support l Enter the amount of support expected from the Chapter’s society l Joint chapters enter revenue from the most generous society l You have to ask usually more than once

IEEE Central Texas Section Line 2 Revenue 2f Other society support l Joint chapters enter expected revenue from the other societies l You usually have to ask more than once l Late requests not a problem

IEEE Central Texas Section Line 2 Revenue 2g Corporate support l Enter expected corporation support l Many corporations have programs to support professional societies. l Best programs support employees dues l Second is chapter and section support l Employees are the best marketers

IEEE Central Texas Section Line 2 Revenue 2h Other revenue l Enter any other expected revenue

IEEE Central Texas Section Line 3 Revenue Total estimated revenue for 2015 l Automatically calculated from the revenue lines above

IEEE Central Texas Section Line 4 Expenses 4a Monthly Admin meetings l Enter estimate of expenses from regular admin meetings (events times average) l Includes regular ChapComm, planning, and similar meetings l Two or more L-31 reported attendees l Some chapters meet less often l Most chapters have 0 for this

IEEE Central Texas Section Line 4 Expenses 4b Monthly technical meetings l Enter estimate of expenses from regular tech meetings (events times average) l Includes lectures, presentations, panels, tours, and similar regular meetings l Some chapters meet less often l Must file L-31 reports

IEEE Central Texas Section Line 4 Expenses 4c Non-tech/social meetings l Enter estimate of expenses from non- tech social meetings l Includes award and appreciation dinners, presentations, member development, outreach, STEM, and similar meetings l Must file L-31 reports

IEEE Central Texas Section Line 4 Expenses 4d General supplies l Enter the expected cost of supplies not included in 4a, 4b, and 4c. l Describe the supplies in the space provided

IEEE Central Texas Section Line 4 Expenses 4e, 4f, 4g Other needs l Enter the expected cost of other needs not included in 4a, 4b, 4c, and 4d. l Describe the needs in the space provided

IEEE Central Texas Section Line 5 Expenses Total estimated expenses for 2015 l Automaticlly calculated from the expense lines above

IEEE Central Texas Section Line 6 Total estimated surplus or loss for 2015 l Calculated l Equal to revenue less expenses l When approved this is the chapter budget l More revenue allows more expenses

IEEE Central Texas Section Line 7 Expected ending balance for 2015 l Calculated (line 1 minus line 6) l Equal to beginning balance less budget l Budget approval requires ending balance be $0 or more. l Negative ending balance requires greater revenue, fewer expenses, and/or CTS funding support to correct.

IEEE Central Texas Section Line 8 Request for CTS funding l Make a good faith effort to keep ending balance above $0 by adjusting revenue and expense. If you cannot then-- l Enter requested CTS support funding on line 8 (an amount equal to the loss on line 7 will result in $0 loss) l The ExComm must approve

IEEE Central Texas Section QUESTIONS?