IEEE Central Texas Section Financial Planning 2016 CTS Fall Planning Meeting San Marcos 29 August 2016 Don Drumtra

IEEE Central Texas Section Topics Process overview Form completion

IEEE Central Texas Section Financial Planning Process l The CTS financial process provides: l Financial estimates and an approved budget for the section, chapters, and affinity groups based on their input l Three tools to gather inputs and document ExCom decisions. l Chapter/AG Financial Plan form. l A guide on how to complete the form l Sample completed form l A time table on process events

IEEE Central Texas Section Time Table Chapter Affinity Groups l Form completion: 1-30 November 2015 l Submission to CTS Chair and Treasurer: 30 November 2015

IEEE Central Texas Section Financial Plan Form l Heading and general Chapter/AG info l 2016 Beginning balance l 2016 Revenue estimates l 2016 Expense estimates l 2016 Ending surplus/loss estimates l 2016 Chapter/AG budget l Requested additional 2016 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 2015 chapter surplus l (revenue minus expenses). l IEEE active chapter rebate - $200 l IEEE chapter activity bonus - $75 l Added funding from CTS – entered later and auto copied here l Beginning balance for 2016 auto added l All from CTS reserves available 1 Jan

IEEE Central Texas Section Line beginning balance Notes l 2015 surplus is 2015 revenue minus expenses—best guess. The Treasurer will update the amount in January as final inputs are receives l 2015 Surplus amounts are from CTS reserves, 2016 rebates are from Member Dues

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 2016 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 Automatically 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 l Losses are covered by CTS l Surpluses are carried over to 2016

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 Financial plan approval requires ending balance be $0 or more. l Negative ending balance requires greater revenue, fewer expenses, and/or CTS funding support to correct to $0.

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 Due Dates l 1 September—draft call/instruction with schedule and forms to ExCom l 15 September—comments to Section Chair and Treasurer l 30 October—Formal call to ExCom l 30 November—Chapter Fin Plans to Section Chair and Treasurer

IEEE Central Texas Section QUESTIONS?