1. Branch Budgeting Process
Networks & International Directorate

2. 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

3. 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)

4. 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

5. 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

6. 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

7. 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)

8. 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.

9. 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

10. 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

11. 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 where we can contact you

12. 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.

13. 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

14. 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

15. 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 6
1001 – 1500 5
4.75
>2501
4.5
Example: 1200 members x 5 = £6000

16. 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

17. 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

18. 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

19. What next?
Review the suggested activity timescale and the branch budget checklist
Further questions after this presentation 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

20. 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)

21. 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: