1. IEEE Central Texas Section Financial Planning 2015 CTS Fall Planning Meeting San Marcos September 6, 2013 Don Drumtra Drumtra@ieee.org 512-291-0315 Drumtra@ieee.org

2. IEEE Central Texas Section Topics Process overview Form completion

3. 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

4. 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

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

6. IEEE Central Texas Section Line 1 2015 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

7. 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

8. 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

9. 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

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

11. 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

12. 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

13. 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

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

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

16. 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

17. 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

18. 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

19. 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

20. 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

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

22. 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

23. 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.

24. 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

25. IEEE Central Texas Section QUESTIONS?