1. IEEE Central Texas Section Financial Planning 2016 CTS Fall Planning Meeting San Marcos 29 August 2016 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 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

4. 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

5. 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

6. 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.

7. IEEE Central Texas Section Line 1 2016 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

8. IEEE Central Texas Section Line 1 2016 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

9. 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

10. 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

11. 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

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

13. 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

14. 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

15. 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

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

17. IEEE Central Texas Section Line 3 Revenue Total estimated revenue for 2016 l Automatically calculated from the revenue lines above

18. 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

19. 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

20. 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

21. 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

22. 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

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

24. 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

25. 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.

26. 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

27. 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

28. IEEE Central Texas Section QUESTIONS?