Insert title here - British Computer Society

BCS Membership Board Treasurers day 6 March 2013 Iain Thompson INTRODUCTION AND OBJECTIVES Presentation to insert name here 2 Agenda Morning 11.00 to 12.45 Introduction objectives and BCS Governance (IT) Ice breaker on Supplementary Funding Requests (All) Discussion in groups Feedback in plenary The Finance Committee and the current financial position (IT) Accounting requirements and Financial rules (HA) Questions and Answers Afternoon 13.45 to 15.30 The budget process for FY 2012-2013 Member Group Team (Swindon) support for Treasurers and Financial Processes (HA+MS) Supplementary Funding and Carry forward processes (IT & HA) Final Discussion and Close

Presentation to insert name here 3 Objectives for the day 1. To make it easier for Treasurers and MB Finance Committee to work together 2. To explain the budget process for the Financial Year 2013-2014 3. To keep you up to date with financial processes and guidelines Presentation to insert name here 4 Governance and MB Finance Committee Presentation to insert name here 5

MB Finance Committee Terms of Reference Purpose Responsible to Membership Board for financial rules, processes and procedures for Member groups Establish administer and allocate the budget for all membership functions Optimise the use and take up of funds through review and reallocation Responsibilities Consult over changes Define and agree levels of authority Define and agree internal auditing controls to monitor compliance with internal policies Ensure the budget process is handled smoothly in a timely fashion Presentation to insert name here 6 Ice breaker groups Presentation to insert name here 7 FINANCE COMMITTEE & CURRENT POSITION Presentation to insert name here

8 Members of Finance Committee at 1 March 13 Iain Thompson Chair Terence Freedman Ralph Miller Rick Chandler Judith Taylor (2 vacancies) With support from Helen Axam Marie Setterfield Presentation to insert name here 9 Year end results 11/12 MEMBER GROUPS FUNDING 2011/12 To end August 2012 Net Budget Net Spend Balance

Branches 142,301 114,278 28,023 See sheet 2 for breakdown 80.31% Specialist Groups 150,530 114,046 36,484 See sheet 3 for breakdown 75.76% International Sections 40,000 36,903

6,097 Updated for FY2012.41 Middle East Governance & Conventions 50,000 14,359 35,641 Reserve 17,169 400,000 279,586 106,245 79,000 8,254 70,746 BCS Health

Helen Axam Supplementary Funding - Tracking Sheet Summary:Pot B Funding 69,000 Allocated to date 65,797 at month Balance remaining 3,203 end Approved SFR's not reflected in BCS Management Reporting system Approved Carry Forward Funds not reflected in BCS Management Reporting system Presentation to insert name here 10 Current results 12/13 Budget bids 2012 Branches 196K MEMBER GROUPS FUNDING 2012/13 To end January 2013 SGs Exp 570K Net Budget

Net Spend Balance Branches 151,666 40,826 110,840 Specialist Groups 118,858 31,205 87,653 International Sections 40,000 15,504 24,496

Governance & Conventions 11,400 6,032 5,368 Reserve - Q1 87,000 30,567 378,357 93,568 228,356 61,000 13,389 47,611 Income 370K allocated to SFR BCS Health 60k plus 1k Sponsorship Income

Helen Axam 12 February 2013 Presentation to insert name here 11 Current results 12/13 End January (5 months) Branches spend 41K SGs spend 31K Presentation to insert name here 12 Treasurers Day 2013 Budget process for FY2013-2014 Timetable for 2013 Action By Date Prepare budget bid

Member Group Treasurers 31 March Presentation to insert name here 14 Timetable for 2013 Action By Date Prepare budget bid Member Group Treasurer 31 March Review and prepare bids for MBFC Member Group Team 10 April

Presentation to insert name here 15 Timetable for 2013 Action By Date Prepare budget bid Member Group Treasurer 31 March Review and prepare bids for MBFC Member Group Team 10 April Consider bids and suggest revisions MB Finance Committee with Member Groups

30 April Prepare Consolidated bid MB Finance Committee for approval by (chair) Membership Board 17 May Presentation to insert name here 16 Timetable for 2013 Action By Date Prepare budget bid Member Group Treasurer 31 March Review and prepare bids for MBFC

Member Group Team 10 April Consider bids and suggest revisions MB Finance Committee with Member Groups 30 April Prepare Consolidated bid MB Finance Committee for approval by (chair) Membership Board 17 May Review and approve bid 4 June Membership Board Presentation to insert name here 17

Timetable for 2013 Action By Date Prepare budget bid Member Group Treasurer 31 March Review and prepare bids for MBFC Member Group Team 10 April Consider bids and suggest revisions MB Finance Committee with Member Groups 30 April Prepare Consolidated bid MB Finance Committee

for approval by (chair) Membership Board 17 May Review and approve bid Membership Board 4 June Review bid and give Q1 commitment Trustee Board 5 June Presentation to insert name here 18 Timetable for 2013 part 2 Action By Date

Review bid and give Q1 commitment Trustee Board 5 June Inform Member Groups of Q1 commitment Member Group Team 14 June Presentation to insert name here 19 Timetable for 2013 part 2 Action By Date Review bid and give Q1 commitment Trustee Board

5 June Inform Member Groups of Q1 commitment Member Group Team 14 June Sign off budget for 20132014 Trustee Board 17 July Presentation to insert name here 20 Timetable for 2013 part 2 Action By Date Review bid and give Q1 commitment Trustee Board

5 June Inform Member Groups of Q1 commitment Member Group Team 14 June Sign off budget for 20132014 Trustee Board 17 July Review outcome for Member Groups MB Finance Committee 19 July Presentation to insert name here 21 Timetable for 2013 part 2 Action

By Date Review bid and give Q1 commitment Trustee Board 5 June Inform Member Groups of Q1 commitment Member Group Team 14 June Sign off budget for 20132014 Trustee Board 17 July Review outcome for Member Groups MB Finance Committee 19 July

Inform Member Groups of final budget Member Group Team 8 August Presentation to insert name here 22 Points to consider when preparing your bid Include how much you are hoping to spend Include how what you are planning to do lines up with BCS objectives (the five pillars) If your bid is significantly different from last year, say why Remember to include all regular events that you support Do not include any extra for contingency MBFC hold contingency funds centrally Presentation to insert name here 23 Treasurers Day 2013 Supplementary Funding and Carry Forward

Supplementary fund process 1. Group Treasurer completes form 2. Application submitted to MGT 3. MGT confirm receipt and advise timescale 4. Application comes to Chair MBFC - usually for discussion at next mtg 5. Proposer told of result either by MGT or Chair MBFC 6. Accounts are updated

7. Proposer submits report of event Presentation to insert name here 25 Carry forward mechanism Principles A member group that creates a surplus through income generating events is able to use that surplus not just in the current year, but also in the following two years Unused amounts from allocations cannot be carried forward To use the carry forward funds the group submits a Supplementary Funding Request form to MBFC Presentation to insert name here 26 Carry forward amounts 2012-2013 BRANCHES From From year year

2010/11 2011/12 Aberdeen Belfast Bristol Humberside Kent London North 50.00 0.00 0.00 731.00 1,295.00 0.00 0.00 110.00 0.00 42.00 1,921.00 1,505.00 Total Carried forward Roll over 50 731 1,295 110 42 3,426 5,654

SPECIALIST GROUPS Agile ASSIST BCS Learning & Development Computer Arts Society - problem with income split Computer Conservation Society Configuration Management Consultancy Data Centre Data Management Information Retrieval (IRSG) - problem with income split Information Security (ISSG) Internet Project Management (PROMS-G) Quality Scottish Testing Group Software Testing (SIGIST) Software Practice Advancement (SPA) YP Information Security From From Total year year Carried 2010/11 2011/12 forward Roll over

0 645 645 0 2,233 2,233 0 2,911 2,911 3,004 0 3,004 3,248 4,446 7,694 53 0 53 0 608 608 0 721 721 0 391 391 5,965 5,442 11,407

0 6,482 6,482 162 74 236 0 2,005 2,005 1,903 0 1,903 125 0 125 579 0 579 14,099 11,423 25,522 656 33 689 67,209 Presentation to insert name here 27

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