Transcript Recruitment and retention for sections

SECTION & AFFINITY GROUP FINANCES
2011 LTC – Dallas, TX – March 4 to 6
Leonard A. Anderson, PE [email protected]
Mandy Cowgill [email protected]
Bill Robbins [email protected]
OBJECTIVES
1. Overview of ASME Section &
Affinity Group financial operations
2. Links to ASME policies
3. Merit-Based Funding Process and
relationship to unit operations –
budgeting and planning
4. Custodian Funds
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OUTLINE – Part I
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Basics
•
Handout
Inventory
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Expenses
•
Income
Success Stories
Events
Section / Affinity
Group Funds
Accounting
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Financial Reports
Manager
Questions
Continue on to
Merit Based
Funding
BASICS
• Expenses (Uses for Funds): What does
an ASME Section or Affinity Group spend
funds for?
• Income (Sources of Funds): Where does
an ASME Section or Affinity Group get its
operating funds?
• Fiscal Year: How does ASME’s Fiscal Year
differ from the calendar year? (July 1 –
June 30 vs. Jan 1 – Dec. 31)
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HANDOUTS
• Overview of specific financial information LTC_financial_handout_11.doc
• Dayton Engineering Sciences Symposium.pdf
• Event essentials –
Events.doc
• Custodian Fund Explanation.pdf
• MBF handout - Sections.doc
• MBF handout - Affinity Groups.doc
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EXPENSES
• Meetings, tours, conferences, short courses
and special projects
• Recognition, honors and awards
• Support for officers and members to participate
in ASME programs
• Speaker programs
• Scholarship programs
• Newsletters and other member
communications
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INCOME MERIT-BASED FUNDING
• Current method of providing funding
to Sections and Affinity Groups from
ASME’s Operating Budget; based on
Units’ achievements
• To be discussed in detail in the
second half of this session
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SECTION INCOME DUES STATEMENT
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FY08 (1st yr) ~$95K; FY09 ~$87K
FY10 - ~$83K donated
FY 11 ~ $85K donated
Checks / EFTs should have been
distributed by now for FY 11
• Consider sending out reminders to
Members to renew and mention they
can donate directly to the Section on
their dues statement
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How Do We Raise Money?
Ask for it!
Individuals:
Foundations:
• Face-to-Face Asks
• Direct mail, letter
campaigns
• On-line campaigns
• Telethons
• Special Events
• Products sales
• Submit letter of inquiry & proposal
• ASME sources
• Outside Foundations
Corporations:
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Sponsorships
Corporate Foundation/Marketing
Matching gifts
Campaign gifts
If Doing Any Major Fundraising, Check With Your District
Leader to Insure You’re Not Interfering With Something
Being Done by ASME or the ASME Foundation
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EXAMPLE OF A SECTION
SUCCESS STORY:
Interactive Discussion on the
Dayton Engineering
Sciences Symposium
Mandy Cowgill [email protected]
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PREMISE
• Annual symposium • Commercial
sponsors
• Local engineers
present research
• Commercial
• Military
• Academic
• Held at local
university
• Continental
breakfast, lunch
with speaker
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COST FOR ATTENDEES
• Undergrad students (presenting) $0
• Grad students (presenting)
$0
• All other students attending
$25
• Unemployed ASME members
$25
• Keynote/luncheon only
$30
• ASME members
$75
• Non-ASME members
$100
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GROWTH OF EVENT
• 2010 was 6th annual event
• 2005
o 6 ½ hr event
o 11 sessions
• 2010
o 9 hr event
o 28 sessions
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LONG TERM BENEFIT
• Extra funds to support
o Student sections
o K-12 STEM programs
• Promotion of
o Local section
o Local companies
o Host university
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DISCUSSION
• Do you have any questions?
• How many would consider replicating this
program in your own Section?
• Further info:
• Mandy Cowgill [email protected]
• http://www.cs.wright.edu/~asme/DESS.htm
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INCOME – ASME GRANTS
• ASME Program Initiative Fund
(Policy P-2.3)
• ASME Foundation Grants (Policy
P-2.11)
• Breakthrough Grants
• Enterprise Initiative Fund
(coming soon)
http://www.asme.org/Governance/Volunteer/Funding/Program_Funding_Options.cfm
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EVENTS
• Levels of ASME Involvement:
– ASME Sponsorship: ASME has
total financial responsibility
– ASME Co-sponsorship: Joint
financial responsibility with another
organization
– ASME Participation: No ASME
financial responsibility
– Policy 12.1; updated
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Section & Affinity Group Funds
• Monies from General Fund are
disbursed by appropriations in
accordance with Society Policy P-2.8.
• Monies may be solicited for special
activities in accordance with Society
Policy P-5.3. (Policy 2.1, Section
IV.A.1)
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Section Funds
• ALL Units with bank or other financial
accounts using an ASME issued tax
payer ID must submit a bank
statement in addition to the other
annual ASME requirements
• If statements not dated 6/30, submit
statements “containing” 6/30’s date
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Section Funds
Submit These Financial Statements by October 1:
1. Scan and email to [email protected] along with your
unit name. Please put "Bank Statement" in the subject line.
2. Upload an electronic copy of your statement via VERT at
http://vorequest.asme.org/
3. Send it via fax to 212-591-7671. Attention: Jessica Albert
4. Send a hard copy to ASME to the attention of:
Jessica Albert
MS 23S1
ASME
Three Park Avenue
New York, NY 10016
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OPERATING FUNDS
• Money kept separately in banks or other
recognized financial institutions (distinct
from Custodian Funds which are
maintained by the Treasurer of the
Society)
• Each Section has a taxpayer ID
• Each Affinity Group should acquire a
taxpayer ID if they receive funding
• Bank accounts should have at least two
authorized signers
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Accounting
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Budget – required by ASME and useful tool
Check signing authority
Documentation – “paper trail”
Audits – perform annually
Accepting Credit cards – Acteva, etc.
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ASME Financial Reports Manager
• The Financial Reports Manager is a tool
which allows Unit Leaders to view reports
of their Custodian Accounts online
• Requires special authorization; usually
given to Unit Chairs and Treasurers
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Accessing the ASME
Financial Reports Manager
• The Financial Reports Manager can be
accessed from the Unit Leadership
Resource Center
http://volunteer.asme.org/Unit/
• Or, can be accessed directly at
http://my.asme.org/financials/GLReports.cfm
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The “ALF – Resources – Financial Reports
Manager” presentation will be posted on
the 2011 LTC Web Site, at
http://events.asme.org/LTC11/home.cfm
Aaron Tsang [email protected]
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QUESTIONS / DISCUSSION
• Feedback on needs for ASME
support for Sections & Affinity
Groups in financial operations
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Part 2: ASME
Merit Based Funding Program
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Discussion Topics – Part 2
• Program Objectives
• Program Basic Facts
• Quick Review of the Section & Affinity Group
Merit Funding Programs
• Practical Exercise
• Review Typical MBF Timeline
• Important Filing Requirements
• Benefit of Experience
• Contact Information
• Your Questions
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Program Objectives
•
A system that recognizes achievement in meeting the
Society’s objectives and adding membership value
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Ensure that all Units, regardless of membership size,
demographics or geography have an opportunity to
secure funding for future activities
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Develop criteria that are not prescriptive, but that set
a roadmap and incentives for enhanced section or
group performance
•
Similar programs under consideration/development
for Technical Divisions
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Section Merit Funding
•
Covers program year starting July 1 to June 30
•
Mandatory Prerequisites:
– In order to qualify for funding, each Section must
have submitted the required Annual Financial
Report, Operations Budget Report, and Merit
Funding form between July 1st and no later than
October 1st
– A current list of section officers must also be on file
with ASME
– Unit After Activity Reports are components of the
reporting criteria
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Section Merit Funding: Updates - ‘11
•
Reporting Criteria with varying weights:
– Section Communications
– Section Activities for Members
– Provide Opportunities for Members’ Professional
Growth
– Aid in the Development of the Engineering
Workforce
– Section Operations
– Section Growth and Sustainability
– Partner with Engineering Organizations
(Districts G – J)
Grade x Weight = Score , Add Scores From all Criteria
= Total Score
Note: Not all section activities can be captured by a single
form. If a section has done an activity or program
above and beyond normal programming they can
include that for special consideration.
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Section Merit Funding: Updates - ‘11
Continued
Review of changes to the Section Merit Based Funding
Form for FY ‘11: (New criteria in underlined italics)
Item 1 Section Communications
– Maintain a website with current officer contact
information. (definitions on page 3 of form)
– Maintain regular communications with members:
newsletters/meeting notices via website, direct mail,
email, text message, social networking or other as
appropriate to the section. (def’ns pg 3 of form)
– Set up and maintain a new social networking
site/page for section members (Facebook, LinkedIn,
etc.)
– Utilize ASME list-server for communication with
members – newsletters/meeting notices, direct mail,
and email.
NOTE: Scoring schema has changed for Item 1.
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Section Merit Funding: Updates - ‘11
Continued
Item 2 Section Activities for Members
– General membership activities held, such as
technical meetings, socials, tours, webcasts,
industry meetings, History & Heritage events, etc.,
with corresponding ASME Unit "After Activity
Report” must be submitted within two weeks of the
activity (Item 5 includes grade points for Executive
Committee Meetings which are NOT eligible for this
category.)
– Collaborate with other ASME Units / Sectors,
technical and professional societies and other
educational organizations by organizing joint
events and activities (definitions on page 3 of form)
NOTE: Scoring schema has changed for Item 2.
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Section Merit Funding: Updates - ‘11
Continued
Item 3 Provide Opportinities for Members’
Professional Growth
1 Point for EACH activity (Max 3 points):
– Sponsor or conduct a short course or other
professional development activity (seminar,
workshop, etc.) Earn one point for EACH 2 PDH
“eligible event” offered – You can accumulate more
than one point per activity, or can add two 1 PDH
activities together to equal 2 PDHs. (Note: No more
than 1 point can be earned from technical dinner
meetings. See definitions, Page 3 of form.)
1 Point (Max 1 point):
– Send a delegate to the Leadership Training
Conference (LTC) [Relocated from Item 5]
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Section Merit Funding: Updates - ‘11
Continued
Item 3 Provide Opportinities for Members’
Professional Growth Continued
1 Point (Max 1 point):
– One Member submitted by the Section for ASME
District or higher Honor or Award
– Bestow local Section Honor, Award or Scholarship
on one Section/Student Section Member (see
definition, Page 3 of form)
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Section Merit Funding: Updates - ‘11
Continued
Item 4 Aid in the Development of the Engineering
Workforce
Candidate Workforce Development Activities:
– Conduct a dedicated activity for students and/or
early career engineers (networking event, student
paper presentations, career night, early career
forum, industry tour, etc.)
– Conduct a short course at a level appropriate for
students or early career engineers
– Engineering related presentations to or interaction
with K-12 schools, universities, or student sections
– Participation in engineering job shadowing /
mentoring program, or Engineering Fairs /
Symposium
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Section Merit Funding: Updates - ‘11
Continued
Item 4 Aid in the Development of the Engineering
Workforce Continued
– Sponsor an engineering workforce or university
activity (E-Week, FIRST, Human Powered Vehicle
Challenge, Student Professional Development
Conference, etc.) that promotes math, science and
engineering education. Engaged participation or
volunteering is expected in addition to any financial
sponsorship.
NOTE: Scoring schema has changed for Item 4.
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Section Merit Funding: Updates - ‘11
Continued
Item 5 Section Operations
– Executive committee meetings held at least
quarterly
– Conduct an annual program planning meeting
– Section has a representative participate in a Global
Communities or District or Society related webcast
– Section submits an article or a best practice to
[email protected]
– Maintain current Executive Committee officer
identification on the ASME master roster.
– Maintain Section operations by-laws document and
have current copy on record with ASME
headquarters.
– Maintain a section history (Current with the last
three years).
NOTE: Scoring schema has changed for Item 5.
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Section Merit Funding: Updates - ‘11
Continued
Item 6 Section Growth and Sustainability [This is
an entirely new Item – 5 Points, Max]
– Co-develop and/or organize an event with a Student
Section [Similar bullet was in Section 4]
– Hold membership recruiting or retention campaign
or event [Was in Section 4]
– Personally contact and invite new members to
attend section event or activity (as per new member
list and guidance from ASME headquarters)
– Include an early career engineer (less than 10 years
professional experience) on the Executive
Committee
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Section Merit Funding: Updates - ‘11
Continued
Item 6 Section Growth and Sustainability
Continued
– Conduct one communication on how to make the
most of your membership such as a presentation at
a Section or Student Section meeting, or a
newsletter article. [Similar bullet was in Section 4]
– Hold an early career event, resulting in at least 50%
participation by early career engineers (less than 10
years professional experience).
Item 7 Extent of Partnership with Local / National
Engineering Organizations (NEO)
– Unique to Districts G – J (Non-N. American Dists)
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Program Details: Updated for ‘11
•
Four grading levels (Excellent; Good; Fair; and Funding Withheld)
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Funding formula – 100% for Excellent; 75% for Good; 50% for Fair; and
Zero for ‘Funding Withheld’.
•
Funding formula takes into account unit size, 100% Amount = $x per
member for first 250 members, plus $y per member for each member
over 250 members. For FY ‘11 formula x=$10.00 and y=$5.45.
•
Current funding (FY11) is $375K (increase from FY10 funding of $367K)
FY09 funding was $390K; FY08 funding was $350K; FY07 funding was
$230K). Should have been completely distributed by LTC.
Note: The goal is for all sections to achieve “Excellent” status
15 Point Bonus – To ALL Sections for FY ‘11
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Affinity Group Merit Funding
•
Similar requirements to Section Merit Funding
program. Deadline for submittal is October 1.
•
Mandatory Prerequisites:
– In order to qualify for funding, each AG must have
submitted the required Annual Financial Report,
Operations Budget Report, and Merit Funding form
– A current list of AG officers must also be on file with
ASME
– Unit After Activity Reports are components of the
reporting criteria
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Affinity Group Merit Funding
Continued
•
Reporting Criteria with varying weights:
– Governance - 2 points max
– Communications - 4 points max
– Activities - 4 points max
– Growth - 3 points max
– Fundraising - 2 points max
•
Scoring
– % Score = # of points x 10
– 0 - 50% = No Funding
– 51% - 100% will receive percentage of funding equal to
score
•
Funding
– Up to $500/year is available to each AG to fund group
activities
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Practical Exercise
(Exercise based on section operations.
It is applicable to Affinity Groups as well, but
timelines may be different.)
Typical MBF Timeline
•
June – Consider MBF as Unit plans next year’s
program
•
July 1 through Oct.1 – Units prepare all necessary
reports (Financial, Budget, Unit After Activity report)
and file by Oct.1
July 1 through Oct. 1 – Units file Merit Funding
Report – You will be notified that your report is
received.
Oct. 1 through Oct. 16 – ASME Unit Support to
process and verify reports
•
•
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Typical MBF Timeline
Continued
•
•
•
•
•
Oct. 1 through Oct. 16 – Leaders and ASME Unit
Support staff to contact all units that did not submit
reports
Oct. 17 through Oct. 23 – Unit Support staff (using
Merit Funding Formula) to determine funding levels
Oct. 24 through Nov. 6 – Unit Support staff to
complete payment authorizations and submit to
ASME Accounting for payment
Nov. 7 through Nov. 17 – Payment processing and
distribution
Consider calculating your Unit’s TENTATIVE MBF
score at beginning of year – and tracking throughout
– as your actual program evolves
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Important Filing Requirements
File your unit’s reporting forms:
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•
•
Unit Budget & Financial Reports (no later than Oct 1)
After Activity Reports (no later than Oct 1)
Merit Funding forms (no later than Oct 1)
All can be accessed on the Unit Leadership Resource Center
http://volunteer.asme.org/unit/
Notify ASME of your section/group officers (no later than Oct 1):
Section chairs have the option of directly entering officers online
using the access to the online roster. If you have any questions on
how to do this contact Jessica Albert at [email protected].
You can also submit a hardcopy of your officer listing. The forms
are available on the Unit Leadership Resource Center under
“Section Officers & Committees Information Form”
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OPERATIONS BUDGET
REPORT
•Plan Development
–Revenue Estimate
–Expenditure
Estimate
•Plan Approval
•Plan Submittal
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UNIT
OPERATIONS
BUDGET
DUE by:
October 1st!
FORM available from:
http://volunteer.asme.org/unit/
Section Form shown, Affinity
Group Form is Similar
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FINANCIAL REPORT
An Annual Financial Report is a U.S.
Internal Revenue Service (IRS) requirement
and must always be submitted.
The Three Parts:
• ASME Funding
• Unit-Generated
Income
• Expenditures
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ANNUAL
FINANCIAL
REPORT
DUE by October 1st for
preceding fiscal year! FORM available from:
http://volunteer.asme.org/unit/
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UNIT ACTIVITY
REPORTS
DUE within 2 weeks of event
ALL reports due by:
October 1st for preceding fiscal
year!
FORM available at:
http://forms.asme.org/unitactivity/CreateMeeting.cfm
Filled out and filed online
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For More Information or to Comment:
You’re welcome to contact us
[email protected] , [email protected]
or [email protected]
- or Contact your District Leader
- or [email protected]
- or Burt Dicht, Managing Director
Knowledge and Community Sector
212-591-7074
[email protected]
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Contact Information
District Leaders
District A
Stan Halperson (FY011)
[email protected]
District F
John Mulvihill (FY12)
[email protected]
District B
Aaron Tsang (FY13)
[email protected]
District G
Vojislav Ilic (FY12)
[email protected]
District C
Mohammed Mahinfala (FY11)
[email protected]
District H
Bernard Gindroz (FY12)
[email protected]
District D
Mahantesh Hiremath (FY12)
[email protected]
District I
Mario M. Copa, PE (FY11)
[email protected]
District E
Elliott Short (FY11)
[email protected]
District J
Hadi H. Tahboub (FY12)
[email protected]
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Contact Information
Affinity Communities
Operating Board
VP, Affinity Communities (FY13)
KC Dugal de la Garza
[email protected]
Finance Committee Representative
Stephen Reese
[email protected]
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Questions
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