Transcript FFA Presentation Tyler Grandil State FFA Executive Secretary

FFA Presentation
Tyler Grandil
State FFA Executive Secretary
Presentation topics
• New Degree application
• Task Forces
• LPS Guide/2006-2010 Program changes
• Financial management
• CDE Fees
New Degree application
AMERICAN FFA DEGREE
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Currently working with the author of the new
American Degree application to revise the
Arizona Degree application
Target date for distribution is Sept. 2006
Have been working with Dennis Bushong to
make a few revisions to record book including
forcing dollars to round
Time stamp will be added to existing date stamp
• Financial pages must be printed within
minutes of each other
Copying and pasting form record book to
application…
• Could be problematic on the National
Level
• Electronic versions of the application
might be requested for verification
• Record books will be required a part of
the new assessments and therefore
required on some applications within 2
years
FOR USE BEGINNING IN 2006
SELECT
STATE:
2005 American Degree
CHAPTER #:
Sponsored as a special project ot the National FFA Foundation by
Member ID #
(9 Digit Number)
BASF
Case IH
Farm Credit Systems
Pioneer Hi Bred International Inc.
MISSING - State
MISSING - Membership #
MISSING - Chapter Number
1. Name (As you want it to appear on the certificate.):
2. Name as it appears on the FFA chapter roster (If different.)
3. Gender:
Male
Female
4. Home Telephone Number:
5. Address: (street/R.R./box no.)
City:
State:
SELECT
Zip:
6. Complete FFA Chapter Name:
7. Name of High School:
8. School Address: (street/RR./box no.)
School City:
State:
SELECT
School Zip:
9. School Telephone Number (including area code):
10. Chapter Advisor(s):
11. Statement of Candidate and Parent
We have prepared this application and certify that the records are true, complete and accurate and we herby
permit for publicity purposes the use of any information included in the application with the exception of the
following:
Date
Parent or Guardian Signature
Date
Candidate's Signature
12. Certification
We have verified the application of
and find that the statements
contained herein are such that we are able to recommend him/her for the American FFA Degree.
Furthermore, we verify that he/she has conducted themselves in a manner to be a credit to the organization,
chapter, school and community.
Date
Chapter President Signature
Date
Chapter Advisor Signature
Date
Superintendent or Principal Signature
Date
State Advisor or State Executive Committee Signature
13. Candidate's Scholastic Record
I hereby certify that
has achieved a high school record of "C" or
better and has a satisfactory record of scholarship and participation in school activities.
Date
Administrator or Counselor (indicate which)
DO NOT ALTER THIS APPLICATION IN ANY WAY or APPLICATION IS SUBJECT TO DISQUALIFICATION!
Our House Enterprises - Version 1
7/1/2005
Task Forces
Purpose:
To gather information, opinions, ideas and concepts to be
utilized in assisting to make process decisions and
developing operating procedures. Recommendations may
come from a Task Force that go to the FFA Advisory Board.
Task force members may include individuals who state staff
believes have experiences or knowledge that may be useful
for the subject matter of the task force.
State Officer Program
Task Force
Task force assembled in January 2005 of teachers, past and current
state officers to discuss and evaluate the state officer program. Items
including in the discussion were:
Part A
– What are we looking for in a State Officer
– State Officer scheduling (i.e. what are they currently doing, what should
they ideally be doing)
– How are officers selected (i.e. the Nominating Committee process)
– How to assist State Officer Candidates and advisors in preparation (i.e.
the development of a more useful guide, pre-interviews)
Part B
– State Officer Expenses (i.e. cost/benefit analysis, alternative funding
sources)
– State Officer development (i.e. continual learning, individual personal
growth plans)
State Officer Program
Task Force (cont.)
What has been done
• Discussion about the appropriate use of officers
– Input will continue to be gathered
• Newly elected state officer training revised and implemented
– Adjustments will be made and reviewed with Task Force
• Two members of the task force were assigned to observe the
nominating committee process and report back to the task force
– Observations will be discussed with the group
– Any suggested changes to the process will be presented to the
Advisory Board and distributed to the teachers
State Officer Program
Task Force (cont.)
What has been done (cont.)
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Discussion regarding state officer expenses
– Adjustments were made to the budget
– Suggestions were made as to how to collect the amount due
– Discussion/planning for securing sponsorship
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Discussion regarding the preparation of candidates for state office
– Candidate guide
– Pre-Interviews
State Officer Expenses
Item
NLCSO
Camp
Nat'l Convention
CDE Day
SLC Meals
SLC Hotel
Official Dress
Casual Clothing
SPC
Mileage
Misc. Supplies
Leadership Training
Miscellaneous Meals
Recreation/Team Bonding
Total
Amount
collected from State expense
each officer
for each officer
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700
75
95
425
450
0
75
0
350
0
180
300
150
50
50
0
450
0
1000
0
250
0
350
0
400
0
325
850
4825
Total Expenses
for AZ FFA for
Officer Program
(2005)
7700
1045
4950
825
3850
1980
1650
550
4950
11000
2750
3850
4400
3575
53075
Future Task Forces
Listed in order of priority
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Camp
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New location needed
Dates to avoid?
Spring Conference
Stars rubric
Career Development Events/ADE Assessments
Ag Ed program monitoring (FFA/SAE/Record Books)
SAE/FFA Curriculum
State Leadership Conference
Mid Winter Conference
LPS Guide/
Program Revisions
• Local Program Resource Guide 2005-2006
• CDE Revision Summary Document
Greenhand Conference
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Sept 12 @ Glendale Community College
Sept 13 @ASU East
Minimum 90, Maximum 180
Open to 8th and 9th grade students
8 AM – 3 PM
Presenters are former state and national officers
$50 per student
»lunch
»T shirt
»framed certificate
»Individual personal plan booklet
AZ FFA Finances
1995
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No budgets
No annual statements
Monthly reconciliations to the checkbook
Operated on an annual yearly deficit
1996
• Approx. 6-8 codes implemented to help categorize revenue/expense streams
1997
• Excel accounting document/system invented
• 9 main categories for income and 9 matching categories for expenses
– An average of 15 sub-codes for each of the 9 income/expense categories
• Rudimentary system established for evaluating financial standing
AZ FFA Finances (cont.)
1998
• Secured services of a CPA for accounting and tax preparation
1999
• All CTSO’s (i.e. DECA, FBLA, SkillsUSA, FCCLA) begin using the “FFA” excel
accounting system
• Accountant produces first set of GAAP financial statements
2000
• Majority of sponsorship funding responsibilities turned over to Foundation
• First detailed/realistic budget developed
• Enrolled in ASU Non-Profit Management Institute
– Courses include financial management, reporting and risk reduction
AZ FFA Finances (cont.)
2004
• FFA researched/decided to convert to the QuickBooks accounting software
– Industry standard accounting software for small businesses
– Able to do job costing, profit/loss analysis by event
– Integrated AR/AP system, Invoicing system, customer list
– Checking and Savings accounts tracked simultaneously
– Balance for checking account balance in QuickBooks is “real time” as
opposed to 20-30 days behind
– Dual entry system which ensured accounts are in balance at all times
– Financial statements no longer need to be “created”, they are generated
based on information in QuickBooks…much less likelihood of error
• Meetings initiated by FFA to bring other CTSO’s on board
• Presentation to Milt made by FFA/SkillsUSA and received preliminary approval
• Additional courses taken in reading/developing financial statements
• Dual signatures required for check requests
• Financial statements mailed to designated board member monthly
AZ FFA Finances (cont.)
2005
• FFA spearheads work with the Finance Department and the Accounting
Department at ADE to gain approval for the implementation plan for
QuickBooks
– Training objectives and timeline developed
– Protocols developed/refined for check requests and deposits
» Routing procedures
» Separation of duties
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Final approval by both ADE departments in February
Enrolled in 2-day QuickBooks training in March
QuickBooks software installed in March
FFA assigned as the point person in CTE for QuickBooks internal training
Joint training by Accountant/FFA to other CTSO’s and Finance Dept.
Parallel systems (Excel/QuickBooks) from March to July
Checking/Savings accounts reconciled for April and May using QuickBooks
AZ FFA Finances (cont.)
List of AZ FFA Classes
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State Leadership Conference
Greenhand Conference
Chapter Presidents Conference
Camp
National Convention
State Officer Program
Mid Winter Conference
General/Administrative
AZ FFA Finances (cont.)
Sources of Revenue
Associated Expense Category
Dues
State Officer program
Foundation
Awards/travel stipends
State Officer program
Registration fees
Associated program
State Officer program
Unfunded/under funded programs
Grants
Specific programs for which the grant
was written/minimal administrative costs
National Convention
National Convention
AZ FFA Finances (cont.)
Financial goals
• Ability to compare revenue and expenses within major financial
groups (i.e. classes or silos)
• Events/programs financially self sufficient
• 7% overhead/administrative cost charged to every event
• Work toward 6 months of operating revenue in reserves
• Accounts Receivable collected on within 45 days
• Operate at a break even
CDE Fees
• AZFFA staff have worked extensively on developing budgets
to evaluate income/expenses by event
• The Foundation contributes approx 25% to AZ FFA’s annual
revenue stream
• The remainder comes from dues and fees
• To cover unfunded or under funded events, every event has a
goal of a 7% contribution to overhead
• Per the direction of the Advisory Board, CDE’s were assigned
a flat fee (as opposed to a per person or proportional)
CDE Fees (cont.)
CDE Registration Income
Registration Fees
Total Income
MWC
$2,500
Spring
$7,500
SLC
$2,500
Total
$12,500
$12,500
MWC
$350
$500
$20
$500
Spring
$350
$3,000
$1,350
$500
$350
$1,000
$600
SLC
$500
$500
$30
$500
Total
$1,200
$4,000
$1,400
$1,500
$350
$1,000
$600
CDE Expenses
State Officer Travel/Lodging
CDE Consulting (Spring)
CDE Supplies (folders, pencils, scantrons, stopwatches)
Database management (registration, membership)
DJ for dance (Spring)
CDE Consultant expenses at National Convention
CDE Consultant expenses for August training
Awards not covered by Foundation
Parli Pro invitational
Novice CDE's
Medallions (above what is covered)
Workshops
7% contribution to overhead/administration
Total Expenses
Net Profit (Loss)
$100
$350
$100
$250
$175
$200
$250
$525
$50
$350
$175
$100
$350
$350
$850
$875
$12,575
($75)
CDE Fees (cont.)
Potential expenses depending on funding circumstances
Costs at Universities and Community Colleges currently paid through grants
BBQ at Spring Conference
Total potential expenses
Potential future capital investments
Scantron machine (possibly shared, received via grant or paid via
CDE fees)
$8,000
$1,500
$9,500
$25,000
What’s next?
• Revision/roll out of new degree application
• Task Force work
• LPS Guide/2006-2010 Program changes implemented into AZ FFA
CDE manual
• Continued work on financial record keeping/reporting
• CDE Fees
What else…
• Moving toward online membership (8 pilot schools for 05-06)
• Website redesign
• Implementing 2005-06 POA for AZ FFA
Questions?