BCS Membership Board

BCS Membership BoardTreasurers’ day

6 March 2013

INTRODUCTION AND OBJECTIVES

Iain Thompson

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


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

“

Governance and MB Finance Committee


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


Ice breaker groups


FINANCE COMMITTEE & CURRENT POSITION


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



Year end results 11/12

MEMBER GROUPS FUNDING 2011/12

To end August 2012

£ £ £ Net Net Budget 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 BCS Health 79,000 8,254 70,746

Supplementary Funding - Tracking Sheet Summary:-Pot B Funding 69,000

Helen Axam Allocated to date 65,797

Balance remaining 3,203at month end

Approved SFR's not reflected in BCS Management Reporting system Approved Carry Forward Funds not reflected in BCS Management Reporting system

Budget bids 2012

Branches £196K

SGs Exp £570K

Income £370K


Current results 12/13

MEMBER GROUPS FUNDING 2012/13

To end January 2013

£ £ £ Net Net Budget 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 allocated to SFR 30,567 378,357 93,568 228,356 BCS Health £60k plus £1k Sponsorship Income 61,000 13,389 47,611

Helen Axam12 February 2013

End January (5 months)

Branches spend £41K

SGs spend £31K


Current results 12/13

Budget process for FY2013-2014Treasurers Day 2013

Timetable for 2013

Action By Date

Prepare budget bid Member Group Treasurers

31 March


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


Timetable for 2013

Action By Date


31 March



Consider bids and suggest revisions

MB Finance Committee with Member Groups

30 April

Prepare Consolidated bid for approval by Membership Board

MB Finance Committee (chair)

17 May


Timetable for 2013

Action By Date


31 March





30 April



17 May

Review and approve bid Membership Board 4 June


Timetable for 2013

Action By Date


31 March





30 April



17 May

Review and approve bid Membership Board 4 June

Review bid and give Q1 commitment

Trustee Board 5 June


Timetable for 2013 part 2

Action By Date



Inform Member Groups of Q1 commitment

Member Group Team 14 June



Action By Date





Sign off budget for 2013-2014

Trustee Board 17 July



Action By Date







Review outcome for Member Groups

MB Finance Committee 19 July



Action By Date







Review outcome for Member Groups

MB Finance Committee 19 July

Inform Member Groups of final budget

Member Group Team 8 August


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


Supplementary Funding and Carry ForwardTreasurers Day 2013

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


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


Carry forward amounts 2012-2013


BRANCHES From From Total SPECIALIST GROUPS From From Totalyear year Carried year year Carried2010/11 2011/12 forward 2010/11 2011/12 forward

Roll over Roll overAberdeen 50.00 0.00 50 Agile 0 645 645Belfast 0.00 731.00 731 ASSIST 0 2,233 2,233Bristol 1,295.00 0.00 1,295 BCS Learning & Development 0 2,911 2,911Humberside 0.00 110.00 110 Computer Arts Society - problem with income split 3,004 0 3,004Kent 0.00 42.00 42 Computer Conservation Society 3,248 4,446 7,694London North 1,921.00 1,505.00 3,426 Configuration Management 53 0 53

5,654 Consultancy 0 608 608

Data Centre 0 721 721Data Management 0 391 391Information Retrieval (IRSG) - problem with income split 5,965 5,442 11,407Information Security (ISSG) 0 6,482 6,482Internet 162 74 236Project Management (PROMS-G) 0 2,005 2,005Quality 1,903 0 1,903Scottish Testing Group 125 0 125Software Testing (SIGIST) 579 0 579Software Practice Advancement (SPA) 14,099 11,423 25,522YP Information Security 656 33 689

67,209

BCS Membership Board

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