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BCS Membership Board. Treasurers’ day. 23 March 2012. Iain Thompson. Introduction and Objectives. Agenda . Morning 11.00 to 12.45 Introduction and objectives (IT) Ice breaker on Supplementary Funding Requests (All) Discussion in groups Feedback in plenary

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Bcs membership board

BCS Membership Board

Treasurers’ day

23 March 2012


Introduction and objectives

Iain Thompson

Introduction and Objectives

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Agenda

Agenda

Morning 11.00 to 12.45

  • Introduction and objectives (IT)

  • Ice breaker on Supplementary Funding Requests (All)

    • Discussion in groups

    • Feedback in plenary

  • Governance round the Finance Committee, the Terms of Reference 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

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Objectives for the day

Objectives for the day

  • To make it easier for Treasurers and MB Finance Committee to work together

  • To explain the budget process for the Financial Year 2012-2013

  • To keep you up to date with financial processes and guidelines

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Ice breaker groups

Ice breaker groups

  • Group 1

    • Bowen

    • Oram

    • Freedman

    • Mitchell

    • Cox

    • Nisbet

      Group 2

    • Hayton

    • Palmer

    • Hulm

    • Rowlands

    • Downs

    • Radford

      Group 3

    • Hill

    • Pearson

    • McGuiness

    • Arrowsmith

    • Eldridge

    • Wilson

      Group 4

    • Johnson

    • Beus-Dukic

    • Dean

    • Clarkson

    • Green

    • Sansom

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Governance and mb finance committee

Governance and MB Finance Committee

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Mb finance committee terms of reference

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

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Total member group expenditure by month

Total Member Group Expenditure by month

2010 – 2011

2011 - 2012

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Projection to year end

Projection to year end

Purely a personal view

Total spend will be around 75% of budget

BUT

In order to accommodate supplementary funding requests MBFC will need to reallocate unspent funds

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Treasurers day 2012

Treasurers Day 2012

Budget process for FY2012-2013


Timetable for 2012

Timetable for 2012

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Timetable for 20121

Timetable for 2012

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Timetable for 20122

Timetable for 2012

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Timetable for 20123

Timetable for 2012

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Timetable for 20124

Timetable for 2012

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Timetable for 2012 part 2

Timetable for 2012 part 2

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Timetable for 2012 part 21

Timetable for 2012 part 2

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Timetable for 2012 part 22

Timetable for 2012 part 2

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Timetable for 2012 part 23

Timetable for 2012 part 2

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Points to consider when preparing your bid

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

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Treasurers day 20121

Treasurers Day 2012

Supplementary Funding and Carry Forward


Supplementary fund process

Supplementary fund process

Group Treasurer completes form

Application submitted to MGT

MGT confirm receipt and advise timescale

Application comes to Chair MBFC- usually for discussion at next mtg

Proposer told of result either by MGT or Chair MBFC

Accounts are updated

Proposer submits report of event

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Carry forward mechanism

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

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