BCS Membership Board

1. BCS Membership Board Treasurers’ day 6 March 2013

2. Iain Thompson Introduction and Objectives Presentation to insert name here

3. 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

4. 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 2013-2014 • To keep you up to date with financial processes and guidelines “ Presentation to insert name here

5. Governance and MB Finance Committee Presentation to insert name here

6. 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

7. Ice breaker groups • Group 1 • Chris Arrowsmith • Peter Crouch • Irene Glendinning • Alan Jones • Andrew Norris • Ian Salvage Group 2 • Martin Beer • Jennifer Dean • Dan Hayton • Peter Klein • Denise Oram • Christopher Snee Group 3 • Julian Brown • Erika Downs • Carol Hulm • Janet Kneller • Colin Pearson • Michael Stone Group 4 • Tom Charnley • Peter Eldridge • Geoffrey Hunt • Christopher Knight • John Reid • Ian Sunley Group 5 • DeepinderChhabra • Kylie Fowler • Nilesh Jain • Don Levin • Michael Rowbory • David Wilson Group 6 • Adrian Cobley • Rosemary Gilligan • Roger Johnson • Bruce Nicholls • Peter Rowlands Group 7 (Remote) • Sean Clark • Andrew Cox • Michael Jackson • Ian Marshall • Margaret Ross • NileshThatte • Marc Wentworth Presentation to insert name here

8. Finance Committee & Current position Presentation to insert name here

9. 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

10. Year end results 11/12 Presentation to insert name here

11. Current results 12/13 Budget bids 2012 Branches £196K SGs Exp £570K Income £370K Presentation to insert name here

12. Current results 12/13 End January (5 months) Branches spend £41K SGs spend £31K Presentation to insert name here

13. Treasurers Day 2013 Budget process for FY2013-2014

14. Timetable for 2013 Presentation to insert name here

15. Timetable for 2013 Presentation to insert name here

16. Timetable for 2013 Presentation to insert name here

17. Timetable for 2013 Presentation to insert name here

18. Timetable for 2013 Presentation to insert name here

19. Timetable for 2013 part 2 Presentation to insert name here

20. Timetable for 2013 part 2 Presentation to insert name here

21. Timetable for 2013 part 2 Presentation to insert name here

22. Timetable for 2013 part 2 Presentation to insert name here

23. 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

24. Treasurers Day 2013 Supplementary Funding and Carry Forward

25. 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 Presentation to insert name here

26. 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

27. Carry forward amounts 2012-2013 Presentation to insert name here