BCS Membership Board

BCS Membership Board Treasurers’ day 23 March 2012

Iain Thompson Introduction and Objectives Presentation to insert name here

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 Presentation to insert name here

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 “ Presentation to insert name here

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 Presentation to insert name here

Governance and MB Finance Committee Presentation to insert name here

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

Total Member Group Expenditure by month 2010 – 2011 2011 - 2012 Presentation to insert name here

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 Presentation to insert name here

Treasurers Day 2012 Budget process for FY2012-2013

Timetable for 2012 Presentation to insert name here

Timetable for 2012 part 2 Presentation to insert name here

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

Treasurers Day 2012 Supplementary Funding and Carry Forward

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

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

BCS Membership Board