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Ba$ic Budget Writing for Title VI Elder$ Program$

Ba$ic Budget Writing for Title VI Elder$ Program$. Shelly Zylstra Northwest Regional Council zylstra@dshs.wa.gov. Not as Hard as it Seems!. Although you may never have written a budget it takes common sense and a little math to make it work.

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Ba$ic Budget Writing for Title VI Elder$ Program$

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  1. Ba$ic Budget Writing for Title VI Elder$ Program$ Shelly Zylstra Northwest Regional Council zylstra@dshs.wa.gov

  2. Not as Hard as it Seems! • Although you may never have written a budget it takes common sense and a little math to make it work. • You know more about your program than your accounting department • Don’t let them dictate how the money will flow!

  3. Overview • Understand the Basics • Indirect Costs • Costs that do not change • Costs that could change • Costs that are very flexible • The Bottom Line

  4. The Basics • Understanding the program gives you a head start on the budget • Knowing the grant amount is the first step • List all of the things that you will need to spend money on • Personnel - Benefits - Mileage • Food - Supplies - Rent • Utilities - Tools - Repairs

  5. Costs that Do Not Change • These are costs that remain the same throughout the year • May be a contracted rate • May be a rate that is established by the tribe, or by a lease • Although they can change, for the most part they are easy to predict and don’t vary much • These are NECESSARY Costs to your program and are budgeted FIRST

  6. Rent Payroll Benefits Water/Sewer/ Garbage Linen Service Soap Service Others? For each of these, calculate the actual cost per year and write on a worksheet. Look at last year’s costs to estimate what you will spend this year. No records? Use the closest month you have X 12! Costs that Do Not Change

  7. Costs that Could Change • These are costs that you could manage to reduce with some program changes or careful watching • These changes may not be large on their own, but when you add them up, can make a significant change in the budget.

  8. Transportation Travel Training Communication Supplies Repairs Small Tools These expenses, while necessary, could be minimized by being careful and monitoring costs regularly. Limit telephone calls, maintain equipment, purchase good tools, watch travel. Costs that Could Change

  9. Costs that Are Very Flexible • These costs are able to be changed from month to month and should be monitored closely • Some of these items are the largest parts of your budget and are the most flexible • Changes in these costs don’t have to result in lower program quality or satisfaction

  10. Food & Supplies Cutting your food costs can be done quite easily without impacting elder satisfaction with services. Supplies need to be closely evaluated Cheaper is not always cheaper Expensive is not always better Costs that Are Very Flexible

  11. Drafting the Budget • On a piece of paper, list all of the costs starting with the unchangeable, to the somewhat changeable, to the flexible • Put the estimated monthly cost and multiply it times 12 to get the annual cost • If you know annual cost, use that number!

  12. Put in all costs that you have listed, not including any costs that are included in the indirect costs Utilities Rent Taxes For Food Costs, add up the total of the groceries purchase in a month It is better if you have several months (or even a year!) For Supplies, add up the total as well Drafting the Budget

  13. Compare Budget to Grant • If you are under budget (grant is more that expenses) you can add staff, a meal day, or spend more on food • If you are under budget, you can fundraise or cut program costs

  14. Cutting Program Costs • Make/Buy Decisions • Asking for and using donated foods • Buying from one place and piggybacking on another contract • Buy local!

  15. Cutting Program Costs • Never split a case • Make sure you are using an appropriate product for your recipe • Plan to use your leftovers

  16. Cut a program day Deliver two meals per day or once per week Defrost the Freezer Cut the thermostat for heating and cooling Use cheaper, high acceptance entrees and desserts Use traditional foods Recruit some volunteers to help with production and delivery Others??? Cutting Program Costs

  17. Fundraising • Varies tremendously by group and location. • Numerous tribes do a variety of things to raise money for elders programs. • Garage Sales, crafts, catering, donations from Grocery Stores, Angel Trees (adopt-an-elder) • What have you tried?

  18. Once You Balance • You aren’t quite done • Keep Good Records • Before you turn your bills in for payment, put the amounts in a ledger book or a spreadsheet • Make certain that each month you are matching your monthly budget • If not, adjust for the next month…not all at once • Ask the elders for their help in making decisions, they have all had to make ends meet at one time or another.

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