3.2.1 Establish annual budget goals with incremental increases in the proportion of revenue from sources other than dues and conferences

Transcription

1 Report, Plans & Budget Association Year Establish annual budget goals with incremental increases in the proportion of revenue from sources other than dues and conferences 3.3 Budgets reflect and are aligned with Strategic Plan The 2013 Budgets were linked to the Goals, Strategies and Outputs of the Strategic Plan. During 2012 we used a facilitator to develop our next multi-year Plan, and this effort was completed in October, The new Plan is found on the Board web site at: The financial system was enhanced by the Treasurer during this year by migrating our financial data to Quickbooks - from Quicken - and sharing access over the Internet. This Quickbooks based accounting system tracks income and expenses using the association s Requisitions and Invoices, all of which are mapped to the approved budgets, accounts, class and cost centers. It also uses consistent receipt and expense codes throughout. For example: The numerical codes from the Strategic Plan and account codes in these planning documents are used on the Requisitions, Invoices and accounting software, providing financial tracking of our budgets to our efforts and mapping to the Strategic Plan Requisitions and Invoices are found on the Board web site at: and Again this year our activities planned for this year are taken from the Plan and are based on the Strategies, Milestones and Outcomes found in the document. At the Annual Board of Directors Retreat in June, 2013, a presentation was made on the planning and budgeting process we use to map our efforts to the Strategic Plan. We discussed new areas to add the Strategic plan and how the planned efforts which are not currently in the Plan can be added year by year. Each Management Unit is completing their planning and budget documents from portions of the Plan assigned to their group. After receiving the plans, the Board will set annual budget goals for the Management Groups and for our events and activities, such as the Advocacy, Member Services, our 2014 Annual Conference, expanding our Endowment Fund and our other efforts. Budget FY 2014 No additional budget is required for these activities UPHA Strategic Plan 2013 Report, Plans and Budget Page 1

2 Report, Plans & Budget AY Assure that all financial reporting systems are up-to-date and reflect best financial management practices Treasurer turnover and refining of financial roles during this last year has resulted in a year long transition period for the Association s financial management systems. Also, we clarifed our interaction with one of our financial support institutions. J. Hall, the UPHA Treasurer elected in 2012, resigned in late Before the resignation, the Financial Group, President and the Executive Director began a process to split the Treasurer s duties into Bookkeeping and Treasurer assignments. Also, an effort began to rewrite the Financial Policies and Procedures incorporating this division. The Executive Director and Administrative Assistant assumed the Bookkeeping duties and a new Treasurer was elected in April, 2013, at the Annual Business Meeting. The Treasurer s assignment included maintaining the Association s financial reporting responsibilities. T. Purser, the Treasurer elected in 2013, however, has not been able to assume the Treasurer duties and at the time this annual plan and budget is being developed we assume he will be resigning in the next month or so. This has resulted in the Executive Director also taking over the Treasurer duties as well as those of Bookkeeping. Some basic reports were generated during the year, including detailed contributions to the Endowment Fund and very basic receipt and expense reports for preparation of the budgets for the coming year. The Immediate Past President and Financial Group have been working on finding a replacement for our Treasurer and refining the duties of the Treasurer and the Bookkeeping staff. Financial reporting must be a priority for the year for the replacement Treasurer and Bookkeeping functions. During this year we had to clarify with our savings and investment institution, Merrill Lynch (ML), how our Endowment Funds are to be managed. We found some misunderstanding between UPHA and ML regarding the Association s intent for the Fund and depositing of funds into the appropriate account. We also had to clarify our financial procedures used by the Treasurer and Bookkeeping group for funds being deposited into the correct ML Endowment fund account. Our current President and a past President, the Executive Director and Financial Group representatives held meetings with our ML account representatives and the funds are now being deposited and managed the way we requested. 1. Train new financial Officers and staff on all aspects of the financial systems. 2. Complete the effort to separate the Treasurer functions from the Bookkeeping duties and train all involved on these duties. 3. Complete the updating of the Financial Policies & Procedures resulting from this change in responsibilities. 4. Enhance the Quickbooks reporting features so that report formats are crated and used consistently to report the Association s financial position and the receipt and expense details of each budgeted event and activity. UPHA Strategic Plan 2013 Report, Plans and Budget Page 2

3 5. Report at least quarterly to the Presidents, Executive Committee and Board of Directors on important and transformational interaction with our financial support institutions, providers and Contractors. Budget FY 2014 RECEIPTS Association Internal Service Fees $1, Exhibitor Fees Received $0.00 Grants Received $0.00 Membership Dues Received $0.00 Other Receipts $0.00 Registration, Sponsored Mgts $0.00 Scholarship Funds Received $0.00 Sponsor $0.00 TOTAL RECEIPTS: $1, EXPENDITURES Association Staff $1, Awards, Contributions, Memberships $0.00 Dispersment of Conf Revenues $0.00 Food, Luncheons, Catering $0.00 Office Costs, Supplies, Printing, Postage $0.00 Other Costs $0.00 Professional Fees, Honorariums, Legal Fees $0.00 Scholarship Expenses $0.00 Travel Expense $0.00 TOTAL EXPENSES: $1, DIFFERENCE $0.00 Internal Services Estimate of Executive Director s Billable time $1,500 Staff Estimate of 5% of Executive Director s salary Billable hours for staff or contractor Bookkeeping costs $750 UPHA Strategic Plan 2013 Report, Plans and Budget Page 3

4 Report, Plans & Budget AY Document and Manage Association's Business Plan & Systems The Business Plan was enhanced during this year in the following ways: 1. Developed a new multi year contract with a professional event planner. 2. Completed the transfer of our Accounting system to QuickBooks 3. Trained all new Officers and Board members on duties and expectations 4. Expanded the use of new credit card reader Merchant Account for on-site and phone transactions at 2013 Annual Conference, Membership Booth, Advocacy Summit and Golf Tournament 5. Helped draft resolution for UPHA Sections for 2014 Business Meeting 6. Finished consolidating our multiple ecommunication services into one, terminating the State of Utah ListServ and all management units using Convio Luminate and trained Board members involved 7. Coordinated with APHA and Convio on several issues with our account with Convio 8. Enhanced and expanded the use of additional online systems for association events, including Registration, Abstracts, Membership, Exhibitors, Sponsors and subscribing to new systems (new ecommerce credit card resource and subscribing to consolidated system Convio) 1. Draft and complete a Continuity Plan for Officers in the Association and insure bylaws include replacing resigning positions 2. Draft a plan for replacing officers after a resignation 3. Complete the transition to the two responsibilities for our Treasurer and Bookkeeping functions and process Position Descriptions for each 4. All Management groups Work Plans with revenues and/or expenses for will include a report from the previous year, written descriptions of activity plans and a budget for income and expenses 5. An Association Annual Report at the Annual Business Meeting will be generated from written reports for each Work Plan 6. Maintain association Liability policies (General, Director & Officer and Employee Practices) 7. Maintain annual corporation and other registrations 8. Assist new Membership Committee in clarifying and advertising benefits we offer our members 9. Review Internal Service rates for possible increase or decrease 10. Complete testing GoToMeeting conferencing services for our Board and other meetings UPHA Strategic Plan 2013 Report, Plans and Budget Page 4

5 Budget FY 2014 RECEIPTS Association Internal Service Fees $1, Exhibitor Fees Received $0.00 Grants Received $0.00 Membership Dues Received $0.00 Other Receipts $0.00 Registration, Sponsored Mgts $0.00 Scholarship Funds Received $0.00 Sponsor $0.00 TOTAL RECEIPTS: $1, EXPENDITURES Association Staff $ Awards, Contributions, Memberships $0.00 Dispersment of Conf Revenues $0.00 Food, Luncheons, Catering $0.00 Office Costs, Supplies, Printing, Postage $ Other Costs $0.00 Professional Fees, Honorariums, Legal Fees $ Scholarship Expenses $0.00 Travel Expense $0.00 TOTAL EXPENSES: $1, DIFFERENCE $0.00 Internal Services Estimate of Executive Director s Billable time $1,500 Staff Estimate of 5% of Executive Director s salary Office Office supplies and minor software upgrades $240 Professional Yearly fees for GoToMeeting service $500 State of Utah Corporation Registration $10 UPHA Strategic Plan 2013 Report, Plans and Budget Page 5

6 Report, Plans & Budget AY Coordinate and Report on all Support Institutions Reported to Board on important interaction with our contractors and other support institutions and managing changes needed during the year. These included: Processing signature changes and associated Board approvals with for Financial Institutions (MACU, Merrill Lynch) Working with Dr. White on Payroll contractor (Paychex) Contact with Internet services provider and Domain Name services (XMIssion, Network Solutions) Office space (UALHD) Worked with APHA s Affiliate Online Community Administrator for APHA s Convio advocacy and ecommunications service Continue to report to the President, Executive Committee and Board of Directors on important and transformational interaction with our support institutions - financial, payroll, Internet, office space, online communities and ecommunication providers and Contractors. UPHA Strategic Plan 2013 Report, Plans and Budget Page 6

7 Budget FY 2014 RECEIPTS Association Internal Service Fees $ Exhibitor Fees Received $0.00 Grants Received $0.00 Membership Dues Received $0.00 Other Receipts $0.00 Registration, Sponsored Mgts $0.00 Scholarship Funds Received $0.00 Sponsor $0.00 TOTAL RECEIPTS: $ EXPENDITURES Association Staff $ Awards, Contributions, Memberships $0.00 Dispersment of Conf Revenues $0.00 Food, Luncheons, Catering $0.00 Office Costs, Supplies, Printing, Postage $0.00 Other Costs $0.00 Professional Fees, Honorariums, Legal Fees $0.00 Scholarship Expenses $0.00 Travel Expense $0.00 TOTAL EXPENSES: $ DIFFERENCE $0.00 Internal Services Estimate of Executive Director s Billable time $750 Staff Estimate of 5% of Executive Director s salary UPHA Strategic Plan 2013 Report, Plans and Budget Page 7

8 Report, Plans & Budget AY Maintain Business and Office Functions 1. Updated Physical Inventory of Equipment, Software resources when changes occurred. 2. Human Resources: Drafted new Treasurer and Bookkeeping Positions Descriptions 3. Managed association mail, phones, faxes and other incoming communications. 1. Negotiate annual Rent Agreement with UALHD for Provo Office rent (Mail, Phones, Fax) 2. Update Physical Inventory of Equipment, Software and Intellectual resources. 3. Human Resources: Complete all Position Descriptions and post online 4. Finish Recruitment Procedures (Lobbyist, interns, etc.) 5. Develop efficient Archiving / Storage procedures and locations 4. Manage association mail, phones, faxes and other incoming communications UPHA Strategic Plan 2013 Report, Plans and Budget Page 8

9 Budget FY 2014 Receipts Internal Service Funding from Billable Hours and Indirect $1,600 State of Utah refund of State Sales Taxes we pay $200 Expenditures Professional Rent for Office space, phones, printer, fax, supplies $1.600 Insurance $200 UPHA Strategic Plan 2013 Report, Plans and Budget Page 9

10 Report, Plans & Budget AY Maintain Association s Information Technology systems and components 1. Performed two tests of GoToMeeting networking software for possible use for Association Meetings 2. Upgraded the following Association systems a. Membership Renewal notifications enhanced, ID Numbers integrated better with Conference system; new year reports and date updates, provided access to Past President and trained on access to data b. Conference Planning Enhanced the online Abstract, Exhibitor / Sponsor databases; written documentation and training completed and provided; enhanced Registration system to include Key Codes for HEAU and UEHA members c. Enhanced online Convio Registration system to complete migration to Convio 3. Assisted and trained Policy and Communication Management Units in using Convio Advocacy and Communications system (Constituent database, Alerts, Campaigns, etc.) 4. Enhanced the internal / Board web site by adding Meeting information (Agendas and Minutes, etc.) and enhanced the 2013 training for new officers and board members 5. Completed the discontinuation of the Utah State ListServ and migrated members onto Convio Luminate services 6. Maintained the Membership Database and sent out renewal reminders, printed and processed all renewals received and new member joins with a Membership Card letter and attachment listing recent Association accomplishments 7. Updated documentation of Event Planning Systems (Planning Committee Involvement, Planning Site / Wiki, Abstracts, Presenters, Registration, Agenda, etc.) 8. Coordinated Association s Merchant Account (Payware and Linkpoint) 9. Coordinated changes to Payroll provider (Paychex), including updating our status as a 501c3 organization and access for President 10. Coordinated several meetings and adjustments to deposits into our savings and investment institution (Merrill Lynch) 11. Coordinated with other systems on several matters, including PCI Compliance audits, accounting types and with other sustainability, continuity efforts and planning initiatives. 1. Continue to test GoToMeeting and possibly GoToWebinar options for Association meetings and make recommendation on subscribing to one or both of these services 2. Upgrade Association operating systems, hardware and software as needed and as budgets allow 3. Continue assisting Policy and Communications Management Units in increasing use of Convio Advocacy and Communications system (Constituent database, Advocacy Alerts, Campaigns, etc.) 4. Continue growing the Board internal web site as a repository for the Association s internal and business functions 5. Enhance the Membership system at the beginning of the year with renewal reminders and acknowledging renewal payments and updates of data and new member joins 6. Update documentation of Event Planning Systems (Planning Committee Involvement, Planning Site / Wiki, Abstracts, Presenters, Registration, Agenda, etc.) 7. Coordinate long term / multi-year initiatives with Association s Merchant Account, Payroll provider and Investment Broker and any others, including sustainability and continuity efforts and planning. UPHA Strategic Plan 2013 Report, Plans and Budget Page 10

11 Budget FY 2014 RECEIPTS Association Internal Service Fees $10, Exhibitor Fees Received $0.00 Grants Received $0.00 Membership Dues Received $1, Other Receipts $0.00 Registration, Sponsored Mgts $0.00 Scholarship Funds Received $0.00 Sponsor $0.00 TOTAL RECEIPTS: $11, EXPENDITURES Association Staff $7, Awards, Contributions, Memberships $0.00 Dispersment of Conf Revenues $0.00 Food, Luncheons, Catering $0.00 Office Costs, Supplies, Printing, Postage $ Other Costs Equipment, Sofware $4, Professional Fees, Honorariums, Legal Fees $0.00 Scholarship Expenses $0.00 Travel Expense $0.00 TOTAL EXPENSES: $11, DIFFERENCE $0.00 Receipts Internal Service Funding from Billable Hours and Indirect $10,200 Membership from Billable hours $1,000 Staff Time 25% Conferences, Events - $5,000; 10% Membership - $1,000; 10% Convio - $1,000 Office Supplies, Software Software, postage, office supplies Equipment Portable Printer, Laptop UPHA Strategic Plan 2013 Report, Plans and Budget Page 11

12 Report, Plans & Budget AY Expand Resource Development Effort 1. Assisted Dr. White in donation efforts, including the association s Endowment Fund 2. Encouraged Conference planners and Board to give appropriate credit to Donors announcements, events and written 1. Provide support to Dr. White in Resource Development efforts, including the association s Endowment Fund, Scholarships, etc. 2. Assist all Management Groups in giving constant and appropriate credit to Donors announcements, newsletters, conferences, events 3. Assist President in providing appropriate recognition letters of thanks / awards / certificates / plaques to donating organizations UPHA Strategic Plan 2013 Report, Plans and Budget Page 12

13 Budget FY 2014 RECEIPTS Association Internal Service Fees $0.00 Exhibitor Fees Received $0.00 Grants Received $0.00 Membership Dues Received $0.00 Other Receipts $0.00 Registration, Sponsored Mgts $0.00 Scholarship Funds Received $2, Sponsor $25, TOTAL RECEIPTS: $27, EXPENDITURES Association Staff $0.00 Awards, Contributions, Memberships $0.00 Dispersment of Conf Revenues $0.00 Food, Luncheons, Catering $0.00 Office Costs, Supplies, Printing, Postage $0.00 Other Costs $0.00 Professional Fees, Honorariums, Legal Fees $0.00 Scholarship Expenses $2, Travel Expense $0.00 TOTAL EXPENSES: $2, DIFFERENCE $25, Receipts: Goal for Endowment fund $25,000 in donations Possible $2,000 UPHA Scholarship for the MPH program at a Utah university or college Expenditures: Scholarship Funds for Scholarship Difference Funds to Endowment Fund UPHA Strategic Plan 2013 Report, Plans and Budget Page 13