Chartered Institute of Procurement & Supply Wolverhampton Branch Annual General Meeting February 25 th 1
AGENDA Section Presented By Page Ref 1 Welcome & Introduction Peter Nugent MCIPS 3 2 Budget & Financial Review of 2014-2015 Year Emma Goodwin FCIPS 3 3 Chairman s Report Review of 2014-2015 Year Peter Nugent MCIPS 6 4 Voting of Committee Members Peter Nugent MCIPS 9 5 Q&A All 10 6 AOB All 10 7 Closing Peter Nugent MCIPS 10 2
1 Welcome & Introduction Good evening everyone. My name is Peter Nugent and I am the chair of CIPS Wolverhampton branch. We are required as part of the AGM process to deliver a finance report, a chairman s report and then elect officers. The process will take approximately 15 minutes. So introducing Emma Goodwin who will give us a finance report. 2 FINANCE REPORT Good evening, I am your vice chair and treasurer and present this evening the finance report for the branch. As I talk you through the finance report, please bear in mind the following information & health warnings : This report is for the reporting period November 2104 to October 2015 All the numbers quoted here are ex-vat. Cips do not allocate spend based on its incurrence date but on its invoice date Budgets are limited and in some cases considerably reduced Events are generally free to members Speakers are not paid for their attendance 2014-2015 Review Attendance at branch events has seen steady growth over the period. Attendance has risen from circa 10 s in late 2014 to as high as 40 in late 2015. We were allocated 1750 to run the branch between November 2014 and October 2015. Due to late invoices being received the branch looks like it has a significant underspend, however the actual yearly spend was 1887.65, giving an overspend of 137.65. Appendix 1 tables all of the spend/invoices. You will 3
notice later-on in this reporting section that the late invoices are accounted for by CIPS in the current years budget at detriment to the branch budget for the current year. We ran 7 events which was an increase of 3 over the budgeted 4 which is the CIPS recommended standard. We have to do a mini business case to CIPS if we want to spend over 400 on an event, so generally we plan to come under this figure. For each event a proportion of the budget is spent on room hire/services and the rest is on refreshments. During the year we re-negotiated an improved price and specification for holding our events during 2015 and at the Park Inn Telford. Commitments were then made for the remainder of 2015 (May to end October 2015) and for 4 events during 2105- period this was agreed with CIPS centre. These reductions/fixed prices assisted us with increasing the number of events we are able to put on for the budget available and also operate a variable fee model in line with the number of attendees. Service Original Rate Rate Room Hire and Services 175.00 80.00 Tea and Coffee (Per guest) 2.75 2.00 Sandwiches & Chips (Per guest) 6.95 (Standard Sandwich platter 1 ) 6.95 (Premium Sandwich Platter 2 ) It is not CIPS policy to pay for speakers, but travelling expenses can be claimed, very few of our speakers actually do this. 1 Selection of basic sandwiches 2 Selection of Baguettes, Wraps and bloomer bread sandwiches 4
Where we co-host with a partner, or share the cost as a joint event with our other regional partners, (Birmingham and Hereford and Worcester), a proportion of the cost is shared, which obviously makes the budget go further. One such example is the hosting of the Presidents visit each year, where we share costs with Birmingham branch. The underspend you see of 543.60 for 2014-2015 has been absorbed by CIPS central. 2015- Forecast Year to date we have run 3 events, excluding tonight. The cost YTD has been 1321.50 (included in this is the 2014-2015 invoices of 681.25), you will have noted that the first event at Tanners Wine Merchants in December included a non-member contribution which was required to support this particular event. Appendix 2 of this report highlights incurred costs, the invoices received for the 2014-2015 period and also the forecast spend for the remainder of this period. We will continue wherever possible not to request member contributions but for non-members where contributions are requested we do try to minimise the number however every branch s budget for this year has been reduced so we have been allocated just 1200 from which we had planned to run 12 events. Going forward contributions from Non-members are to be requested to ensure members are not subsiding non-members and that the budget goes as far as it can. This 1200 budget number will need reviewing in light of the budget shortage unless we can secure further funding. An update between this report being submitted and the event of 25 th Feb taking place is that a further 800 has been secured taking the yearly budget (including 2014-2015 invoices) to 2000. This is very tight and we are still forecasting an overspend so will 5
require careful monitoring over the period. The committee will report on this issue on a regular basis. We are again co-hosting the Presidents visit in June with Birmingham and Hereford and Worcester branches. Birmingham branch have requested 800 for this event. Suggestions for increasing funding include that we should charge for all events that non-cips members attend or provide more basic or no catering. Before these suggestions are implemented a communication and feedback request will be issued to the branch membership and all views taken into consideration. We also wish to explore more events being sponsored by presenters and organisations to ensure that we can keep a regular programme and also retain the quality of each event and a varied list of discussion topics. I hope you feel we have achieved value for money for your contributions. We look forward to another successful year. Happy to take any questions or discuss any points arising afterwards. I will hand you back to Peter for the Chairmans report. 3 CHAIRMANS REPORT This report is for the year NOV 2014 OCT 2015 This a short synopsis of the highlights. It has been another good year for CIPS. In last 5 years CIPS membership has grown by 24%, Fellows by 150%, exam entries by 46% and sales revenue has grown 10% year on year. This last year has been the fastest growing year for members and the UK is the fastest growing area. Benchmarking conducted against other professional institutes positions CIPS as 2nd to the Law Society, in terms of sales volume. 6
CIPS key messages around tackling anti-slavery, bribery and corruption in the supply chain have been well received inside and outside the profession. This has helped raise the profile of the profession and its influence. As a branch we have been established for almost 5 years and have seen a steady increase in members attending events. We have increased the number of events as a response to membership requests. From a branch perspective our year has been extremely successful with 7 good and well attended events covering diverse areas of our profession. As a branch we have continued to work with members, students, businesses, Dudley college and Wolverhampton University in the following areas: We supported Dudley College, Peter Jones Academy, with the CIPS Negotiation Challenge. We supported Wolverhampton University and Dudley College with their careers fairs. We supported students find study centres to study CIPS qualifications. We supported students find placements. We supported industry with requests for support to procurement and supply chain issues. Events 1 In January 2015 we had Taking control of your career and achieving your potential 7
2 In February 2015 we had Carbon fibre textiles for composite material applications 3 In March 2015 we had Optimising Linked in 4 In May 2015 we had Effective networking 5 In June 2015 we hosted along with Birmingham and Hereford & Worcester branches the CIPS President visit at Dudley College. 6 In September we had SRM Setting up for success 7 In October we had Quenching our thirst We try to get a diverse range of subjects, speakers and locations. We are happy to have any input on subjects you might like to see covered or events you could host at your place of work. This year, we started off with In November we had Funky Negotiation followed by Marketing yourself don t leave anything to chance with Dan Plimmer from Jonathan Lee. We have the following events scheduled: Seriously, LinkedIn is an Important Element of Strategic Sourcing and AGM, With Andy Gwynn Beyond procurement s traditional delivery model, with Gerard Chick. What No Negotiation? - Public Sector Procurement with Mike Ludbrook, Neil Fuller Associates Procurement and Supply at the Heart of Business CIPS Presidents visit. Your Hired with Leighton Rose from Hays 8
Other highlights The Linkedin group continues to grow. We have a growing presence on Twitter which is a great place to get up to date thinking on business generally and procurement in particular. Just wanted to remind you that all of this has been done by a group of 4 volunteers who have day jobs and families but want to give something back to the profession and actually enjoy working together to get interesting things off the ground. I would like to thank Emma and Trevor for their help and support. I would like to say a special thank you to Steven Kitson who has been a committee member up until last month. Thank you Steve for your support as it was greatly appreciated. If you would like to be part of this team come and talk to us. Now is a great time to join in and bring new ideas. Ok, to the formal bit. 4 Voting of Committee Members I am going to stand as chairman. Emma, has agreed to continue as deputy chair & treasurer and Trevor has agreed to continue as secretary. We have the following roles that are vacant if anyone would like to join our committee: Communications officer 9
Education liaison officer Social media officer If any of you would like to come and help, then contact Trevor, Emma or myself. We normally suggest you come along to a committee meeting first and see how its run and then we can co-opt you on if you would like to continue. I ve deliberately kept this short but do come and talk afterwards if you would like to. I have received valid nominations forms for Peter Nugent as Chair, Emma Goodwin as Vice Chair & Treasurer and Trevor Jones as Secretary. Does anyone have any objections or other nominees for these posts? If not we will consider ourselves voted in. 5 Questions & Answers This is your opportunity to ask questions on anything you have heard this evening or of the committee. All questions will be noted and published as part of the minutes of the evening. Where an answer if unable to be given e.g. you require assistance from CIPS Central then we will take this forward on your behalf and response individually. 6 Any Other Business Is there any other business? 7 Closing Address If you require a copy of the report from tonight, please leave your full name, email and contact telephone number on the sheet provided. 10
I formally declare this AGM closed. I look forward to seeing you at the March event. Appendix 1 2014-2015 Costs and Expenses Date Reason Costs Inc VAT Income Balance Budget For the Year 1,750.00 22/01/2015 Venue costs at the Park Inn, Telford for the event that took place on 15/1/15 19/01/2015 Room hire and Refreshments, and catering for the branch event that took place on 19 Feb 2015 01/04/2015 Room hire and Refreshments, and catering for the branch event that took place on 19/3/15 at the Radisson Park Inn Telford 09/07/2015 Catering and refreshments with Stir Café & Bistro at Dudley College for the joint president event with Hereford & Worcester, Birmingham & Wolverhampton branch on 25/6/15 10/07/2015 Room hire and Refreshments, and catering for the branch event that took place on 21/5/15 at the Radisson Park Inn Telford 247.00 191.90 344.00 79.50 344.00 Total 1,206.40 1,750.00 29/10/15 Expenses at Tanners Wine merchants for a branch event on 29/10/15 24/09/15 Meeting room & Catering at the Park Inn Telford for branch events on 24/9/15 Total Spend not shown in 2014-2015 but incurred in the financial year 300.00 381.25 681.25 GRAND Total 1,887.65 1,750.00 543.60 Underspend ( 137.65) Overspend Events of 24/09 & 29/10 were invoiced after the October financial year end and have been included by CIPS in the costs and expenses for the 2105- year (see appendix 2) 11
Appendix 2 2015- Costs and Expenses Branch Commentary Date Reason Costs (Inc VAT) Invoiced and paid in 2015- Budget Year Invoiced and paid in 2015- budget year 03/12/2015 20/01/ 2015- Budget 21/01/ Forecast Income Balance Forecast Budget Allocated by CIPS Central 1200.00 Expenses at Tanners Wine merchants for a 300.00 300.00 branch event on 29/10/15 Meeting room & Catering at the Park Inn Telford for branch events on 24/9/15 (and 26/11/15 (Funky Negotiation) Meeting room & Catering at the Park Inn Telford for branch events on 21/1/16 (Marketing Yourself Don t leave it to Chance) 762.50 249.00 (Actual 2015-381.25) 259.00 231.00 TOTAL 1321.50 1200.00 ( 121.50 Overspend) 25/02/16 Seriously!!! Linked in is an important element 276.00 of strategic sourcing & AGM 17/03/16 Strategic Procurement 290.40 26/05/16 What no negotiation? - Public Sector 244.50 Procurement 30/06/ Hosting of Presidents Visit - Richard Masser 350.00 23/06/ Tbc 200.00 29/09/ Recruitment Focused Event - Improving your 181.50 chances of career success Increase Given Feb by CIPS Central 800.00 12
TOTAL 2000.00 ( 322.40 forecasted Overspend 3 ) 2322.40 Forecast Based on 20 Persons in attendance Room Hire, Projector Fees etc. 80.00, 2 Per Head for Tea & Coffee, Speaker Travel Expenses (variable estimate). There is currently no provision for Food. 3 Overspend for is based on the 681.25 being charged in the current year for the previous years expenses. 13