9: 30 Section Activities Report

Approval of Section Chair

Reimbursements must have all info before check will be released.

• Summary Expense Report
• Identify Function & Name/address
• Full description for each item
• Budget Line item
• Valid approval

Why Budget?

• IEEE Requirements.

• Region 5 Guidelines

• CTS ByLaws

• CTS Financial Policies & Procedures

Who Prepares CTS Budget?

• All Section Officers and Staff

• Chairman, VPs, Secretary, Treasurer, PACE Chair, Awards, Conferences, Professional Activities, Membership, Electronic Communications, & Student Liaison.

• ALL CTS CHAPTERS and Affinity Groups

• Note: Student Branch support is part of the CTS Student Liaison Coordinators budget.

Who Approves The Budget? IEEE CTS EXCOM

• All Section Officers and Staff

• Past two Section Chairs, Chairman, VP-Austin, VP-San Antonio, Secretary, Treasurer, & Manager Electronic Communications.

• ALL CTS CHAPTERS and Affinity Group Chairs

CTS Budget Approval Process

• Set target net based upon sound financial logic

• Identify Overall Budget Target

• Review budget in detail (handout)

• Present to ExCom for approval

Budget Tracking

• Use Budget Units as CTS Target

• However, when a Budget Unit goes over approved budget, then ExCom will be notified

Summary 2007

2008 Budget Requests

CTS Asset History

Impact Of Implementing Received 2008 Budget

Recommended Target Budget for 2008

Impact Of Implementing Recommended 2008 Budget

2008 BUDGET APPROVAL PROCESS

• STEP Number

• 1. Review 2007 revenues and expenses (handout)
• 2. Review 2008 overall budget plan (-$40,000)
• 3. Make motion to Approve
• 4. Garrett asks for a Second
• 5. If Second Received, Garrett asks for discussion
• 6. When discussion is closed, ask for a vote
• 7. If 51% of Excom members in attendance (including proxies) approve, then budget is approved.

List of BIG 3 Recommendations to meet 2008 Objectives

• Meetings: Charge fee for Food

• Plan Conferences, workshops, symposiums that yield a net surplus

• Secure Company sponsorships for attending conferences

ANY QUESTIONS ??

Secretary’s Report IEEE Central Texas Section Spring Planning Meeting January 26, 2008

Topics

• IEEE Report of the Secretary

• Meeting Reports

• Officer confirmation

• Elections

• Contact Lists

IEEE Report of the Secretary

• Lots of useful organizational data

• Available at http://www.ieee.org/organizations/corporate/secrpt/index.html

• Similar data is available in the Dashboards section of SAMIEEE

Meeting Reports

• L-31 Form filed electronically

• www.ieee.org/L31

• Filed after each meeting

• Include [e-mail] as secretary

• A hard copy should be stored

• Bring your reports up to date; this affects section rebate

Officer Confirmation

• Necessary to maintain/correct/current lines of communication

• Report drives IEEE officer and member records

• MUST submit within 20 days when any change in Section officers

• A hard copy should be stored

Elections

• Section elections are every other year

• Chapter elections are every year

• Chapter Chair must be current IEEE member

• Report chapter officers (hopefully with IEEE Member numbers and email address) to Section Secretary by end of year

• Chapter officers must be filed by 2/20
• Handout shows chapters who have reported