ALA Finance WorkshopRound Tables

Good Things to Know

Norman EriksenPhiladelphia Marriott, Salon K/L

Philadelphia, PA

Friday - January 11, 2008

What is the Role of a Round Table Treasurer or Finance Person

To work with the steering committee and committee chairs of the RT to create a budget that ensures the enough funds to cover RT all expenses and to have a net asset balance at all times.

Each committee chair should have a list of all budget code that can be used by their committee and a basic budget procedure specific for that committee with a budget ceiling.

Operating expenses should be covered primarily by dues income- can supplement with various fund raising activities.

What is the Approval Process for a Round Table Budget ?

Steering committee and Treasurer, in conjunction with staff, create then send to the ALA staff liaison for review.

The ALA staff liaison then discusses with the BARC liaison as part of the budget approval process.

The results are then approved by BARC, forwarded to F&A/Executive Board where it is where it is integrated in the total ALA budget.It is then presented to Council for final approval.

ANNUAL BUDGETARY PLANNING CALENDAR

October - Fall Board Mtg.

The Executive Board reviews the strategic plan as presented by the Executive Director/Senior Management and further defines the strategic focus resulting in the broad programmatic objectives. The Executive Board and BARC review and approve the Division’s final Budgetary Ceiling for the current year.

Midwinter Meeting

The Executive Board - Treasurer - presents the broad programmatic objectives to Council for approval. BARC monitors the current budget. President-Elect proposes presidential program budget.

January ALA staff prepares the Annual budget based on the broad programmatic objectives.

April - May The Executive Board receives from staff - Senior Management - the preliminary budget, which is reviewed and then forwarded to BARC for a detailed analysis.

May - June Staff – unit managers and senior management - updates the budget.

Annual Conference

Executive Board approves the budget. Council approves the budgetary ceiling. Division Boards approve their budgets.

September - October

ALA management reviews the strategic focus of the Association.

August - September

Staff begins preparing next year’s budget and three - year financial plan.

March - April Budget hearings for ALA and the Divisions are held.

Review and Development of

Budgets

Division and Round Table Boards are responsible for program prioritization, funding and analysis. The Budgetary Ceiling calculation is unique for Divisions and Round Tables – both can carryover and spend fund balances balances, which gives maximum flexibility.

The ALA Management Group (Executive Director, Associate Executive Directors, Development Office Director, Human Resources Director, ITTS Director and a Division representative) review and recommend all Division and Round Table budgets to BARC, along with all other ALA budgets.

Transfers and creation of the Endowment

Budget to actual variances of revenue and expenses should not vary more than +- 10%.

Review and Development of

Budgets (continued)

Year-to-year revenue increase should equal or exceed year-to-year expense increase.

BARC reviews financial trends and ensures compliance of budgets with ALA policy. Key indicators of financial trends include:

-         - membership statistics

-         - major sources of revenue

-         - changes in net assets

-         - performance results of prior budgets,

-         new ventures, which may result in additional risk

-         - additions to staff, programs, or capital equipment, which need to be reviewed over a long run basis

-         - significant changes between years

-         - reserves levels.

Budget Planning Alerts

Net asset balance falls below 25% of the annual operating expenses, indicating revenues are barely sufficient to cover expenses.

Erosion of the net asset balance over time.  Expenditures that exceed annual revenues except

when due to a multi- year funding strategy for projects such as division national conferences.

 Year-to-year expense increase is greater than year-to-year revenue increase.

No increase in dues revenue.

No net revenues from revenue generating projects such as publishing or conference.

Unit Budget Discussion Points

How do units balance short term vs. long-term priorities of the Association?

  What is the new norm for expected financial

growth?  What is the mechanism your unit has used to

add/delete activities?  How do units finance increasing demand for more

programs when revenues are not growing?  What do units consider the priorities at the ALA

level? How can units provide input in the process?  Are reserves levels adequate?

Are reserves levels adequate to make transfers to the Endowment? 

Budget Reports

Issued monthly and forwarded to RT by the staff liaison

Covers all activity in the account(s) Important to carry over net asset

balance from current fiscal year to next fiscal year

Line items- funds allocated to cover expenses for the current fiscal year

- Best to have a fund line in case of an unanticipated need

- If no activity on the line will not impact on the budget

Endowment Funds

Overseen by Endowment Trustees and policy 8.5.1

To be used to fund book awards/scholarships and any other identifiable expenses

Not to be used for operating expenses, except any net interest

$10,000 minimum to open account

Development Office Will assist RT’s in fund raising

programs Donations can be raised for

endowment and operating expenses Supply donation direct mailer

envelopes RT fund raising activates are not

listed in the ALA donation website RT should have their own fund

raising/development committee Sample donation letter is helpful

Important Contacts

Treasurer’s web page - Access

point for all financial information - Rod Hersberger

http://www.ala.org/ala/ourassociation/governanceofficeb/alafinancialinfo/alafinancialinfo.htm

Development Office - Kim Olsen-Clark Endowment - Robert Newlen (2008) ALA Staff - Assigned ALA Staff liaison - Gregory Calloway

- Keith Brown