Recruitment and retention for sections

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SECTION AFFINITY GROUP FINANCES 2011 LTC
Dallas, TX March 4 to 6 Leonard A. Anderson, PE
AndersonL_at_asme.org Mandy Cowgill
BrogdonM1_at_asme.org Bill Robbins
RobbinsW1_at_asme.org
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OBJECTIVES

1. Overview of ASME Section Affinity Group
   financial operations
2. Links to ASME policies
3. Merit-Based Funding Process and relationship to
   unit operations budgeting and planning
4. Custodian Funds

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OUTLINE Part I

• Basics
• Handout Inventory
• Expenses
• Income
• Success Stories
• Events
• Section / Affinity Group Funds
• Accounting
• Financial Reports Manager
• Questions
• Continue on to Merit Based Funding

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BASICS

• Expenses (Uses for Funds) What does an ASME
  Section or Affinity Group spend funds for?
• Income (Sources of Funds) Where does an ASME
  Section or Affinity Group get its operating
  funds?
• Fiscal Year How does ASMEs Fiscal Year differ
  from the calendar year? (July 1 June 30 vs. Jan
  1 Dec. 31)

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HANDOUTS

• Overview of specific financial information -
  LTC_financial_handout_11.doc
• Dayton Engineering Sciences Symposium.pdf
• Event essentials Events.doc
• Custodian Fund Explanation.pdf
• MBF handout - Sections.doc
• MBF handout - Affinity Groups.doc

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EXPENSES

• Meetings, tours, conferences, short courses and
  special projects
• Recognition, honors and awards
• Support for officers and members to participate
  in ASME programs
• Speaker programs
• Scholarship programs
• Newsletters and other member communications

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INCOME - MERIT-BASED FUNDING

• Current method of providing funding to Sections
  and Affinity Groups from ASMEs Operating Budget
  based on Units achievements
• To be discussed in detail in the second half of
  this session

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SECTION INCOME - DUES STATEMENT

• FY08 (1st yr) 95K FY09 87K
• FY10 - 83K donated
• FY 11 85K donated
• Checks / EFTs should have been distributed by now
  for FY 11
• Consider sending out reminders to Members to
  renew and mention they can donate directly to the
  Section on their dues statement

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How Do We Raise Money? Ask for it!

• Individuals
• Face-to-Face Asks
• Direct mail, letter campaigns
• On-line campaigns
• Telethons
• Special Events
• Products sales

• Foundations
• Submit letter of inquiry proposal
• ASME sources
• Outside Foundations
• Corporations
• Sponsorships
• Corporate Foundation/Marketing
• Matching gifts
• Campaign gifts

If Doing Any Major Fundraising, Check With Your
District Leader to Insure Youre Not Interfering
With Something Being Done by ASME or the ASME
Foundation
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EXAMPLE OF A SECTION SUCCESS STORYInteractive
Discussion on the Dayton Engineering Sciences
SymposiumMandy Cowgill BrogdonM1_at_asme.org
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PREMISE

• Annual symposium
• Local engineers present research
• Commercial
• Military
• Academic
• Commercial sponsors
• Held at local university
• Continental breakfast, lunch with speaker

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COST FOR ATTENDEES

• Undergrad students (presenting) 0
• Grad students (presenting) 0
• All other students attending 25
• Unemployed ASME members 25
• Keynote/luncheon only 30
• ASME members 75
• Non-ASME members 100

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GROWTH OF EVENT

• 2010 was 6th annual event
• 2005
• 6 ½ hr event
• 11 sessions
• 2010
• 9 hr event
• 28 sessions

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LONG TERM BENEFIT

• Extra funds to support
• Student sections
• K-12 STEM programs
• Promotion of
• Local section
• Local companies
• Host university

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DISCUSSION

• Do you have any questions?
• How many would consider replicating this program
  in your own Section?
• Further info
• Mandy Cowgill BrogdonM1_at_asme.org
• http//www.cs.wright.edu/asme/DESS.htm

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INCOME ASME GRANTS

• ASME Program Initiative Fund (Policy P-2.3)
• ASME Foundation Grants (Policy P-2.11)
• Breakthrough Grants
• Enterprise Initiative Fund (coming soon)

http//www.asme.org/Governance/Volunteer/Funding/P
rogram_Funding_Options.cfm
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EVENTS

• Levels of ASME Involvement
• ASME Sponsorship ASME has total financial
  responsibility
• ASME Co-sponsorship Joint financial
  responsibility with another organization
• ASME Participation No ASME financial
  responsibility
• Policy 12.1 updated

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Section Affinity Group Funds

• Monies from General Fund are disbursed by
  appropriations in accordance with Society Policy
  P-2.8.
• Monies may be solicited for special activities in
  accordance with Society Policy P-5.3. (Policy
  2.1, Section IV.A.1)

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Section Funds

• ALL Units with bank or other financial accounts
  using an ASME issued tax payer ID must submit a
  bank statement in addition to the other annual
  ASME requirements
• If statements not dated 6/30, submit statements
  containing 6/30s date

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Section Funds

• Submit These Financial Statements by October 1
•  
• Scan and email to unitsupport_at_asme.org along with
  your unit name.  Please put "Bank Statement" in
  the subject line. 
• Upload an electronic copy of your statement via
  VERT at http//vorequest.asme.org/  
• Send it via fax to 212-591-7671.  Attention
  Jessica Albert
• Send a hard copy to ASME to the attention
  ofJessica AlbertMS 23S1ASMEThree Park
  AvenueNew York, NY  10016

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OPERATING FUNDS

• Money kept separately in banks or other
  recognized financial institutions (distinct from
  Custodian Funds which are maintained by the
  Treasurer of the Society)
• Each Section has a taxpayer ID
• Each Affinity Group should acquire a taxpayer ID
  if they receive funding
• Bank accounts should have at least two authorized
  signers

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Accounting

• Budget required by ASME and useful tool
• Check signing authority
• Documentation paper trail
• Audits perform annually
• Accepting Credit cards Acteva, etc.

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ASME Financial Reports Manager

• The Financial Reports Manager is a tool which
  allows Unit Leaders to view reports of their
  Custodian Accounts online
• Requires special authorization usually given to
  Unit Chairs and Treasurers

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Accessing the ASME Financial Reports Manager

• The Financial Reports Manager can be accessed
  from the Unit Leadership Resource Center
  http//volunteer.asme.org/Unit/
• Or, can be accessed directly at
  http//my.asme.org/financials/GLReports.cfm

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• The ALF Resources Financial Reports Manager
  presentation will be posted on the 2011 LTC Web
  Site, at
• http//events.asme.org/LTC11/home.cfm
• Aaron Tsang TsangAH_at_asme.org

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QUESTIONS / DISCUSSION

• Feedback on needs for ASME support for Sections
  Affinity Groups in financial operations

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Part 2 ASME Merit Based Funding Program
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Discussion Topics Part 2

• Program Objectives
• Program Basic Facts
• Quick Review of the Section Affinity Group
  Merit Funding Programs
• Practical Exercise
• Review Typical MBF Timeline
• Important Filing Requirements
• Benefit of Experience
• Contact Information
• Your Questions

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Program Objectives

• A system that recognizes achievement in meeting
  the Societys objectives and adding membership
  value
• Ensure that all Units, regardless of membership
  size, demographics or geography have an
  opportunity to secure funding for future
  activities
• Develop criteria that are not prescriptive, but
  that set a roadmap and incentives for enhanced
  section or group performance
• Similar programs under consideration/development
  for Technical Divisions

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Section Merit Funding

• Covers program year starting July 1 to June 30
• Mandatory Prerequisites
• In order to qualify for funding, each Section
  must have submitted the required Annual Financial
  Report, Operations Budget Report, and Merit
  Funding form between July 1st and no later than
  October 1st
• A current list of section officers must also be
  on file with ASME
• Unit After Activity Reports are components of the
  reporting criteria

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Section Merit Funding Updates - 11

• Reporting Criteria with varying weights
• Section Communications
• Section Activities for Members
• Provide Opportunities for Members Professional
  Growth
• Aid in the Development of the Engineering
  Workforce
• Section Operations
• Section Growth and Sustainability
• Partner with Engineering Organizations
  (Districts G J)
• Grade x Weight Score , Add Scores From all
  Criteria
• Total Score
• Note Not all section activities can be captured
  by a single form. If a section has done an
  activity or program above and beyond normal
  programming they can include that for special
  consideration.

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Section Merit Funding Updates - 11Continued

• Review of changes to the Section Merit Based
  Funding Form for FY 11 (New criteria in
  underlined italics)
• Item 1 Section Communications
• Maintain a website with current officer contact
  information. (definitions on page 3 of form)
• Maintain regular communications with members
  newsletters/meeting notices via website, direct
  mail, email, text message, social networking or
  other as appropriate to the section. (defns pg
  3 of form)
• Set up and maintain a new social networking
  site/page for section members (Facebook,
  LinkedIn, etc.)
• Utilize ASME list-server for communication with
  members newsletters/meeting notices, direct
  mail, and email.
• NOTE Scoring schema has changed for Item 1.

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Section Merit Funding Updates - 11Continued

• Item 2 Section Activities for Members
• General membership activities held, such as
  technical meetings, socials, tours, webcasts,
  industry meetings, History Heritage events,
  etc., with corresponding ASME Unit "After
  Activity Report must be submitted within two
  weeks of the activity (Item 5 includes grade
  points for Executive Committee Meetings which are
  NOT eligible for this category.)
• Collaborate with other ASME Units / Sectors,
  technical and professional societies and other
  educational organizations by organizing joint
  events and activities (definitions on page 3 of
  form)
• NOTE Scoring schema has changed for Item 2.

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Section Merit Funding Updates - 11Continued

• Item 3 Provide Opportinities for Members
  Professional Growth
• 1 Point for EACH activity (Max 3 points)
• Sponsor or conduct a short course or other
  professional development activity (seminar,
  workshop, etc.) Earn one point for EACH 2 PDH
  eligible event offered You can accumulate
  more than one point per activity, or can add two
  1 PDH activities together to equal 2 PDHs. (Note
  No more than 1 point can be earned from technical
  dinner meetings. See definitions, Page 3 of
  form.)
• 1 Point (Max 1 point)
• Send a delegate to the Leadership Training
  Conference (LTC) Relocated from Item 5

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Section Merit Funding Updates - 11Continued

• Item 3 Provide Opportinities for Members
  Professional Growth Continued
• 1 Point (Max 1 point)
• One Member submitted by the Section for ASME
  District or higher Honor or Award
• Bestow local Section Honor, Award or Scholarship
  on one Section/Student Section Member (see
  definition, Page 3 of form)

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Section Merit Funding Updates - 11Continued

• Item 4 Aid in the Development of the Engineering
  Workforce
• Candidate Workforce Development Activities
• Conduct a dedicated activity for students and/or
  early career engineers (networking event, student
  paper presentations, career night, early career
  forum, industry tour, etc.)
• Conduct a short course at a level appropriate for
  students or early career engineers
• Engineering related presentations to or
  interaction with K-12 schools, universities, or
  student sections
• Participation in engineering job shadowing /
  mentoring program, or Engineering Fairs /
  Symposium

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Section Merit Funding Updates - 11Continued

• Item 4 Aid in the Development of the Engineering
  Workforce Continued
• Sponsor an engineering workforce or university
  activity (E-Week, FIRST, Human Powered Vehicle
  Challenge, Student Professional Development
  Conference, etc.) that promotes math, science and
  engineering education. Engaged participation or
  volunteering is expected in addition to any
  financial sponsorship.
• NOTE Scoring schema has changed for Item 4.

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Section Merit Funding Updates - 11Continued

• Item 5 Section Operations
• Executive committee meetings held at least
  quarterly
• Conduct an annual program planning meeting
• Section has a representative participate in a
  Global Communities or District or Society related
  webcast
• Section submits an article or a best practice to
  bestpractices_at_asme.org
• Maintain current Executive Committee officer
  identification on the ASME master roster.
• Maintain Section operations by-laws document and
  have current copy on record with ASME
  headquarters.
• Maintain a section history (Current with the last
  three years).
• NOTE Scoring schema has changed for Item 5.

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Section Merit Funding Updates - 11Continued

• Item 6 Section Growth and Sustainability This is
  an entirely new Item 5 Points, Max
• Co-develop and/or organize an event with a
  Student Section Similar bullet was in Section 4
• Hold membership recruiting or retention campaign
  or event Was in Section 4
• Personally contact and invite new members to
  attend section event or activity (as per new
  member list and guidance from ASME headquarters)
• Include an early career engineer (less than 10
  years professional experience) on the Executive
  Committee

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Section Merit Funding Updates - 11Continued

• Item 6 Section Growth and Sustainability
  Continued
• Conduct one communication on how to make the most
  of your membership such as a presentation at a
  Section or Student Section meeting, or a
  newsletter article. Similar bullet was in
  Section 4
• Hold an early career event, resulting in at least
  50 participation by early career engineers (less
  than 10 years professional experience).
• Item 7 Extent of Partnership with Local /
  National Engineering Organizations (NEO)
• Unique to Districts G J (Non-N. American Dists)

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Program Details Updated for 11

• Four grading levels (Excellent Good Fair and
  Funding Withheld)
• Funding formula 100 for Excellent 75 for
  Good 50 for Fair and Zero for Funding
  Withheld.
• Funding formula takes into account unit size,
  100 Amount x per member for first 250
  members, plus y per member for each member over
  250 members. For FY 11 formula x10.00 and
  y5.45.
• Current funding (FY11) is 375K (increase from
  FY10 funding of 367K) FY09 funding was 390K
  FY08 funding was 350K FY07 funding was 230K).
  Should have been completely distributed by LTC.
• Note The goal is for all sections to achieve
  Excellent status
• 15 Point Bonus To ALL Sections for FY 11

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Affinity Group Merit Funding

• Similar requirements to Section Merit Funding
  program. Deadline for submittal is October 1.
• Mandatory Prerequisites
• In order to qualify for funding, each AG must
  have submitted the required Annual Financial
  Report, Operations Budget Report, and Merit
  Funding form
• A current list of AG officers must also be on
  file with ASME
• Unit After Activity Reports are components of the
  reporting criteria

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Affinity Group Merit FundingContinued

• Reporting Criteria with varying weights
• Governance - 2 points max
• Communications - 4 points max
• Activities - 4 points max
• Growth - 3 points max
• Fundraising - 2 points max
• Scoring
• Score of points x 10
• 0 - 50 No Funding
• 51 - 100 will receive percentage of funding
  equal to score
• Funding
• Up to 500/year is available to each AG to fund
  group activities

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Practical Exercise
(Exercise based on section operations.It is
applicable to Affinity Groups as well, but
timelines may be different.)
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Typical MBF Timeline

• June Consider MBF as Unit plans next years
  program
• July 1 through Oct.1 Units prepare all
  necessary reports (Financial, Budget, Unit After
  Activity report) and file by Oct.1
• July 1 through Oct. 1 Units file Merit Funding
  Report You will be notified that your report is
  received.
• Oct. 1 through Oct. 16 ASME Unit Support to
  process and verify reports

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Typical MBF TimelineContinued

• Oct. 1 through Oct. 16 Leaders and ASME Unit
  Support staff to contact all units that did not
  submit reports
• Oct. 17 through Oct. 23 Unit Support staff
  (using Merit Funding Formula) to determine
  funding levels
• Oct. 24 through Nov. 6 Unit Support staff to
  complete payment authorizations and submit to
  ASME Accounting for payment
• Nov. 7 through Nov. 17 Payment processing and
  distribution
• Consider calculating your Units TENTATIVE MBF
  score at beginning of year and tracking
  throughout as your actual program evolves

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Important Filing Requirements

• File your units reporting forms
• Unit Budget Financial Reports (no later than
  Oct 1)
• After Activity Reports (no later than Oct 1)
• Merit Funding forms (no later than Oct 1)
• All can be accessed on the Unit Leadership
  Resource Center
• http//volunteer.asme.org/unit/
• Notify ASME of your section/group officers (no
  later than Oct 1)
• Section chairs have the option of directly
  entering officers online using the access to the
  online roster. If you have any questions on how
  to do this contact Jessica Albert at
  AlbertJ_at_asme.org.
•  
• You can also submit a hardcopy of your officer
  listing. The forms are available on the Unit
  Leadership Resource Center under Section
  Officers Committees Information Form

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OPERATIONS BUDGET REPORT

• Plan Development
• Revenue Estimate
• Expenditure Estimate
• Plan Approval
• Plan Submittal

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UNIT OPERATIONS BUDGET
DUE by October 1st!
FORM available from http//volunteer.asme.org/uni
t/ Section Form shown, Affinity Group Form is
Similar
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FINANCIAL REPORT
An Annual Financial Report is a U.S. Internal
Revenue Service (IRS) requirement and must always
be submitted.
The Three Parts

• ASME Funding
• Unit-Generated Income
• Expenditures

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ANNUAL FINANCIAL REPORT
DUE by October 1st for preceding fiscal year!
FORM available from http//volunteer.asme.org/uni
t/
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UNIT ACTIVITY REPORTS
DUE within 2 weeks of event ALL reports due
by October 1st for preceding fiscal year!
FORM available at http//forms.asme.org/unitactiv
ity/CreateMeeting.cfm Filled out and filed online
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For More Information or to Comment

• Youre welcome to contact us
• AndersonL_at_asme.org , RobbinsW1_at_asme.org
• or BrogdonM1_at_asme.org
• - or -
• Contact your District Leader
• - or -
• meritfunding_at_asme.org
• - or -
• Burt Dicht, Managing Director
• Knowledge and Community Sector
• 212-591-7074
• DichtB_at_asme.org

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Contact InformationDistrict Leaders
District A Stan Halperson (FY011)
s.halperson_at_comcast.net District B Aaron
Tsang (FY13) TsangAH_at_asme.org District
C Mohammed Mahinfala (FY11) MahinfalaM_at_asme.org
District D Mahantesh Hiremath
(FY12) hiremathm_at_yahoo.com District E Elliott
Short (FY11) ShortB1_at_asme.org
District F John Mulvihill (FY12)
MulvihillJ_at_asme.org District G Vojislav Ilic
(FY12) V.Ilic_at_uws.edu.au District H Bernard
Gindroz (FY12) gindrozb_at_orange.fr District
I Mario M. Copa, PE (FY11) CopaM1_at_asme.org
District J Hadi H. Tahboub (FY12) hadi.tahboub_at_g
mail.com
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Contact InformationAffinity Communities
Operating Board
VP, Affinity Communities (FY13)KC Dugal de la
Garza DugalC2_at_asme.org Finance Committee
Representative Stephen ReeseStephen.Reese_at_inl.gov

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Questions
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