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Community Finances: Sustainable Programming


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A presentation given by Aiessa Moyna, Cindy Pao, and myself, Timothy Esposito to STC. The slideshow instructs on how to run a sustainable non-profit organization, like an STC chapter. My contribution was how to downsize from a large budget to a small one without sacrificing quality and member engagement.
Each section was authored by one of the contributors, and then combined into one presentation, which I am posting here. I cannot take any credit for Aiessa's or Cindy's portions.
This presentation was originally given on March 22, 2012.

Published in: Economy & Finance
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Community Finances: Sustainable Programming

  1. 1. Aiessa Moyna, Treasurer, STC Board of Directors Greg Larsen, Chief Financial Officer, STC Cindy Pao, Treasurer, Instructional Design & Learning SIG Timothy Esposito, Treasurer, Philadelphia Metro Chapter Community Finances: Sustainable Programming
  2. 2. Agenda  Session Objectives  Sustainable Programming  Panel Discussion  Q&A  Contacts
  3. 3. Session Objectives  Understand “sustainable programming”  Understand why sustainability is important  Learn how two communities are delivering sustainable programs  Get answers to your questions  Understand resources available
  4. 4. Sustainable Programming
  5. 5. What Is Sustainable Programming?  Acquiring and using resources now, while ensuring resources for the future
  6. 6. Why Is Sustainability Important?  Drive value for members  Reduce reliance on a single source of revenue  Maintain reserves  Ensure flexibility  Ensure long-term viability
  7. 7. We’re Not There Yet …  Consider the benefit to your members  Consider your community’s priorities
  8. 8. How Do We Get There?  Increase/diversify revenue  Reduce expense
  9. 9. Cindy Pao, Treasurer, Instructional Design & Learning SIG Panel Discussion: Creating Sustainability through Webinars
  10. 10. Cindy Pao  Treasurer, IDL SIG  Former President, Houston Chapter  Member, Community Budget Review Committee
  11. 11. Sustainability for a SIG  In addition to funding from HQ, IDL SIG offers webinars four times per year:  Registration fees: $20 for IDL SIG members; $30 for STC members; $50 for not-yet-members  Max registration in 2011 was 37; min was 14  Now accepting donations through our website and PayPal  Major expenses around Summit each year; smaller expenses for newsletter and scholarships
  12. 12. Timothy Esposito, Treasurer, Philadelphia Metro Chapter Panel Discussion: Taking a New Approach to Programs
  13. 13. Timothy Esposito  Treasurer, Philadelphia Metro Chapter  Former Chapter Scholarship Program Manager  Member, Community Budget Review Committee
  14. 14. Where We Came From: Membership  In 2008: 260 members  In 2011: 135 members
  15. 15. Where We Came From: Monthly Meetings  Fancy. Hotel conference rooms. Full-service meals.  Honorariums varied:  Sometimes $25 Amazon gift cards  Sometimes nothing
  16. 16. Where We Came From: Annual Chapter Conference & Workshop  Very expensive and always at a loss.  Honorariums very high: $800 to $1100 for a single speaker.  Facility costs high with college conference center and outside caterer.  Over $7000 in food and facility costs in a single day in 2007.  Uncertain of attendance then, but estimate at $50/person for food and facility.
  17. 17. Where We Came From  Old cost models not working with lower attendance.  Caveats:  The attendance rates were higher, raising expenditures and income alike.  Well-known, expensive keynote speakers attract larger audiences.
  18. 18. The New Plan: Monthly Meetings  Moved away from hotels to low-cost public meeting spaces such as:  Libraries  Local universities  Community center meeting rooms
  19. 19. The New Plan: Monthly Meetings  Food Offerings Changed  No more full-service meals  Pizza, salad, hoagies, sandwiches, chips, bottle water, cookies trays, etc.
  20. 20. The New Plan: Monthly Meetings  Standardized Cost Structure  $15/$20/$25 breakdown for chapter members/STC members/non-members  Honorarium changed to a chapter certificate of appreciation and free meeting attendance
  21. 21. The New Plan: Conference & Workshop  Location shifted from Penn State conference center to a local community center owned by a supermarket  An incredible find: a professional space that is free to use by the community  Only cost is the food and drink consumed, catered by the supermarket that owns the building.  Cost was $445 for a 1 day conference of about 50 people. ~$9/person for breakfast, lunch, and all-day refreshments.
  22. 22. General Practices: Quicken  Use budget categories that match the ones in the STC budget report  Use tags to indicate which event payment is for, rather than budget categories  For example, use the tag “April Meeting” and the budget categories of “Meeting: Member attendees” and “Meeting: Non-member Attendees”
  23. 23. General Practices: Meeting Registration  Use PayPal for meeting registration fees  Use Eventbrite, with PayPal, to handle meeting registration  Use to process credit cards at events, via smart phones
  24. 24. General Practices: Banking  Use checking account with non-profit status and no fees. Shop around.  Use bank debit cards (Pres., VP, and Treasurer) to make chapter purchases  No need to reimburse  Require receipts regardless
  25. 25. Questions & Answers
  26. 26. Contacts
  27. 27. Contacts  Greg Larsen, Chief Financial Officer  Aiessa Moyna, Treasurer or STC _Treasurers discussion list  Cindy Pao, Instructional Design & Learning SIG  Timothy Esposito, Philadelphia Metro Chapter  Steve Skojec, Director of Community Relations  Tricia Spayer, STC Director/CAC Chair  Board of Directors
  28. 28. Thank you!