OK folks, this discussion board is working and ready for your comments. Though tedious and boring, our budget plan is our manifestation of our mission. Let's spend the time and energy to think everything through. It's a task for ALL of us to be involved in... not just the Treasurer or officers.

Budget

A budget is a reflection of the mission and goals of an organization as well as the capacity to create income. I propose we find more sustainable ways that can be easily managed online to create additional income. We have in the past had one project but there are so many income producing schemes on the internet for non profits that we can explore. We should set a goal each year to increase our income by a modest 10 to 20% and then build on that. With a five year plan to have our income doubled?
A focus on a stronger membership drive based on the precedent set by Karine who is leading the way, and a income producing means, subscription to our chapters Journal-- sell advertisments from educational related organizations and companies the possibilities are endless.

Please comment and brainstorm off these ideas to fine tune them.

regards
David Kenneth Waldman
VP Membership

The good news, in looking at the budget, is that we have been very good stewards of the chapter's money and have spent wisely and carefully. If there was a way that these other years and amounts could be added, I would be glad to help in any way to get that done. Perhaps the pages could be scanned and forwarded to me by the treasurer, and with given access, I would be glad to catch up with the missing items so that we have a full picture. The following is presented as a starter program for further discussion. Going down the list of expenditures, I'd like to give some suggestions.

(1) Membership - we have been sporadic about sending out memorabilia to new members. I suggest we send all new members a certificate /welcome via email which can be printed and framed (David makes such good ones) and take an amount to honor milestones of every 5 years with pins for our members who reach these milestones.

(2) The Foundation/Scholarships- The 20/20 is important in helping International's scholarships, as well as our own. We have always been a 100% donating chapter, but we can give less - 25%, 50%, or 75%; This needs to be discussed. I'd like to see the Poppenhagen scholarship raised this year to $750. 00 and maybe more next year as it is so importannt to students, and all are so deserving. Let's take one year at a time and see how it goes. Outgo must = income.

(3) Wellness/Cheer- is essential! We have not gone over our amount of $100.00 annually, but with rising costs I suuggest we put it at $125.00 - &150.00 just to be covered.

(4)Programs/Charity - this is our finest pursuit. We have discussed in the past dropping the chapter's Literacy check for $300.00 to the winning school to $200.00; this needs more input; book costs are rising & the schools we hear of are most needy. Meeting/Door Prizes have run about $40.00, including postage. I suggest we budget that amount per meeting. Charity has been given at the amount of $250.00 to $500.00, as I recall. I'd like to suggest we choose 2 groups to honor yearly, if the budget continues to do well. One Non Governmental Organizartion (NGO), unsupported by the gov't., which we will plan to support for at least 5 years @ $500.00 and another to change yearly, if so desired by all members @ a minimum of $250.00, to be determined by funds.

(5) Research has always been conducted by the students at their cost and as part of college work. We've not used this, so I suggest we drop this category.

(6)Internet Costs - It appears we sometimes have a $300.00 cost and added annual $180.00 cost. Perhaps every 3rd yr. (as shown above) we need to set aside $700.00 but the 2 yrs. of less needed amounts should be set at $200.00 yearly.

(7) Newsletter -this has been sent by email when we are able, which is good. I suggest that we see how many members for whom we have no email addresses should be sent a hard copy, which should not cost much over $20.00 annually, including postage & printing.

(8) Awards - This is hard to establish as we are just entering this program. THe awards committee will have to determine this.

(9) Executive Discretion - Keep as is @ $100.00.

(10) Telephone - this is not often used, but when different people step in it may need to be used. Therefore I suggest keeping it @ $60.00.

(11) Adminstrative & postage costs - this is not often used, either. As it may be used, I suggest we drop the amount to $40.00, and more can be used from the Executive Discretion if needed.

(12) Travel Costs- This is also an important area to maintain contact with International and be on top of things. We have used up to $1600.00 one year; let us maintain that amount.

These are all just suggestions from my viewpoint, but need the input of the officers who are heading up the programs that the funding affects. This is presented as a starter program for discussion - please join in!

Where is the 2006-2007 budget? I would be better able to contribute if I knew exactly what we spent last year, to determine what could be modified for the upcoming year.

Barb, I don't believe the 2006-07 numbers were ever put into this format. I think it was during a time when Arthur Ogden (our former Treasurer) was changing jobs, moving his household, having another baby... and he was just generally "swamped" and that's when he began to realize he needed to let someone else take over. I believe he did start noting down the category number of each expense (to match this budget) when he recorded checks and payments so it might not be terribly difficult for our current Treasurer to figure out the figures needed to update the table when she's back from her maternity break. But I don't think we should stall the discussion waiting for that.

A figure I'd particularly like to see is an updated dues revenue estimate. Since our membership numbers have increased significantly the last two years, we should be seeing our dues revenue increase and this is not showing up yet in our budget document.

I have searched my old emails, and have come up with the following items for 2006-2007. There should be 3 reports, but I can find only 2 of them. However, it may help give ypu an idea of expenditures.

Balance on hand as of 11/7/06 5076.97
Deposits 11/8/06 through 5/30/07 2639.12
Interest in account through 5/30/07 17.87

TOTAL 7733.96

Paid out
West Cape May School 300.00
Melaleuca, Inc. 259.27
Flowers - Dr. Smith's
Mother's Funeral 103.00

TOTAL PD OUT 662.27

TOTAL NET BAL 4 JUNE 07 7071.69
********************************
Since my last report of 4 June, we have had some activity which I will report here:

Balance 4 June 7071.69
1 Deposit 225.40
Subtotal 7297.09

Paid out
Website Hosting 179.40
2 Monthly Melaleuca Drafts 146.04
Medallion bills = about $125.00

TOTAL BALANCE 27 JUNE 6971.65

This is the amount of the check I am sending to Mary along with other notes.
*******************************

May 9
IMPORTANT MSG TO MEMBERS!

I have just discovered that some posts made on this budget discussion were accidentally deleted. This was totally accidental; not any kind of censorship. I think I must have done it myself inadvertently. THANKS so much MARION for bringing this to my attention! I just went digging in the backup files that each post generates, to find the lost ones and I am reposting all I found below. I apologize humbly to all! If anything else has gone missing, please alert me.

[ORIGINALLY POSTED MAY 3, 2008]

Re: Marion's comments:

1) Membership - Is the $50 enough to cover David's expenses (time/Internet) if he makes the welcome paraphernalia? What was the '04-'05 $281.05 anomoly ~ a very good year?

2) Foundation/Scholarship - Is there a hyperlink where one can find an explanation of each? I don't know the purpose of the 20/20 Club, Revis Reading, etc. so can't make an informed decision about maintaining or changing the amounts.

3) Wellness - $150 is appropriate.

4) Programs/Charity - a)$200 purchases precious few books these days ~ I'd be opposed to lowering the Literacy check to below $300 and, in fact, in favor of raising it to $350 - $400. b) Is there a tradition of door prizes? Do we really need this expense? c) NGO support: 1 @ $500/year per 5 years, 1 @ $250/year changed annually, (funds-dependent) is good.

5) Research - Drop.

6) Internet Costs - I see about $600 in costs for this year unless I am missing something ~ the domain name registration ($95), website hosting ($180), and custom website services ($300). In successive years it would be $500 roughly. What am I missing?

7) Newsletter - Since we're an online chapter, I would expect things via cyberspace/email, including a newsletter. However, as I write this, I realize we don't want to alienate members, so perhaps we need to keep this.

8) Awards - See comments for item 2

9) Executive Discretion - agreed

10) Telephone - agreed

11) Admin/postage - agreed

12) Travel - agreed

David ~

Do you have any ideas for the growth plan you've outlined? You mentioned online income producing schemes...got any in mind? What does our parent PDK suggest?

Thanks all!

Looking forward...

~~~LisaRose

[ORIGINALLY POSTED MAY 3, 2008]

Thanks for your input, LisaRose! We have been at this so long it's all as common as peanut butter & jelly to us, so I appreciate your comments and the fact that you do want to understand what we're talking about.

1.) Membership: David has already created a beautiful award certificate which is quite multipurpose & can be emailed to members. As for time, we are volunteers & don't charge for time. The $50.00 will cover printing and mailing costs should we send them out via snail mail. The $281.05 was an exuberant Membership Director in a good year. We decided, however, we need to save our money for the scholarships.

2.) Foundation/Scholarships: International PDK has a number of scholarships they give to needy people, and they ask all chapters to support them in this effort. The Foundation Giving goes to those scholarships. Chapters can give different percentages based on the number of chapter members at $5.00 apiece. Therefore, if we plan to remain as a 100% chapter, which we have always been, we will send $5.00 for each member (about 130), so that would be $650.00 which we send to International. Then we save some of our remaining funds for our own scholarships. A Reavis Reading Room is a small area set up in a library, whether a school library or a public one, with reading materials supplied that would interest teachers, such as the Fast Back pamphlets sold by PDK on many differect subjects related to education. As a cyberspace chapter, we don't have a reading room. If there are other questions here, I'll be glad to answer them, or you can find the links on International's si!
te http://www.pdkintl.org .

3.) OK

4.) Programs/Charity: A) When a school is chosen, the librarian makes a list of requested books & that list is placed on Amazon's Wish List. All members go to that list and choose the books they personally wish to send to the school as their gift, and they pay for those books. Amazon then mails them to the school. Many members take part in this, and the school gets many much needed books. To make it even sweeter, we send a $300.00 check to the school to purchase additional books. As there is wonderful member participation, we haven't changed the amount we add. The question to lower it came up as we were trying to get enough money for the scholarships. (B) Yes, there is a tradition of door prizes. Most of our members lurk about, reading but not often participating. This is common in all online groups. After beginning the door prizes, participation raised quite a bit.

5.) Research: OK

6.) Internet costs: The larger figure is to consider possible raises in cost to come, as all things seem to raise in price. It may also be the result of writing late at night after a long day!! :-D

7.) The newsletter usually is sent via email, but there are some members for whom we have no email addresses. We would like to send them a copy to keep in touch with them.

8.) Awards: This committee is just getting started, so they will have to give more information here.

9-12.) OK

Thanks for asking, LisaRose!

[ORIGINALLY POSTED MAY 6, 2008]

Thanks, Marion, for the explanations. I appreciate your taking the time to give me details.

You're right on about the good stewardship and it's important to maintain such.

~~~LisaRose

LisaRose, Marion, and all,

This year the domain name renewal came due and has been paid--$100 for 5 years. The website host cost remains the same--$180/year--so our ongoing, fixed annual bottom line cost for keeping the site up (combining both host and domain name) is $200/year.

We should continue to budget for "custom website programming" though we didn't use any of that last year. I'd actually like to see that item bumped up to $500 for the upcoming 08-09 year. We need to implement more security and functionality for parts of our website and I'd like to be able to get some help with that from freelance programmers/consultants, or by possibly taking an online course myself over this summer--I'm researching that. So I propose upping the budget allotment for category 6 to a total of $700 for this year.

Gay,

Thanks for retrieving the posts!

Will $700 be enough to cover the expenses, especially with an online course? Perhaps $800/$850 to be safe for this year, knowing that we can adjust down...

~~~LisaRose

Thanks for your thoughts on this LisaRose. I feel OK about setting our amount for "custom website programming" at $500 for this year, making a total of $700 for category 6. But of course there's tons we COULD do to enhance and build our site given more resources for targeted training, and/or for hiring programming consultants. The issue for me though is not so much money as time... (Now if I could only request an increased allotment of TIME in the budget and get more of THAT!!!)

Gay

Below is a string of messages related to the budget discussion that were exchanged by chapter officers on the officer's email list. All officers agree that these comments appropriately belong here, in open forum.

Gay

-----
-----

[Email to officers from President Barbara Hopkins-Cox, 14 May 08]

This is what I would like to see as a draft 2008-2009 budget for voting.
What do you think?

~barb

(1) Membership - $100
(for certificates, milestone pins)
(2) The Foundation/Scholarships:
International Scholarships - $665
($5 per member x current membership of 133)
Simon/Poppenhagen - $1500
(2 awards $750 ea)
Total, this category - $2165
(3) Wellness/Cheer - $150
(4) Programs/Charity:
Literacy Program - $250
Door Prizes - $200
(Spring prize to be 1 yr paid membership @$95?)
Service Project - $500
(2 awards $250 ea)
Total, this category - $950
(5) Research - $0
(6) Internet Costs - $250
(7) Newsletter (postage) -$50
(8) Awards (key, kappan, etc…) - $100
(9) Executive Discretion - $150
(10) Telephone - $50
(11) Adminstrative & postage costs
(reimbursement for ink cartridges, postage, etc) - $50
(12) Travel Costs- $2000
GRAND TOTAL $6,015.00

-----
[Email to officers from past president Andre Elliott, 14 May 08]

The only recommendation I have regards the Simon/Poppenhagen sholarship. Ideally, it should be 1000.00 for Dr. Simon and 500.00 for Dr. Poppenhagen. This is the original intent. As we move towards the second year, I hope we can adjust the amounts to reflect the original intent. Dr. Simon has been, heads and shoulders above all in Walden University, the most signficant contributor to our chapter's development and ongoing progress. Just as we have service key awards for exceptional service to our chapter, let this scholarship be appropriately distributed to honor both Dr. Simon and Dr. Poppenhagen.

-----
[Email to officers from past president/Webmaster, Gay Wiseman, 15 May 08]

My thoughts on these categories:
(4) I don't favor lowering the Literacy Project award from $300 to $250. Like LisaRose, I'd rather RAISE than lower it, and I would also rather minimize (or even eliminate) the expenditure for door prizes. Can't we keep door prizes to around $30/meeting for 3 annual meetings, and drop that allocation down to $100?

And, I think that splitting the Service Project award into 2 $250 portions makes it almost trivial; I'd prefer to stay with choosing 1 org and giving at least $500. This doesn't change the amount you propose for the category, but I don't like splitting it. Aren't we asking members to choose between 2 proposed orgs this meeting? That's what I understood, and that's how I've prepared the ballot.

(6) You propose cutting the allocation for our internet communications down to $250. $200 is the cost simply to maintain domain name and host server. We have usually had some additional costs as the record shows ($424, $330, and $330 actual expenditures) so your proposal drops us back to an amount less than ever before, for supporting and enhancing our primary mode of communication. I had proposed an additional $500 for this year to cover costs for improvements I think are crucial. So please reconsider this item.

Gay

-----
[Email to officers from President Barbara Hopkins-Cox, 15 May 08]
Thank you Gay and Andre for your comments. In answer to your questions...

Item 2: Foundation Scholarships - I have no problem allocating $1000 for
Simon & $500 for Poppenhagen. Any objections?
Item 4: (a) Literacy Project - I suggested lowering the cost because not
only do we provide a monetary award, but we also ask members to spend
personal finances. I believe the two together are sufficient. However, it is
not up to just me. So, please send your comments and suggestions.
Item 4: (b) Door Prizes - The prizes are a traditional. One of the main
issues we consistently face is lack of membership participation in meetings.
I suggested increasing the amount to allow for the door prize for the Spring
Fling to be "Dues Free Year" for one lucky recipient.
Item 4: (c) Service Project - Single recipient in the amount of $500 is fine
with me. Any objections?
Item 6: Internet Costs - I am probably misinformed. Please provide a
breakdown of the cost of internet services. Thank you.

~ barb

-----
[Email to officers from past president/Webmaster, Gay Wiseman, 15 May 08]

On May 15, 2008, at 6:55 AM, barb wrote:

Item 6: Internet Costs - I am probably misinformed. Please provide a
breakdown of the cost of internet services. Thank you.

See the posts on the budget discussion board, May 9-13.
[This is a reference to the budget table above, on this webpage]

The O'Reilly courses I'm looking at which could help me develop site security and make database improvements (believe me, much needed!) are $400 each (http://www.oreillyschool.com/courses/) --I'm looking into just which course, as most seem to either cover a lot that I already know, or, are beyond the level I need... but there are other training options too--I haven't had a chance to consider all course options carefully yet. I also haven't taken bids on the cost for hiring a freelance programmer/consultant instead of taking a course myself, but I don't imagine it would be cheaper, based on previous experiences. Right now I'd just like to get a reasonable figure in the budget for the cost we should anticipate of improving our communications infrastructure this year. A total of $700 for category 6 for the upcoming year is reasonable.

Gay

-----
[Email to officers from President Barbara Hopkins-Cox, 15 May 08]

Sounds reasonable. I say we increase internet this year to 800 to be on the safe side. Any objections?

-----
[Email to officers from VP for Membership, David Kenneth Waldman, 15 May 08]

Dear All

As for the budget draft the input from Gay and Andre are sound and I approve.
I would like to link the budget discussion with how we are going to create sustainable income.
We need to understand, and be proactive on generating more income.
Knowing how we will grow from year to year in income generating projects allows us to expand and grow the budget.
Without knowing how we will grow financially from year to year we can not have a productive budget discussion. What we
have is trying to allocate limited resources without seeing growth planned in our budget from year to year.
Does this make sense?

David

-----
[Email to officers from Foundation Representative, Karine Clay, 15 May 08]

I also agree with the budget suggestions of Gay and Elliott. Since we are very focused on being cost affective because we are lacking in areas of constant incoming cashflow and I apologize because that is my department mainly. I will put more of an effort into this off course increasing our membership is one way I have been trying to do so but I have to also find some sustainable fundraising programs once I am settled in Nevada this summer.
Therefore our funds need to be spent in the areas where they are addressing the most positive impact for both our community and our organization and I do not tink the door prizes is one of them and that is the only area that I would not support with an increase for. All other areas that were mentioned by Gay and Elliot for an increase I agree whole heartedly for the same reasons.

Karine

-----
[Email to officers from past president/Adviser, Marion Carpenter, 15 May 08]

It's wonderful to see things being discussed and making such great headway.
Whatever all officers work out is fine. My one concern is that the Proposed
Budget is over $6000.00 & Mary said we only had about $3000.00 available.
Are we assuming that the dues coming in will cover us?

Marion

-----
[Email to officers from past president, Andre Elliott, 15 May 08]

I support all suggestions recently submitted by Gay. Thanks.

-----
[Email to officers from Faculty Advisor Marilyn Simon, 15 May 08]

I do as well! Great job!

Marilyn K. Simon, Ph.D.

----- Original Message -----
From: Andre Elliott
Subject: Re: 2008-2009 Draft Budget

I support all suggestions recently submitted by Gay. Thanks.

-----
[Email to officers from President Barbara Hopkins-Cox, 16 May 08]

Currently, we are basing the draft audit on what we think we have and what
might be coming in. I think we should table the budget until we have an
official audit. The only thing that I think we must move on is operating
expenses. In this case I move that we approve the $800 for the website
upgrades and table the remainder of the budget until after the audit.

Mary, you and I are suppose to be conducting an audit so please send me
copies of bank statements, expenditures, and income for the past year.

~ barb

-----
[Email to officers from past president/Webmaster, Gay Wiseman, 16 May 08]

Hi all,

I think we have had a very fruitful, much-needed discussion on the budget.

Our new fiscal year is to begin July 1, which is before we will have another meeting, so if we table the vote now, we will be operating without a member-approved budget from then on. I strongly object to this. But if the audit can be completed before, say, June 15, we can have a special meeting just to vote to approve it before the change of the fiscal year. I would be OK with that. I hope we can do better than our US and state legislators, and take care of our simple budget in time to avoid operating without one!

Also, it concerns me that this discussion was moved off the open forum in which all members can participate, to just emails between the officers. Though we didn't get many members posting (we never do on budget discussions) we do have one new member VERY interested and conscientiously trying to understand and participate in the discussion and budget process. We should be welcoming her interest and involvement but instead we went "behind closed doors". I am certain that other members look over the budget and read the discussion without posting also. Since the emails between officers are not archived to guide future chapter leaders, and we have no secretary responsible for taking minutes and reminding us of prior discussions held by email, we sacrifice openness and accountablility when we discuss things only on the officers' email group. For some things it is appropriate of course, but not for this.

May I have permission to post the recent emails on the budget to the open discussion board so all of our members will be informed as to why the budget is being tabled, and so that we will have a record of the thoughts of the officers on the items discussed?

Gay

I support the proposal submitted by Gay Wiseman. Have we any documentation of improved participation once door prizes were instituted? Perhaps a trial with/without door prizes to collect evidence and make a well~informed decision about them...

There are no items to vote for. Are we voting on the new year's budget?

I support all information as submitted by Gay Wiseman. I will vote on the 2008-09 budget when it's presented.