DC Budgetting Process Available!

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2004-2005 DEVELOPMENT COMMITTEE BUDGET PROCESS

CREATION OF THE ANNUAL USJF DEVELOPMENT COMMITTEE BUDGET

  1. Prior to the April Meeting
    1. The Development Committee (DC) Chairperson distributes Requests
      for Programs (RFPs) to the Subcommittee Chairs and Yudanshakai
      Presidents by the end of January. The request should include the
      Committees strategic direction, grant determination criteria and
      desired format.
    2. Subcommittees and Yudanshakais submit financial requests for program
      activities back to the DC Chair by 1 March. The RFPs and program
      activities must align with the DC business plans, as approved
      by the President and outlined and described by the Development
      Committee (DC) through its Chair.
    3. The DC Chair and Committee review and edit the RFPs as necessary,
      and prepare a preliminary budget for DC review at the April meeting.
    4. Simultaneous to C, the DC Chair simultaneously submits a budget
      proposal with appropriate line items to the National Office by
      the deadline. The National Office forwards the budget to the Chairperson
      of the Finance Committee by the appropriate deadline in March.
  2. At the April Meeting
    1. The DC convenes to deliberate about the budget proposals and program
      activities from subcommittees and yudanshakais, and the overall
      DC budget.
      1. The DC deliberation process for both subcommittee and
        yudanshakai proposals for program activities will take
        into account a number of criteria including but not limited
        to the following:
        1. Effectiveness of previous program activities in
          terms of improvements in membership counts or
          technical proficiency of the membership. Measures
          shall be presented to the DC by the requesting
          subcommittees and yudanshakai
        2. Objective evaluation of previous activities and
          creation of markers of success shall be stated
          in writing by the requesting subcommittees and
          yudanshakai
        3. Identification of subcommittee or yudanshakai
          strengths, and opportunities to fulfilling
          DC strategic goals shall be declared in writing
          by the requesting subcommittees and yudanshakai
        4. A written plan of goal achievement shall be presented
          to the DC that ties its committee or yudanshakai
          strategic plan into the DC plan
        5. The proposer's strategic plan should show significant
          evidence of collaborative efforts and buy in by
          committee members
        6. Commitment of the proposer to the proposal shall
          be exhibited by such things as cost-sharing within
          the proposal and availability of a representative
          at the DC meetings to discuss the proposals
      2. Considering all sources of information available to it,
        DC will deliberate the merits of each proposal based on
        the DC strategic plan and criteria. The DC will make decisions
        using a majority vote process as to which programs to
        fund and by how much.
    2. Revisions to the overall DC budget will be made as necessary
      as a consequence of the funding decisions of the DC
    3. If revisions are made, the DC chair communicates these to the
      Chair of the Finance Committee and the President
    4. Finance Committee creates the first trial budget based on the
      submitted request and any revisions communicated by the DC Chair.
    5. Executive Committee reviews the budget and makes recommendations.
    6. Treasurer creates the Annual Trial Budget Report based on the
      trial budget and presents it to the USJF Board of Directors.
    7. The USJF Board of Directors reviews and votes to accept the Treasurer's
      report.
  3. After the USJF Spring Meeting and Until the July Special Board Meeting
    1. Subcommittee chairs and Yudanshakais may be required to submit
      revisions to their funding plan and proposed program activities
      based on budget outlook at the April meeting. Revisions due by
      date set by DC prior to the July meeting.
    2. Notification is made to the Treasurer of pending revisions to
      the trial budget. The Treasurer revises the trial budget accordingly.
  4. At the Special Board Meeting in July
    1. The DC deliberates about the trial budget with revisions, if appropriate.
      Further deliberations concerning new program proposals by both
      Yudanshakais and subcommittees are made using the same criteria
      as described above. Adjustments are made as necessary to the budget
      by the DC through its Chair to accommodate new needs, priorities,
      program activities, and revised proposals by Yudanshakais and
      subcommittee chairs
    2. The DC Chair informs the Treasurer about any revisions to the
      trial budget, if necessary.
    3. The Finance Committee meets and finalizes the annual budget.
    4. The Executive Committee reviews and finalizes any required changes.
    5. The Board of the Directors vote and approve the final budget
    6. The DC Chair notifies all Yudanshakai Presidents and subcommittee
      chairs of the final results of the budgeting process. All funding
      approved at this point is for program activities approved by the
      DC in their deliberations.

PAYMENT REQUEST PROCESS

  1. Only programs approved by the DC will be approved for funding.
  2. In between meetings of the DC, changes to proposed program activities
    by either the subcommittees or yudanshakais will be accepted by the DC
    Chair provided that the revisions remain within the budget originally
    allocated. All such revisions will be reviewed by the DC at its next meeting.
  3. From National Development Subcommittees
    1. The Chairperson of each subcommittee submits a payment request
      to the DC Chair who then forwards it to the Executive Director.
      Plan for the submission of these forms at least 30 days prior
      to when it is needed.
    2. The Executive Director or his/her agent reviews the material for
      completeness and appropriateness and then forwards them to the
      Treasurer.
    3. The Treasurer cuts a check and mails it out before the due date
      that is stated in the payment request form if the RFP was submitted
      in a timely fashion.
    4. After completion of the program, the subcommittee chair is responsible
      to send the activity report and financial report to the DC Chair
      within 30 days of the close of the activity. IF THE REPORTS ARE
      NOT FILED, NO ADDITIONAL PAYMENT REQUESTS WILL BE PAID OR GRANTED
      TO THE SUBCOMMITTEE UNTIL ALL DELINQUENT REPORTS ARE FILED. The
      financial report must include a statement of how all USJF funds
      were utilized along with original receipts.
    5. The activity report must be submitted in electronic format in
      a major word processing system, and appropriate for distribution
      and publication.
    6. The DC Chair reviews and forwards the Activity Report and Financial
      Report to the National Office and other appropriate distribution
      outlets.
  4. From Yudanshakais
    1. The Yudanshakai Program Director completes and signs the payment
      request form. The request form is then transmitted to the Yudanshakai
      President for signature. NOTE: The form will not be processed
      unless both the Yudanshakai Program Director and President sign
      the form. Plan for the submission of these forms at least 30 days
      prior to when it is needed.
    2. The Yudanshakai President submits the payment request to the DC
      Chair who then forwards it to the Executive Director if the RFP
      is submitted in a timely fashion.
    3. The Executive Director or his/her agent reviews the material for
      completeness and appropriateness and then forwards them to the
      Treasurer
    4. The Treasurer cuts a check and mails it out before the due date
      that is stated in the payment request form.
    5. After completion of the program, the Yudanshakai president is
      responsible to send the activity report and financial report to
      the DC Chair within 30 days of the close of the activity. IF THE
      REPORTS ARE NOT FILED, NO ADDITIONAL PAYMENT REQUESTS WILL BE
      PAID OR GRANTED TO THE YUDANSHAKAI UNTIL ALL DELINQUENT REPORTS
      ARE FILED. The financial report must include a statement of how
      all USJF funds were utilized along with original receipts.
    6. The activity report must be submitted in electronic format in
      a major word processing system, and appropriate for distribution
      and publication.
    7. The DC Chair reviews and forwards the Activity Report and Financial
      Report to the National Office and other appropriate distribution
      outlets.

BUDGET REALLOCATION PROCESS

  1. By 15 February each year, the DC Chair reassesses the budget. This reassessment
    is based on the actual expenses and expected upcoming expenses both within
    subcommittees and Yudanshakais.
  2. By 15 February each year, the Subcommittee Chairs and Yudanshakais submit
    their plans for completion of their remaining programs to the DC Chair.
  3. The DC through its Chair determines whether there will be a projected
    surplus or deficit in the budget. If there is a projected surplus, the
    DC Chair then distributes RFPs to subcommittee chairs and Yudanshakai
    presidents for additional programs within that FY. Notification is made
    to the Executive Committee via the President and Executive Director.
  4. RFPs are received by the DC Chair by 31 March and distributed to the DC
    Committee.
  5. DC deliberates at its April meeting for revisions to the current budget
    based on new RFPs.
  6. The DC Chair notifies the President, Executive Director, and Treasurer
    of adjustments to the budget and prepares a Motion for Budget Reallocation
    as necessary for the April meeting.
  7. The proposal is reviewed and voted on by the Finance Committee, Executive
    Committee and if supported goes to the Board of Directors for their vote.
  8. The DC Chair notifies all Yudanshakai presidents and subcommittee chairs
    of adjustments to the current FY budget.
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