💰 Budget

Hosting

ELC meeting hosts and WACC hosts, please note the budgeted amount(s) for your event. When making preparations, pay vendors from local funds and then have your business office invoice Olympic College for reimbursement. If that is difficult to manage, the alternative is to have vendors invoice the ELC directly.

How to Host a Meeting

Invoices

Please submit invoices and receipts for payment in a timely way.  Carrying over expenses from one fiscal year to the next is not desirable.

Complete the ELC Meeting/WACC Invoice Voucher and mail or email, along with attached receipts, to Sue Riddle, ELC Treasurer, using the following info:

Mail to Sue

• • SBCTC eLearning Council (ELC) Expenses 

  • Sue Riddle

  • Olympic College

  • 1600 Chester Ave.

  • Bremerton, WA 98337

Email to Sue

• • Email: sriddle@olympic.edu

  • Office Phone: 360.475.7175

Archives

• Budget Archives (up to Spring 2010)

Reports

• Current Budget Status - Check tabs

• Summer 2024-2025 Treasure Report

• Spring 2023-24 Treasurer Report

• Winter 2023-2024 Treasurer Report

• Fall 2023-2024 Treasurer's Report

• Summer 2023-2024 Treasurer Report

• Spring 2023 Treasurer's Report

• Winter 2023 Treasurer's Report

• Fall 2022 Treasurer's Report

• Summer 2022 Treasurer's Report

• Spring 2022 Treasurer Report

• Winter 2022 Treasurer Report

• Fall 2021 Treasurer Report

• Summer 2021 Treasurer Report

• Spring 2021 Treasurer Report

• Winter 2021 Treasurer Report

• Fall 2020 Treasurer Report

• Summer 2020 Treasurer Report

• Spring 2020 Treasurer Report

• Winter 2020 Treasurer Report

• Fall 2019 Treasurer Report

Spring 2016 Budget Report 

Winter 2015-2016 Budget Report

The good news is that by the time of this meeting we should have all membership dues paid, or very close. We had only one unpaid, and they have been sent a new invoice.

• We have $350.00 in outstanding membership dues

• Renee did an outstanding job for our Fall Meeting with a total cost invoice of $796.40.

• Actual expenses to date are $2,299.71

• Current Budget Status: $9,002.29

• Projected Budget: $4,252.29

  • +350.00 Membership Dues =  $9,352.29

  • -$1450 Winter ELC Meeting = $7902.20

  • -$1450 Spring ELC Meeting =  $6452.29

  • -$1,000 ELC Professional Development Activities = $5452.29

  • -$1,200 eLearning Award = $4252.29

Report Prepared by Interim Treasurer Kelley L. Meeusen (CPTC),

1/22/15

Fall 2014 Budget Report

• We have $3,500.00 in outstanding membership dues

  • Please check the membership list and verify that your dues have been paid.

  • Email me if you need to have the invoice re-sent, and I will contact Ed's very capable accountant, Mary Davis

• Vickie did a great job for our Summer meeting, only coming in a bit more than $28 above budget

• Actual expenses to date are $1503.87

  • Summer meeting $1478.31

  • Equipment $24.99

• Current Budget: $6822.50

• Projected Budget: $8873.37

  • ($6822.50+3500.00) - $1450 = $8873.37

Report Prepared by Interim Treasurer Kelley Meeusen (CPTC),

10/3/14

Summer 2014 Budget Report

• The Executive Committee met during Spring term to discuss the 'dues' amount and how to operate in the future with a balanced budget.  As a result:

  • There are some recommended Constitution and Bylaws amendments;

  • There is a recommendation to increase the registration fee and adjust proposed spending (see Proposed Budget at the bottom of the Membership List);

  • In anticipation of the agenda item scheduled for 8/19, please review the recommendations document and come prepared to discuss and vote.

• In anticipation of the planned discussion and vote, invoices for the 2014-15 year have not yet been sent.

• Membership list needs: 

  • We will set a deadline to update the list after Summer's meeting;

  • The number of members noted will be the driver for Registration Fee Invoices for each college;

  • The number of reported members will be the default count for meeting host when projecting attendees for caterers; 

  • The fees paid will, in turn, dictate who can eat at the meetings;

  • Each ELC voting member is responsible for and should carefully consider their annual plan for in-person member participation at the meetings.

• The reported opening balance, collected fees, expenditures and ending Balance are shown in the Budget Status Report at the bottom of the Membership List.

• We will need to elect a new Treasurer/Membership coordinator.

Spring 2014 Budget Report

• All college membership dues invoices have been paid for 2013-14 for the 47 identified 'participants'.

• We are on track to expend budget resources as planned on the sheet in the Membership section of this site, having presently expended $6,263.

  • The eL Leadership Award has been made and the plaque purchased. The $1200 is a placeholder (encumbered) with the expectation that travel costs and a small equipment purchase will be invoiced to use the full amount.

• Current balance of the fund is $3,564.00

• There is an additional $2,950 in potential "planned" expenditures for the Spring meeting and ELC professional development activities.

• If all funds are spent as planned and encumbered, the remaining balance at the end of the year will be $614.

• Next year's spending, or membership fees collection, will need to be adjusted to accommodate continued spending at the rate done this year. 

  • We receive $7,050, if we stay at 47 participants, and spend $9,500.

  • That would result in a shortfall of $2,750 over the $9,500 we spend.

  • That equates to a membership fee increase for each of the 47 participants amounting to $58.51 ($208.51 total per participant).

  • Do we want to increase dues, cut spending, or have a group define an alternate membership fee structure?  

Winter 2014 Budget Report

• We have sent invoices directly to the ELC members for the four Colleges showing no payment for this year on the Membership list. Outstanding payment total $750.

• Summer and Fall meeting expenses have been paid (switch tabs using the links at the bottom of the Membership list to see the current budget status).

• We have expended $2,613 of the planned $9,500 so far this year.

• Current balance of the fund is $6,464.

• If spending continues as planned and remaining dues are not received, we will have a deficit of $423.

Fall 2013 Budget Report

• See the tabs at the bottom of the Membership List for planned budget and status update as of 10/23.

• We will hand out invoices at the meeting for Colleges with outstanding dues and email copies to those not in attendance.

• We have receive $4,350 in dues payment.

• We have $2,400 outstanding in unpaid dues.

• We expended $1,420 of the $1,450 allocated for the summer meeting.

• We have a balance in the treasury of $6,007.

• With planned expenditures of $8050, we will have a deficit of $2,043 if the remaining dues are not paid.

• Decision: Approve/Disapprove budget report.

• Decision: a) Change the "Closed" ELC-C listserv to be open to anyone with interest in the discussion, and b) retain/eliminate the listserv approval step?  

Summer 2013 Budget Report

• See the tabs at the bottom of the Membership List below for planned budget and status update as of 8/28

• The long awaited Invoice document for meeting hosts is linked above as a downloaded Excel document.

• Spending plans have us consuming more than the planned receipts, but we have not been consuming the $3,000 professional development allocation.  Recommendation: we adjust that to $1500 and maintain a small positive balance. (approved and done)

• Check the right column (scroll) to see your college's status. If your payment is not showing and you have not seen this year's Invoice, please email Ed and Mary Davis (mdavis@pierce.ctc.edu)

• As always, please update membership details when they occur by logging into the site and denoting changed items in red font.

Spring 2013 Budget Report

• Spending going according to plans.

  • ELC Award paid

  • ATL Conference contribution paid

  • Reimbursements paid for past meetings

• Membership fees unaccounted for or in question total $1050.00.

  • EVCC - $150

  • LWIT - $150

  • OC - $150

  • SVCC - $150

  • WWCC - $150

  • SBCTC - $300 (Changed from 600 due to staff vacancies)

• Meeting expenses are trending higher than the $1450 budgeted - shall we scale back food or increase budget next year?

• Not been spending for Professional Development which has helped offset the overspending on meeting expenses.

• With $1600 projected for Spring meeting expenses and the missing membership fees, we should still have a remaining balance of $1987.09.

Winter 2013 Budget Report

• Check the far-right column of the Membership list to see the status of your college's payment. The 5 or so colleges showing unpaid, likely due to leadership transitions, should contact me at Pierce if you need to be re-invoiced.

• Payments have been made to summer and fall meeting hosts and we are close to planned expenditures.

• At the fall meeting, we discovered we forgot to order two mic cables with the newest mics and those will be added to the equiment pool for Spring's meeting.  Equipment expenditures are on track, as well.

• Other projected items will be consumed during the remainder of the year.

• Membership on the closed ELC Listserv seems to be slipping into place where who should belong is hard to determine.  Is it time to make it open?  We have WA_Canvas, WAOL-Admin and eLearning listservs, as well that are essentially open. Perhaps we need some specific criteria for when to post to the closed list and use training of ELCs as a means to maintaining the list's ELC-Business purpose. Thoughts?

Fall 2012 Budget Report

• Membership fees are rolling in - see right-most column in the Membership list (scroll sheet).

• We bought two hand-help microphones to add to the current one and the lavalier, but the amounts do not yet show on the "Budget Status" tab on the Membership List.

• A case for the equipment was donated by TCC and customized to fit the gear.

• Summer meeting sxpenses have been invoiced, but not yet appear on the "Budget Status" tab.

• Taking applications and bids for a traveling massage table complete with masseuse (we wish!).

Summer 2012 Budget Report

• Last year's expenditures were below the projected amounts for ELC awards and Professional development.

• We are starting 2012-13 with $5,166.

• We expect a revenue from membership fees of $7,500, for a total of $12,666 available for the year's activities.

• The proposed budget below (change tabs) shows planned expenditures of $12,200 and was made to balance through three proposed changes:

  • Adjustments for membership fees, based on changes in the membership list, including billing commission liaisons ( when they are not also a college rep.);

  • Adjustments to the meeting amounts from $1,200 to $1,450 to better align with spending patterns in 2011-12;

  • Reductions in the amount for ELC awards to $2400 (from $3,600 - three awards) and for Professional Development to $3000 (from $4,000).

• A motion to approve the budget should lead to discussion of these proposed solutions to balance the budget.

• REMINDER: please review the membership list and make changes to in RED reflect current information, paying particular attention to the number of people planning to attend meetings and incur membership fees.

Spring 2012 Budget Report

• All dues payments are in or in final stages of payment.

• SBCTC staff have not yet decided whether or not to invoice for the Fall meeting.

• Only one ELC award provided this year.  The plaque expense is noted, but expenses for ATL conference travel have not been invoiced yet.

• Planned equipment (Lavalier wireless microphone, handheld wireless microphone, a mixer with cables for the microphone receivers) have been bought and received.

• We have expended the $1000 in support of the ATL conference.

• Expenditures for Special ELC professional Development are less than planned.  There has been no invoice for the Summer 2011 workshop.

• After Spring meeting expenses are paid, under expenditures for Special PD and Awards will leave us with a larger than planned balance.

Winter 2012 Budget Report  ELC-BudgetReport_YR-11-12_AsOf-1-24-2012.pdf

• Dues payments not received from Bellevue ($300), Big Bend ($150), Grays Harbor ($150), Seattle Central ($300), Shoreline ($150). South Seattle ($150) and Wenatchee Valley ($150), while Clover Park paid an extra $150), potentially leaving the budget short by $1,200.

• We have not been invoice by SBCTC for Fall’s meeting and the budget had not expected it (we agreed it was okay if SBCTC needed to reimbursement).

• There were equipment expenditures for a Webcam, wireless microphones and a mixer that are not yet included on the report ($375).

• Winter’s meeting will exceeded the $1,200 projected amount. It is presently projected to be $3,873.84 due to the retreat-style setting at Dumas Bay Center.

• The only expenditure thus far for Professional Development Activities was the Stretching Session at Summer meeting. Summer’s workshop and Fall’s Stretching Session have not been invoiced or paid (anticipated $1000 and $50).

• Ann, Renee and Ed met to discuss adjustments to the registration fee in anticipation of continuing retreat style meetings. Given the erratic spending patterns, particularly in the area of professional development activities, it is our recommendation that the dues remain at the current $150/regular attendee. Further, the Spring meeting’s budget discussion ought to result in a detailed budget for the coming year’s activities. Based on the expected expenses for the Spring meeting and the balance remaining after that meeting, the dues would increase for the coming year as needed to cover the projected budget. This process would happen each spring with adjustments to the default $150 fee as needed.

Fall 2011 Budget Report

 Budget Report_11-12_10-4-2011.pdf

1. College's fees are rolling in - please review the latest membership list PDF file to verify your institution's amount matches the number regularly attending the meetings and the 'paid' status is correct.

2. Last year's spending left a larger ending balance than expected and set the stage for more than adequate funds to meet this year's plan.

3. Spending is on track for the year, but we may need to adjust the Fall Meeting projection and cover the meeting expenses that SBCTC has been paying without reimbursement.

4. Meeting hosts arranging local professional development (stretching, yoga, etc.) should be sure providers/trainers are setup to send an Invoices for their fees. I cannot initiate payment without official documentation.

5. Question regarding Winter meeting on the agenda that will affect the figures shown in the report.

Summer 2011 Budget Report

 ELCBudget(2)_11-12_7-25-2011.pdf

1. Stay tuned for more details...final status on 2010-11 and an updated budget plan needs to be edited and approved by the ELC.

2. We got all colleges fees paid from 2010-11.

3. We were successful in spending down our fund and should not be growing the balance as happened in the past.

4. Invoices were sent for 2011-12. Check with your business office if you don't see it soon. Contact Ed if you want to be rebilled.

Spring 2011 Budget Report

 ELC Budget Report_10-11_3-21-2011.pdf

1. We are on track with spending plan. Most registration fees have been paid, expenses for meetings and other items are coming in, we procured a microphone for Elluminate meetings, we have processed invoices for the ATL Conference and the T4 payment is in process.

2. Since several college have not paid fees, I wonder if we should consider an adjustment in the process? Several colleges seem to attend primarity via the Elluminate link. Could they opt to attend that way and pay a reduced or no fee?

3. We need to discuss an appropriate amount for Professional development activities as a line item that we spend from, instead of trying to project all the things we'll do in a year with their attached cost. Sometimes things come up and sometimes we fail to add them to the list. I think it gives us more flexibility to adjust as plans change. I thnk we can keep things like the Awards and the ATL Conference as separate. What amount should we allocate for Professional Development in 2011-12?

4. What should our target be for a reserve at the end of the year? Last year we planned for $5,000.

Winter 2011 Budget Report

 ELC Budget Report_10-11_2-3-2011.pdf

1. The membership list shows one colleges where they paid for one member ($150), but had indicated two would be attending (projected $300). We need to adjust the entry so our projected funds are as accurate as possible.

2. There are three colleges from whom we've not seen payment. They could be "in process", so please verify the status at your business office if the last collumn for your college's line on the membership list shows $0.00. (Also, all should verify member info is accurate and make edits in RED on the wiki page.)

3. In the setup of the annual spending plan, subsequently approved by the council, we neglected to budget for the T4 training and the procurement of a microphone system committed to in Spring 2010. A review of the buget suggests we have sufficient balance to cover those items. We will not meet the goal of retaining a balance of $4000-$5000 if spending happens as currently projected.

4. The ELC Innovation and Leadership Award Committee appropriations are not being billed by awardees' colleges. Thus, we have not used most of the allocated award funds in the past two years (colleges cover awardees' expenses and then bill us to get reimbursed). This makes it hard to plan for spending of the available funds.

5. We found last year that we could not pay the $200 stipend to ELC Innovation and Leadership Awardees, given state controls on spending in the economic crisis. We didn't adjust the budgeted amount for the two awards from $2800 to $2400. An additional $400 should be expected in the year-end balance. We will review and adjust when planning 2011-12 budget.

6. ELC Innovation and Leadership Award Committee asked to make a third award this year. Given spending patterns and adjustment noted above, there appears to adequate resources. The impact to our end-of-year balance will depend on actual spending for ELC Innovation and Leadership Awardee's conferenc travel expenses. If history repeats itself, we will likely retain a $4,000 balance. We will vote on a motion to approve the added expenditure during the Award report.

Fall 2010 Budget Report

 ELC Budget Report_10-11_10-22-10.pdf

1) Expenditures for Summer meeting and professional development were $2,931.66 (less than projected)

2) Fees collected to date are: $6,450 - Unpaid invocies include Big Bend, Columbia Basin, Highline, Seatle Central and South Seattle colleges.

3) Current Balance: $16,479.34

4) Adjusted projected expenditures for 2010-11, based on summer's invoices, remaining meetings and ongoing projects, is projected to be: $14,426.66

5) Projected year end balance, includinf anticipated college payments and projected expenditures noted in item 4), is: $5,284.34.

Summer 2010 Budget Report

 ELC Budget Report_10-11_7-26-10.pdf

1) Starting balance for the year is $12,961.

2) Anticipated Fees to be collected are: $6,750 - Invoices should be showing up at colleges.

3) Projected Expenditures for meetings and ongoing projects is projected to be: $ 15,000.

- figures for quarterly meetings are higher than normal due to plans for two-day meetings.

- no adjustment was made for the disallowed ELC award stipends (only cover travel and TLA Conference registration).

- projected $6,000 for ELC Professional Development.

- based on $3,000 estimate for Leading From the Middle.

- guessed we may want to spend around $3,000 at other meetings for similar activities.

4) This would leave a balance of $4,711 - close to the target balance of $5,000 set during our earlier disucssions.

5) Plan for the year is to monitor spending and identify future patterns.