Local sections face two money-related problems: how to obtain and maintain sufficient funds to conduct a wide variety of activities and how to keep adequate records.

Needless to say, record-keeping is by far the easier problem to resolve. Handbook for ACS Local Section Treasurers, available from the ACS Local Section Activities staff, indicates specifically what sort of record should be kept. The financial records needed by a section will vary according to the number and kinds of transactions that the section makes during a year. Combined with the application of sound financial management principles, good record keeping makes annual financial reporting, both to the ACS and IRS, much less of a burden.

REVENUES

Bylaw changes for Local Section and Division Support was endorsed in  2004 by the Council and membership.  Actual amounts per year re dues and assessments will be dependent upon the economic situation.. 

Some constants are known; the following are the most common sources of funds.

Annual ACS Allotments

As stipulated in ACS Bylaw VII, Sections 8(a) and (b), ACS provides local sections with annual allocations of funds from members' national dues for the operation of the sections. The allotments are composed of two parts: a basic allotment, which is the same for each section, regardless of its size;  and an additional allotment, the so-called per capita allotment, based on the number of members and national affiliates assigned to the section.  The date of the official membership count used for calculation of the per capita allotment is December 31 of the second preceding year, i.e., 2006 allotments are determined from section membership counts as of December 31, 2005.

Eg., for 2006, the base allotment will be $4130.  An additional allotment of $5.31 per person will be added to the base for each member and national affiliate assigned to the Pensacola Section.   Both the basic and additional (related to section size) allotments escalate annually in proportion to the increase, if any, in national dues.  Dues increase to $116/yr is effective in 2003.

The annual allotment is available to a local section after January 1 and after the section annual report for the preceding year has been received by the SOCIETY.

Pending receipt of the annual report, the ACS Executive Director may once annually transmit 10 percent of the allotment if a section submits a written statement of need for that amount.

New Member Commissions

Local sections receive a commission for each new member or national affiliate whose membership application is forwarded to national ACS by the section.  The commission rates are about $5.00 for a new member; $3.75 for a national affiliate; and for each reinstated member, provided the lapse in membership has been at least two years. To be eligible for a commission, a section must certify that the new member has been obtained as a result of section effort by indicating the section name in the lower right corner of the membership application.  The commission figures are compiled at year-end, and payments are remitted in early February to the sections from the ACS Admissions Office.

The commissions are intended to provide strong incentives for the sections to organize or invigorate membership committees and recruiting procedures.  Suggestions for membership promotion and retention techniques can be obtained from the ACS Manager of Membership Promotion.

Local Section Dues

The Pensacola Section initiated a voluntary dues structure ($10) in 2002.   Approximately 40% of the local sections supplement their revenues by charging local section dues. 

Local dues for members and national affiliates can be included on the national ACS dues billing at no charge to the section for the collection service.  The money is remitted to the sections twice annually, in February and July.

Current rates per member for local dues collected through the national ACS dues billings range from $2.00 to $15.00. On the average, 60% of those members billed by the national office elect to pay local section dues. For the Pensacola section, ca. 60% elect to do so.

In February, each section treasurer receives details of the local section dues collection service.  The deadline for requesting the service for the succeeding year is April 1.

Sections also obtain revenues from dues paid by section affiliates.  In contrast to payment of section dues by members and national affiliates, which is voluntary, payment by section affiliates is mandatory.  According to ACS Bylaws a section affiliate must pay at least $2.00 annual section dues to retain affiliate status.  In determining the amount of section affiliate dues, a section should evaluate its services to affiliates and set the amount at a level sufficient to recover the costs of these services.

Local Symposia and Conferences

Many local sections organize mini-meetings, teleconferences, symposia, or short courses and charge registration fees which will be sufficient to produce some net revenue. (Note: Sections sponsoring such activities are advised to plan carefully.  Topic, location, and weather can affect attendance.)   Our Section has not use this means as a revenue source.

Interest and Dividends

Depending on the amount of section assets, the investment possibilities range from savings accounts to certificates of deposit to investment portfolios.  Some sections form boards of trustees made up of members who possess some financial expertise, to manage the money.  Sections may deposit funds in the ACS Investment Pool the return for which is similar to that of mutual funds.  Questions on the Pool may be directed to the ACS Office of the Treasurer.

Donations and Contributions

Many local sections obtain financial support from companies within the local section area for specific section projects such as high school and college award programs.  Campaigns for donations from individual members, for example, to establish scholarship funds, have also been successful.  Since ACS and its sections are tax-exempt organizations (IRS: 501.c3), such gifts are considered charitable contributions and thus earn the donors tax credits.

Sections, in general, are just beginning to explore the realm of fund-raising possibilities.  One section has even sponsored lucrative garage sales.  The ACS Local Section Activities staff would appreciate hearing about accomplishments in this area to better assist all sections interested in raising funds.

Reimbursement of Councilor Travel Expenses

The SOCIETY provides a limited subsidy to assist sections in reimbursing their councilors for travel costs to participate in the Council sessions at national meetings.  The funds are intended to ensure representation and may be used only for support of transportation costs.  The national SOCIETY will reimburse the section for 75% of the eligible travel expense for councilors from one- or two-councilor local sections; for all other sections the costs will be shared on a 50-50 basis.  Recently, to encourage participation of section councilors at national meetings,  reimbursements not to exceed ca $1600 are budgeted annually.

Each section may decide whether it will participate in this plan.  A detailed explanation of the extent of reimbursement allowable and the procedures to be followed in requesting reimbursement is sent approximately six weeks prior to each national meeting to section councilors, secretaries, and treasurers.

Other Revenues

Hosting and/or participating in regional meetings is another source of section revenues.  Meeting surpluses accrue primarily from registration fees and sales of exhibit booth space.  Guidelines for the division of these monies among the sections in the region are established by the regional meeting steering committee which is composed of one representative from each section in the region.

Regardless of the sources or amount of its revenues or the size of its asset base, every section must also be concerned with how its money is spent.  Each local section should determine guidelines for expenditures and prepare an annual budget for revenues and expenses.  Suggestions for establishing appropriate expense controls are offered in the Handbook for ACS Local Section Treasurers.

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