STC Office and Community Affairs Committee (CAC) Responsibilities

Use the information in the following table when your community needs assistance.

See this table as a pdf.

Definitions:
CAC Leads: A member of the CAC is responsible for completing this task.
CAC Supports: A member or members of the CAC will help complete this task.
STC Leads: A member of the STC office staff is responsible for completing this task.
STC Supports: A member or members of the STC office staff will help complete this task.

Community (Chapter or SIG) Lifecycle Event CAC Leads STC Leads CAC Supports STC Supports
1.0 Initiating a Chapter or SIG
1.1 Respond to queries about process and forms X X    
1.2 Bring motion to create to the Board X X    
1.3 Initiate a web site and hosting, update STC web site   X X  
1.4 Set up and administer email lists   X    
1.5 Generate a new tax ID (chapters)   X    
1.6 Request and receive budget request   X X  
1.7 Receive funding   X    
1.8 Update Leadership database   X X  
1.9 Ensure access to community membership reports   X X  
1.10 Send welcome email; offer suggestions for programming and other resources X X    
2.0 Running a Chapter or SIG
2.1 Develop and update bylaws (chapter) X     X
2.2 Describe leadership roles and hold an election X     X
2.3 Plan chapter events     X X
2.4 Assist with Adobe connect and facilitation   X X  
2.5 Advertise Chapter events (social media, newsletter, etc)     X X
2.6 Develop annual financial report template, complete, return to STC       X
2.7 Develop of annual budget request template, complete, return to STC       X
2.8 Assist with succession planning X      
2.9 Provide general assistance to maintain vitality X      
3.0 General Assistance to all Communities
3.1 Develop, update, and maintain the Community Handbook, leadership calendar, community success plan, and related procedures X      
3.2 Organize and manage Leadership Day X     X
3.3 Schedule and deliver community-member-only webinars   X X  
3.4 Sponsor and administer community membership drives   X X  
3.5 Submit information for community awards X     X
3.6 Schedule and deliver community-leader webinars X     X
3.7 Periodically contact communities to offer support X      
3.8 Post Society and CAC events on website and social media X      
4.0 Shutting down a chapter or SIG        
4.1 Assist in troubleshooting issues X     X
4.2 Assist in merging with another chapter if appropriate X X    
4.3 Dissolve chapter or SIG X X X  

 

Quick(en) and Easy Budgeting webinar September 16, 2016

adobe-connect-bwUpdate: Watch the recording via Adobe Connect at http://stc.adobeconnect.com/p411jyzqe02/

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Slides on Google Drive

Register on Eventbrite
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Friday, September 16, 2016 from 12:00 PM to 1:00 PM (EDT)

About the Webinar

It’s budget season again! Learn the basics of creating an STC community budget and the requirements for requesting STC funding for your community. Also, learn how to use Quicken to track your community finances and speed through your budgeting process.

This webinar will be recorded.

About the Audience

This webinar is for STC community leaders (especially treasurers) and future volunteers, who are encouraged to register and attend online or watch the recording.

About the Speakers

Jane Wilson LinkedIn

Jane Wilson is Senior Manager of Technical Writing at GE Digital Applications Engineering and the Treasurer of the Society for Technical Communication.

 

Timothy Esposito candid.JPG

Timothy Esposito is an STC Associate Fellow with over 15 years of technical communication experience. He is currently vice president of the STC Philadelphia Metro Chapter. Before becoming VP, Timothy was chapter treasurer, webmaster, and scholarship manager. He lives just outside Philadelphia with his wife, son, and two retired greyhounds.

WHEN

Register on Eventbrite
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Virtual Leadership Program recordings and handouts

Here is a list of the speakers and topics from our Virtual Leadership Program on June 18, 2016 with links to the recordings and slide pdfs.

Speaker Session Topic Slides as pdf
All speakers bios and headshots   icon_pdf pdf
 
 
Cindy Pao and Chris Lyons Welcome and explanation of the day
 
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Emily Alfson The Basics of Running a Community
 
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Jane Wilson Financial Responsibilities
 
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Emily Alfson Tools for Organization
 
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Roger Renteria Web Development
 
 
Adriane Hunt Leadership
 
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Ben Woelk Internet Security
 
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Bobbi Werner Using Targeted Contact Lists
 
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Maryann Bowen STC Webinars as a Springboard for Networking
 
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MaryKay Grueneberg CAA Application
 
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Betsy Maaks Taking Time to Celebrate!
 
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Rick Lippincott Beginning Social Media
 
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Viqui Dill Advanced Social Media
 
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Roger Renteria Adobe Connect
 
 
Lori Meyer Succession Planning
 
icon_pdf pdf
 

 

Simplifying Your Community Finances with Quicken

Keeping track of your community’s finances can be a chore, especially if you’re using a written checkbook or homebrew Excel sheet. When it comes time to do your STC budget or financial report, guessing at the expenses and income for all the budget categories can be tricky. We recommend you use Quicken to track your community expenses. Quicken is a software application for both the PC and Mac.

What benefits do you get from using Quicken to manage your community finances?

  • Budget categories used to track income and spending.
  • Automatic updates from your bank and PayPal.
  • Reports for budgets and chapter leadership meetings.
  • Mobile app so community leaders can see funds available.
  • Data is automatically backed up.

Budget Categories

Quicken electronically tracks your spending into budget categories that you determine. For STC communities, the annual budget form contains all the budget categories you’ll probably need. In the following images, I illustrate how I’ve configured Quicken to use the same budget categories listed in the STC budget form:

Expense Categories Income Categories

Don’t worry about having to set this up in your own copy of Quicken. I’ve created a blank Quicken database with all of the default STC categories created for you. Download the sample Quicken File, unzip it, and open it in Quicken Deluxe 2016. There is a cheaper version of Quicken available, but it claims that you can’t import files. Now Quicken Basic is probably what your chapter needs, and if you buy that you may have to enter the budget categories yourself.

Whenever you receive income or spend money, you are prompted to associate the transaction with a budget category. At any time you can call up a pre-generated report to see how much has been placed in each category. You can customize the reports to show you monthly income and expenses, so you can see how much individual events has gained or cost your community, for example.

Monthly Expense Report

When it comes time to prepare the STC budget, this reporting feature makes filling in the budget form simple. Generate a report from Quicken, and then copy and paste the numbers into the matching budget categories. With this method you can fully complete a community budget form in under an hour. Maybe even 30 minutes if you’re good with the copy/paste technique.

Automatic Updates

If your bank offers an electronic integration with Quicken, and many banks do, you can download your transactions directly into Quicken. The same goes with PayPal, which does integrate with Quicken. This will simplify tracking your income an expenses as all you will have to do is approve the records as they are imported. No bank or PayPal account is perfect, and sometimes duplicate transactions may be downloaded, so be sure to double-check items before adding them to Quicken.

Mobile App

Quicken offers a free mobile app. Anyone can install it and configure it to point to their community bank records, if they are given access. You must have an Intuit ID and password, and your community Quicken records must be set to sync with the Quicken cloud to do this.

Information is Backed Up

Quicken automatically backs up your database as frequently as you like. Place this backup file in a place where other appropriate community members can access it, such as Google Drive or Dropbox, and never fear about your data walking out when the last treasurer retires.

Conclusion

In order to make best use of your financial tracking, keep your community records organized, and simplify your accounting life, try using Quicken.

  1. Download Quicken Basic or Deluxe from www.quicken.com.
    1. Optional: Download the sample Quicken File as a starting point. It contains the basic budget categories from the STC budget form. It was made in Quicken Deluxe 2016.
  2. Customize the budget categories to meet your community needs. Not hosting a banquet, but instead organizing a conference? Just edit the budget category to say Conference instead of Banquet. (Tools > Category List)
  3. Set up your community checking, savings, and PayPal accounts so they automatically download into Quicken.
  4. Generate the reports to see how your expenses and income are budgeted.
  5. Install the mobile app (optional) so you or other community leaders can see your finances on the go.
  6. Back up your data to your community’s cloud storage, in a restricted treasurer folder.
  7. Complete your community budget and financial reports within an hour.

If you have any questions or comments, let me know.