Budget Narrative
Section Reserves: The total amount of money available to the Orlando Metro Section (OMS) as of January 1st of each year.
REVENUES
State Conference Shared Revenues: OMS assumed $1,500 would be dispersed to all sections in 2024. Revenues from FPC24 will likely be posted in December of 2024. OMS will again assume $1,500 to be dispersed in 2025.
Section Grants: OMS received the Non-Competitive Section Grant for $1,500 in 2024. The 2025 budget assumes one Non-Competitive grant per year.
Annual Holiday Party - Ticket Sales: The 2024 column reflects the amount in the budget adopted on August 10, 2023. The 2024 actual amount will be added in December of 2024. The 2025 estimate assumes a ticket cost of $15 for 50 people, a reduced cost to the members due to the Section covering an estimated ¾ of the estimated cost.
Event Revenues – Member Payments: The 2024 column reflects the amount in the budget adopted on August 10, 2023. The 2024 actual amount to date is $1,440.00 received from registration fees for the Planning Academy 101 workshop held on June 7, 2024. The 2025 proposed budget reflects total member payments estimated to be received for attending next year’s planned events.
Event Revenues - Other Events: This includes revenues from other OMS events planned throughout the year.
EXPENSES
Annual Meeting: This category is for the Annual Meeting that OMS is required to host each year per the adopted OMS Bylaws. $500 was budgeted for the 2024 meeting and, due to increasing costs, the OMS Executive Committee voted to increase the amount to $1,500 if needed for the 2024 annual meeting. Based on this, $1,500 is proposed for the 2025 meeting.
Annual Holiday Party: This is our section's most well attended event. $500 was budgeted for this event in 2024. Since we will be introducing an OMS award program in 2024, an increased budget may be presented to the Executive Committee for approval that will include both 2024 and 2025.
Event Expenses - Section Grants: This category reflects any expenses from OMS special events funded through the Section Grants. The Non-Competitive 2024 grant expenses were for two items: Videotaping the Planning Academy 101 workshop at a cost of $950. The videos are intended for viewing on APA FL's YouTube channel, which will reach planners and others throughout Florida and in other states. The second item was a Workplace Stress workshop webinar at a cost of $750. As both items totaled $1,700, the Executive Committee approved using $200 from OMS funds to satisfy the videographer's fee.
Event Expenses - OMS: This category reflects event expenses covered by OMS that are not covered by grant funds or registration fees. For 2024, this includes the $200 mentioned above for the
Planning Academy 101 videographer, the Planning Academy 101 breakfast and lunch expense reimbursement at $890.08, a happy hour reimbursement at $150, and a 2023 Holiday Party reimbursement at $1,200.
The 2025 proposed expenses are $2,000 to cover Planning Academy 200 events, $1,000 to cover Planning Academy 101 and $900 to cover Happy Hour expenses. These details are shown on the work program.
OMS has partnered with the Peace and Justice Institute to hold a workshop in November entitled "Working Effectively with People". The Executive Committee voted to fund this event up to $2,880, which can be amended if needed to provide snacks for this 5 pm event. The 2025 proposed budget shows an amount of $3,900, which is shown on the work program as the total cost of the Section as the payment source for planned events.
Chapter Fees: This is the amount that the section has been historically charged by the Chapter to cover the CM license for OMS events and for donations.
Board Retreat: The OMS Board attended a planning retreat in January 2024 at no cost to the section to define strategic priorities and member services, start an events calendar, and review budget and administrative items. It is anticipated that the retreat will be held again in January 2025 at no cost to the section.
Budget Requirements per OMS Bylaws
The adopted 2024 Orlando Metro Section Bylaws specify how the budget must be prepared, presented and modified, as noted below.
Article II: Definitions
Budget. An estimate of the income and expenditures for the Orlando Metro Section for a set period of time.
Work Program. A program of the Section’s annual activities, operations, and events that corresponds to the Section budget and that must be approved by vote of the Executive Committee. To serve the Orlando Metro Section membership, the work program shall include an online or inperson event at least every two months in various member counties, not including the Annual Meeting or Holiday Party.
Article IV: The Executive Committee shall have the following duties and responsibilities: Adopt the annual proposed budget, make the work program and budget available to Section membership for vote at the Annual Meeting, and transmit reports to the Chapter as required.
6. DUTIES AND RESPONSIBILITIES
I. CHAIR
To call and preside at the meetings of the Section and Executive Committee;
To prepare an Annual Report as described in Article VI of Section activities for the preceding year that is based on the Section’s approved work program /budget and a draft work program/budget coordinated with the Treasurer and present them to the membership at the Annual Meeting.
VII. TREASURER
Support the Chair in preparation of an annual proposed budget for review and approval by the Executive Committee by September 30 for presentation at the Annual Meeting for a vote of Section membership;
To prepare a written annual financial report to Section Members for the Annual Meeting which shall include a ledger sheet of Section income and expenditures by activity compared to the budget for the preceding year
ARTICLE VI: MEETINGS
ANNUAL MEETING
There shall be an Annual Meeting held each calendar year in October at a time and place to be determined by the Executive Committee. The agenda for the Annual Meeting shall include the distribution of the Chair’s written Annual Report, the budget for the upcoming year, and the Treasurer’s presentation of financial reporting. The Chair will present an Annual Report describing Section activities for the preceding year that is based on the Section’s approved work program and
budget. The Chair also will present the draft work program and budget for next year to Section membership for member discussion, suggestions on Section activities, and member vote.
The budget and any other items requiring member vote on the Annual Meeting agenda shall be published thirty (30) days before the meeting in the Section Newsletter and on the Section’s website, which shall also provide means for voting electronically by proxy if not attending the Annual Meeting. Supporting documentation will be, at a minimum, noticed and summarized in the Section Newsletter, and posted in full on the Section’s website.
Action for the good of the membership and consistent with these Bylaws may be taken at the Annual Meeting, based on approval by a majority vote of Section members voting. Items voted on at the Annual Meeting, either by mail or by proxy, are valid only for the exact language contained in the mailed ballots or proxy statements. Alteration of language resulting from amendments, made and duly passed during the Annual Meeting, shall negate the validity of mailed ballots or proxy statements on that amended item.
The Secretary shall file minutes of the Annual Meeting with the Communications Chair of the Section for publication on the Section website and shall submit a courtesy copy of the minutes and Annual Report to the Chapter.
ARTICLE VII: FINANCIAL MANAGEMENT
1. FISCAL YEAR
The fiscal year of the Section shall begin January 1 and end December 31 of the same year.
2. BUDGET
The Chair, with the assistance of the Treasurer, shall prepare the annual proposed budget for the following year, including the amount of any sponsorships, Section Grants, or other revenue, as applicable. The annual proposed budget shall be presented for review and adoption by the Executive Committee by a majority plus one vote by the end of the third fiscal quarter and a vote of the Section membership at the Annual Meeting. The Treasurer will make the budget, audit, and/or compilation summary available to Section membership on the Section website and will share the financial report at the Section’s Annual Meeting. The budget may be modified from time to time by a majority plus one vote of the Executive Committee.
