FFA Presentation

Tyler GrandilState FFA Executive Secretary

Presentation topics

• New Degree application

• Task Forces

• LPS Guide/2006-2010 Program changes

• Financial management

• CDE Fees

New Degree application

• Currently working with the author of the new American Degree application to revise the Arizona Degree application

• Target date for distribution is Sept. 2006• Have been working with Dennis Bushong to

make a few revisions to record book including forcing dollars to round

• Time stamp will be added to existing date stamp• Financial pages must be printed within

minutes of each other• Copying and pasting form record book to

application…• Could be problematic on the National

Level• Electronic versions of the application

might be requested for verification• Record books will be required a part of

the new assessments and therefore required on some applications within 2 years

AMERICAN FFA DEGREESTATE:

American Degree CHAPTER #: Sponsored as a special project ot the National FFA Foundation by Member ID #

BASF (9 Digit Number)

Case IH MISSING - State Farm Credit Systems MISSING - Membership # Pioneer Hi Bred International Inc. MISSING - Chapter Number

1. Name (As you want it to appear on the certificate.):

2. Name as it appears on the FFA chapter roster (If different.)

3. Gender: Male Female 4. Home Telephone Number:

5. Address: (street/R.R./box no.)

City: State: Zip:

6. Complete FFA Chapter Name:

7. Name of High School:

8. School Address: (street/RR./box no.)

School City: State: SELECT School Zip:

9. School Telephone Number (including area code):

10. Chapter Advisor(s):

11. Statement of Candidate and ParentWe have prepared this application and certify that the records are true, complete and accurate and we herbypermit for publicity purposes the use of any information included in the application with the exception of thefollowing:

12. CertificationWe have verified the application of and find that the statementscontained herein are such that we are able to recommend him/her for the American FFA Degree.Furthermore, we verify that he/she has conducted themselves in a manner to be a credit to the organization,chapter, school and community.

13. Candidate's Scholastic RecordI hereby certify that has achieved a high school record of "C" orbetter and has a satisfactory record of scholarship and participation in school activities.

Our House Enterprises - Version 1

DO NOT ALTER THIS APPLICATION IN ANY WAY or APPLICATION IS SUBJECT TO DISQUALIFICATION!

State Advisor or State Executive Committee Signature

FOR USE BEGINNING IN 2006

SELECT

Date

Date

Date

7/1/2005

SELECT

Candidate's Signature

Chapter Advisor Signature

Administrator or Counselor (indicate which)

Chapter President Signature

Superintendent or Principal Signature

Date

Date

Date Parent or Guardian Signature

Date

2005

Task Forces

Purpose:

To gather information, opinions, ideas and concepts to be utilized in assisting to make process decisions and developing operating procedures. Recommendations may come from a Task Force that go to the FFA Advisory Board.

Task force members may include individuals who state staff believes have experiences or knowledge that may be useful for the subject matter of the task force.

State Officer Program Task Force

Task force assembled in January 2005 of teachers, past and current state officers to discuss and evaluate the state officer program. Items including in the discussion were:

Part A– What are we looking for in a State Officer– State Officer scheduling (i.e. what are they currently doing, what should

they ideally be doing)– How are officers selected (i.e. the Nominating Committee process)– How to assist State Officer Candidates and advisors in preparation (i.e.

the development of a more useful guide, pre-interviews)Part B– State Officer Expenses (i.e. cost/benefit analysis, alternative funding

sources)– State Officer development (i.e. continual learning, individual personal

growth plans)

State Officer Program Task Force (cont.)

What has been done

• Discussion about the appropriate use of officers– Input will continue to be gathered

• Newly elected state officer training revised and implemented– Adjustments will be made and reviewed with Task Force

• Two members of the task force were assigned to observe the nominating committee process and report back to the task force– Observations will be discussed with the group – Any suggested changes to the process will be presented to the

Advisory Board and distributed to the teachers

State Officer Program Task Force (cont.)

What has been done (cont.)

• Discussion regarding state officer expenses– Adjustments were made to the budget– Suggestions were made as to how to collect the amount due– Discussion/planning for securing sponsorship

• Discussion regarding the preparation of candidates for state office– Candidate guide– Pre-Interviews

State Officer Expenses

Item

Amount collected from

each officerState expense for each officer

Total Expenses for AZ FFA for

Officer Program (2005)

NLCSO 0 700 7700Camp 75 95 1045Nat'l Convention 425 450 4950CDE Day 0 75 825SLC Meals 0 350 3850SLC Hotel 0 180 1980Official Dress 300 150 1650Casual Clothing 50 50 550SPC 0 450 4950Mileage 0 1000 11000Misc. Supplies 0 250 2750Leadership Training 0 350 3850Miscellaneous Meals 0 400 4400Recreation/Team Bonding 0 325 3575Total 850 4825 53075

Future Task Forces

Listed in order of priority• Camp

– New location needed– Dates to avoid?

• Spring Conference• Stars rubric• Career Development Events/ADE Assessments• Ag Ed program monitoring (FFA/SAE/Record Books)• SAE/FFA Curriculum• State Leadership Conference• Mid Winter Conference

LPS Guide/Program Revisions

• Local Program Resource Guide 2005-2006• CDE Revision Summary Document

Greenhand Conference

• Sept 12 @ Glendale Community College• Sept 13 @ASU East• Minimum 90, Maximum 180• Open to 8th and 9th grade students• 8 AM – 3 PM• Presenters are former state and national officers• $50 per student

»lunch»T shirt»framed certificate»Individual personal plan booklet

AZ FFA Finances

1995• No budgets• No annual statements• Monthly reconciliations to the checkbook• Operated on an annual yearly deficit

1996• Approx. 6-8 codes implemented to help categorize revenue/expense streams

1997• Excel accounting document/system invented• 9 main categories for income and 9 matching categories for expenses

– An average of 15 sub-codes for each of the 9 income/expense categories• Rudimentary system established for evaluating financial standing

AZ FFA Finances (cont.)

1998• Secured services of a CPA for accounting and tax preparation

1999• All CTSO’s (i.e. DECA, FBLA, SkillsUSA, FCCLA) begin using the “FFA” excel

accounting system• Accountant produces first set of GAAP financial statements

2000• Majority of sponsorship funding responsibilities turned over to Foundation• First detailed/realistic budget developed• Enrolled in ASU Non-Profit Management Institute

– Courses include financial management, reporting and risk reduction

AZ FFA Finances (cont.)

2004• FFA researched/decided to convert to the QuickBooks accounting software

– Industry standard accounting software for small businesses– Able to do job costing, profit/loss analysis by event– Integrated AR/AP system, Invoicing system, customer list– Checking and Savings accounts tracked simultaneously– Balance for checking account balance in QuickBooks is “real time” as

opposed to 20-30 days behind– Dual entry system which ensured accounts are in balance at all times– Financial statements no longer need to be “created”, they are generated

based on information in QuickBooks…much less likelihood of error• Meetings initiated by FFA to bring other CTSO’s on board• Presentation to Milt made by FFA/SkillsUSA and received preliminary approval• Additional courses taken in reading/developing financial statements• Dual signatures required for check requests• Financial statements mailed to designated board member monthly

AZ FFA Finances (cont.)

2005• FFA spearheads work with the Finance Department and the Accounting

Department at ADE to gain approval for the implementation plan for QuickBooks

– Training objectives and timeline developed– Protocols developed/refined for check requests and deposits

» Routing procedures » Separation of duties

• Final approval by both ADE departments in February• Enrolled in 2-day QuickBooks training in March• QuickBooks software installed in March• FFA assigned as the point person in CTE for QuickBooks internal training• Joint training by Accountant/FFA to other CTSO’s and Finance Dept.• Parallel systems (Excel/QuickBooks) from March to July• Checking/Savings accounts reconciled for April and May using QuickBooks

AZ FFA Finances (cont.)

List of AZ FFA Classes

• State Leadership Conference• Greenhand Conference• Chapter Presidents Conference• Camp• National Convention• State Officer Program• Mid Winter Conference• General/Administrative

AZ FFA Finances (cont.)

Sources of Revenue Associated Expense Category

Dues State Officer program

Foundation Awards/travel stipends

State Officer program

Registration fees Associated program

State Officer program

Unfunded/under funded programs

Grants Specific programs for which the grant was written/minimal administrative costs

National Convention National Convention

AZ FFA Finances (cont.)

Financial goals• Ability to compare revenue and expenses within major financial groups

(i.e. classes or silos)

• Events/programs financially self sufficient

• 7% overhead/administrative cost charged to every event

• Work toward 6 months of operating revenue in reserves

• Accounts Receivable collected on within 45 days

• Operate at a break even

CDE Fees

• AZFFA staff have worked extensively on developing budgets to evaluate income/expenses by event

• The Foundation contributes approx 25% to AZ FFA’s annual revenue stream

• The remainder comes from dues and fees

• To cover unfunded or under funded events, every event has a goal of a 7% contribution to overhead

• Per the direction of the Advisory Board, CDE’s were assigned a flat fee (as opposed to a per person or proportional)

CDE Fees (cont.)CDE Registration Income

MWC Spring SLC Total

Registration Fees $2,500 $7,500 $2,500 $12,500

Total Income $12,500

CDE ExpensesMWC Spring SLC Total

State Officer Travel/Lodging $350 $350 $500 $1,200

CDE Consulting (Spring) $500 $3,000 $500 $4,000

CDE Supplies (folders, pencils, scantrons, stopwatches) $20 $1,350 $30 $1,400

Database management (registration, membership) $500 $500 $500 $1,500

DJ for dance (Spring) $350 $350

CDE Consultant expenses at National Convention $1,000 $1,000

CDE Consultant expenses for August training $600 $600

Awards not covered by Foundation

Parli Pro invitational $100 $100

Novice CDE's $350 $350

Medallions (above what is covered) $100 $200 $50 $350

Workshops $250 $250 $350 $850

7% contribution to overhead/administration $175 $525 $175 $875

Total Expenses $12,575Net Profit (Loss) ($75)

CDE Fees (cont.)

Potential expenses depending on funding circumstancesCosts at Universities and Community Colleges currently paid through grants $8,000BBQ at Spring Conference $1,500Total potential expenses $9,500

Potential future capital investments$25,000Scantron machine (possibly shared, received via grant or paid via

CDE fees)

What’s next?

• Revision/roll out of new degree application• Task Force work• LPS Guide/2006-2010 Program changes implemented into AZ FFA

CDE manual• Continued work on financial record keeping/reporting• CDE Fees

What else…• Moving toward online membership (8 pilot schools for 05-06)• Website redesign• Implementing 2005-06 POA for AZ FFA

Questions?