3.8.1 Document and Manage Association's Business Plan & Systems

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1 3.2.1 Establish annual budget goals with incremental increases in the proportion of revenue from sources other than dues and conferences 3.3 Budgets reflect and are aligned with Strategic Plan The Budgets were linked to the Strategic Plan. This was the last year of a five year Plan; During 2012 we used a facilitator to develop our next multi-year Plan, and this effort was completed in October, The new Plan is found on the Board web site at: The financial system tracked the approved income and expenses using the Plans approved budgets. The budgets for this year are taken from the Plan and are based on the Strategies, Milestones and Outcomes found in the document. Each Management Unit completed their Budget and Planning documents from portions of the Plan assigned to their group. We set annual budget goals for the 2013 Conference and Membership and are working on expanding our Endowment Fund. Budget: Association Year There are no budget required for these activities Report, Plans & Budget Document and Manage Association's Business Plan & Systems The Business Planning was enhanced during this year in the following ways: 1. contracted with a professional event planner 2. transfered our Accounting system to QuickBooks, by our new Treasurer 3. createda new Merchant Account for on-site credit card processing 4. developed resolutions for Affiliates and Fiscal Services to offer others 5. consolidated our multiple ecommunication services into one, and using Convio Luminate 6. developed awards and processes for recognizing organization donors 7. clarified what benefits we offer our members 8. increased our Internal Service rates slightly 9. testing the use of GoToMeeting online conferencing services 10. enhanced and usedonline systems for multiple association events, including Registration, Abstracts, Membership, Exhibitors & Sponsors and subscribing to new systems (co-presenters and new ecom system Convio) 1. Complete the annual Business Plan goals for 2013 and documented changes needing to be made 2. All Management groups Work Plans with revenues and/or expenses for 2013 will include a report from the previous year, written descriptions of activity plans and a budget for income and expenses 3. An Association Annual Report at the Annual Business Meeting will be generated from written reports for each Work Plan 4. Maintain association Liability policies (General, Director & Officer and Employee Practices) 5. Maintain annual corporation and other registrations Budget: Association Year There are no budget required for these activities UPHA Strategic Plan 2013 Report, Plans and Budget Page 1" UPHA Strategic Plan 2013 Report, Plans and Budget Page 2"

2 3.8.2 Coordinate and Report on all Support Institutions Reported to Board on important interaction with our contractors and other support institutions. These included working with for Financial Institutions (MACU, Merrill Lynch, First Data), Payroll contractor (Paychex), Internet services provider (XMIssion, Network Solutions), office space (UALHD), online community (APHA), advocacy and ecommunications (Convio) and others. Report to the President, Executive Committee and Board of Directors on important and transformational interaction with our support institutions - financial, payroll, Internet, office space, online communities and ecommunication providers and Contractors. Association Internal Service Fees $1, Membership Dues Received $0.00 TOTAL : $1, Association Staff $1, Office Costs, Supplies, Printing, Postage $0.00 TOTAL EXPENSES: $1, Staff Estimate of 10% of Executive Director s salary UPHA Strategic Plan 2013 Report, Plans and Budget Page 3" UPHA Strategic Plan 2013 Report, Plans and Budget Page 4"

3 3.8.3 Maintain Business and Office Functions 1. Updated Physical Inventory of Equipment, Software and Intellectual resources when changes occurred. 2. Human Resources: Enhanced Executive Director s Position Description. 3. Assisted Presidents in Recruitment for Event Planner and negotiated contact with selected provider, Carrie Roberts. 4. Managed association mail, phones, faxes and other incoming communications. 1. Negotiate annual Rent Agreement with UALHD for Provo Office rent (Mail, Phones, Fax) 2. Update Physical Inventory of Equipment, Software and Intellectual resources. 3. Human Resources: Complete all Position Descriptions and post online 4. Finish Recruitment Procedures (Lobbyist, interns, etc.) 5. Develop efficient Archiving / Storage procedures and locations 5. Manage association mail, phones, faxes and other incoming communications Association Internal Service Fees $1, Membership Dues Received $ TOTAL : $1, Association Staff $0.00 Office Costs, Supplies, Printing, Postage $ Professional Fees, Honorariums, Legal Fees $1, TOTAL EXPENSES: $1, Receipts Internal Service Funding for expenses in this Account Expenditures Office Costs Supplies, Postage Professional Rent for Office space, phones, printer, fax, supplies UPHA Strategic Plan 2013 Report, Plans and Budget Page 5" UPHA Strategic Plan 2013 Report, Plans and Budget Page 6"

4 3.8.4 Maintain Association s Information Technology systems and components 1. Began testing GoToMeeting networking software for possible use for Association Meetings 2. Upgraded the following Association systems a. Membership Renewal notifications enhanced, ID Numbers integrated better with Conference system; new year reports and date updates b. Conference Planning Added online Abstract, Exhibitor and Sponsor databases; written documentation and training completed and provided; enhanced Registration system to include Key Codes for HEAU and UEHA members c. Created new Convio Registration system for use with ListServ migration to Convio 3. Assisted and trained Communication Management Units in using Convio Advocacy and Communications system (Constituent database, Alerts, Campaigns, etc.) 4. Enhanced the internal / Board web site and used it for training new officers and board members 5. Organized Association discontinuation of the Utah State ListServ and migrating members onto Convio Luminate services 6. Maintained the Membership Database and sent out renewal reminders, printed and processed all renewals received and new member joins with a Membership Card letter and attachment listing recent Association accomplishments 7. Updated documentation of Event Planning Systems (Planning Committee Involvement, Planning Site / Wiki, Abstracts, Presenters, Registration, Agenda, etc.) 8. Coordinated Association s Merchant Account (Payware and Linkpoint), Payroll provider (Paychex), Investment Broker (Merrill Lynch) and others on several matters, including PCI Compliance audits, account types and with other sustainability and continuity efforts and planning initiatives. Association Internal Service Fees $10, Membership Dues Received $2, TOTAL : $12, Association Staff $8, Office Costs, Supplies, Printing, Postage $ Other Costs Equipment, Sofware $4, TOTAL EXPENSES: $12, Finish testing GoToMeeting and GoToWebinar options for Association Meetings and make recommendation on subscribing to one or both of these services 2. Upgrade Association systems, hardware and software as budgets allow 3. Continue assisting Association Management Units in increasing use Convio Advocacy and Communications system (Constituent database, Advocacy Alerts, Campaigns, etc.) as the State of Utah ListServ we have been using will be turned off in January, Continue growing the Board internal web site 5. Maintain Membership Database with renewal reminders and acknowledging renewals and new member joins 6. Update documentation of Event Planning Systems (Planning Committee Involvement, Planning Site / Wiki, Abstracts, Presenters, Registration, Agenda, etc.) 7. Coordinated Association s with long term / multi-year initiatives with Association s Merchant Account, Payroll provider and Investment Broker and any others, including sustainability and continuity efforts and planning. Staff Time 25% Conferences, Events - $5,000 10% Membership - $1,500 10% Convio - $1,500 Equipment Portable Printer, Laptop Office Supplies, Software UPHA Strategic Plan 2013 Report, Plans and Budget Page 7" UPHA Strategic Plan 2013 Report, Plans and Budget Page 8"

5 3.1 Expand Resource Development Effort 1. Assisted Dr. White in donation efforts, including the association s Endowment Fund and the Westminster Public Health Scholarships. a. Endowment Fund raised over $25,000 in 2012 b. UPHA Scholarship created at Westminster from funds raised from a Silent Auction at the Annual Meeting and donations and proceeds from the Golf Tournament 2. Reminded Conference planners and Board to give appropriate credit to Donors announcements, events and written 3. Assisted Dr. White and Eric Edwards, Immediate Past President, in planning for recognition awards to donating organizations. 1. Provide support to Dr. White in Resource Development efforts, including the association s Endowment Fund, Scholarships, etc. 2. Assist all Management Groups in giving constant and appropriate credit to Donors announcements, newsletters, conferences, events 3. Assist President in providing appropriate recognition letters of thanks / awards / certificates / plaques to donating organizations Association Internal Service Fees $0.00 Membership Dues Received $0.00 Sponsor $25, TOTAL : $25, Association Staff $0.00 Awards, Contributions, Memberships $ Office Costs, Supplies, Printing, Postage $0.00 Scholarship Expenses $2, TOTAL EXPENSES: $2, DIFFERENCE $22, Receipts: Goal for Endowment fund includes Merit Medical s second $20,000 donation Possible $2,000 UPHA Scholarship for the MPH program at Brigham Young University Expenditures: Awards Costs for recognition awards Scholarship Funds to BYU for Scholarship Difference Funds to Endowment Fund! UPHA Strategic Plan 2013 Report, Plans and Budget Page 9" UPHA Strategic Plan 2013 Report, Plans and Budget Page 10"