ANNUAL GENERATION OF THE DCC BUDGET

Procedures

TABLE OF CONTENTS

• PURPOSE

• UTILIZATION

• GUIDELINES

PURPOSE: This Operating Procedure contains guidelines for proposed budget inputs to be submitted by various DCC Officers. The collected inputs shall be used by the DCC Treasurer to draft an annual DCC budget for Board consideration and subsequent submittal by the President for approval at the December meeting for the nest calendar year (ref By-Laws Art II, Sec 3).

UTILIZATION:  DCC officers (members of the DCC Board of Directors) responsible for DCC functions which include income and expenses shall, as one of their responsibilities of office, submit to the board a budget proposal covering their functions. Budget proposals are to be presented to the DCC board at the first (Board or Executive Committee meeting which normally precedes the General membership meeting) meting of the board in November and cover receipts and disbursements for the coming calendar year.

Proposals are to be presented in written form (one copy for each board member) with verbal explanation by the proposing officer. Any officer who cannot attend the first meeting (Board or Executive Committee meeting which normally precedes the General membership meeting) in November should arrange for someone else (usually another board member) to present his/her budget proposal.

Officers who must present a budget proposal are:

• President
• Secretary
• Treasurer
• Membership Chairman
• Social Chairman
• Newsletter Editor
• Touring Captain
• Huffman 100 Director
• Wright Wride Director
• Racing Captain*
• River Festival Director*

Officers for which presentation of a budget proposal is optional depending on current duties and plans are:

• Executive Vice President
• Executive Assistant
• Administrative Vice President
• Administrative Assistant
• Immediate Past President
• MVRBC Director

After the board hears and makes recommendations on each budget proposal, the Treasurer will combine the proposals to form an annual DCC budget draft. Copies of this draft shall be supplied to each board member and discussed at the first meeting (Board or Executive Committee meeting which normally precedes the General membership meeting) of the board in December As a result of this discussion, the Treasurer will make corrections and amendments as necessary to produce an annual DCC budget to be presented by the President at the December DCC General (membership) meeting for approval.

GUIDELINES FOR BUDGET PROPOSALS:  Budget proposals presented by DCC officers must contain itemized amounts for expected income (receipts) and expenses (disbursements). Items and amounts are to reflect the best estimates of officers considering the DCC activities for which the officer is responsible Background information can be obtained from actual expenses and income in previous years, previous proposals, and plans for the coming year. Sources of information include previous officers, the Treasurer, and Receipts and Disbursements Reports.

In addition to the major items specific to each DCC function, officers should include estimates of administrative expenses (mailing, printing/copying. equipment, and miscellaneous) associated with their areas of responsibility. Generally these will be integrated by the Treasurer when the DCC budget draft is generated.

Written proposals must be dated and include a title which identifies the proposal scope (Touring, Racing, Social, etc). Approximate dates for large incomes or expenditures should be indicated.