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This Treasurerís Report was delivered orally at the Denver conference and published in the October 2005 Newsletter. After the report, there follows a request for some elaborations on the report.

 

Treasurerís Report

15th Annual International Conference of the

Society for Chaos Theory in Psychology & Life Sciences

August 6, 2005 (Updated August 28, 2005)

 

 

This report summarizes the financial results for the Society for the fiscal year ending 31 March, 2005.The final net for this year was $3596, which was more than double that of last year, and within the range of our net during the years in which we published NDPLS with Kluwer. SCTPLS has been running at a modest surplus consistently since June 1994. The following sections of this report provide the financial details of the Societyís operations, the status of special funds, and a description of a new procedure that was adopted by the Trustees for the establishment of a General Finance and Accounting (GFA) Office.

 

Details of Operations

Line A: Net receipts from last yearís conference were particularly good relative to our history, even though the attendance (69 people) was the lowest in the preceding five years. This disadvantage was more than counterbalanced by the exceptionally good deal on facilities that we received from Marquette University. Line B is self-explanatory.

Line C shows receipts from Institutional subscriptions to NDPLS. During the last fiscal year we sold a total of 39 subscription between the late 2004 purchases and the 2005 purchases. The institutional subscription level 2005 now stands equal to that of 2004, or 32 subscriptions. All production expenses for NDPLS have been applied to Line D.

Line D reflects 4.5 consecutive issues of NDPLS that were produced under our self-publication system. Production was speeded so that the expenses for the April 2005 issue were paid by the end of the fiscal year. The cost of producing 4 consecutive issues of NDPLS is expected to drop by as much as $2000 for the current fiscal year. All credit card expenses for the conference and membership are posted to Line D.

 

Table 1. Financial results for FY 2004.

Project

Net Income

A. 2003 Conference in Milwaukee

$5499

B. Deposit on 2005 Conference in Denver

(500)

C. Institutional Subscriptions to NDPLS

7027

D. Membership fees, donations, journal and Newsletter, general operations, less expenses

(6791)

E. Advertising

(2460)

F. Interest on accounts

1791

G. Allocation to special funds

(970)

Final net

$3596

 

Our membership currently stands at 294 active members as of 28 August, 2005. This number represents an improvement of 11 members since the end of the last conference and a drop of 16 members since the end of the 2003 conference. The 2003 membership level of 310 was a high water mark for us. We look forward to the INSC conference in Greece and the activities of our new membership committee chair during the next membership year.

Line E reflects three print advertisements that the Society ordered during the year. Two of the ads were printed in the GradPsyc, published by the American Psychological Association. The third was published in the Observer, published by the American Psychological Society. A small amount (approximately $200) was used to promote NDPLS at several librariansí conferences throughout the year. Line F is self-explanatory.

 

Special Funds

†††††††††††††† Line G: The Society established two special funds in April 2004. The Student Scholarship Fund provides for waivers of conference registration fees for student members who have a technical presentation accepted for the annual conference. The International Hardship Fund provides for reductions in conference registration fees for members who have a technical presentation accepted for the annual conference and who have made a reasonable claim for hardship; travel from a currency-impaired country is the primary example of hardship addressed by the fund program. Other than the qualifications described above, applicants are given awards on a first-come first-served basis to the extent that resources allow.

The two funds were seeded by contributions from members and by the Societyís own resources. Disbursements are reflected as a lessened amount in Line A. A total of $400 was distributed in this fashion in FY 2004. The fund surplus is shown as a negative amount in Line G and we expected to use it in its entirety for the 2005 annual conference.

 

Table 2. Status of special funds for FY 2004.

Student Scholarship Fund

Amount

SCTPLS contribution

$1000

Donations received

125

Awards made

(400)

Fund balance

725

 

 

International Hardship Fund

 

Donations received

245

Awards made

0

Fund balance

245

 

New GFA Office

†††††††††††††† In an effort to prepare for organizational growth and to safeguard the delivery of membership services from interruption, the Trustees approved the following plan to divide the work that is currently performed by the Treasurer into two functions. The General Finance and Accounting Office will be responsible for administrative services and will fall under the auspices of the Trustees. The Treasurer will continue to perform executive functions and will remain an officer on the Executive Committee. This procedure was approved by the Trustees in June 2005 for Fiscal Year 2005 and thereafter. It does not involve changes to the existing text of its Articles of Organizations.

The Trustees are ultimately responsible for the financial and legal integrity of SCTPLS. This action falls within their auspices. The provision below for establishing a nominally paid position thus falls under the auspices of the Trustees. Also, the Society has been accumulating assets in excess of the 15% of gross receipts during the past five years and this trend is expected to continue. Appropriations for amounts in excess of the 15% fall within the purview of the Trustees.

The General Finance and Accounting Office (GFA). The GFA will maintain SCTPLS business headquarters at Post Office Box 484, Pewaukee, WI, 53072 and at Marquette University, Department of Psychology, P. O. Box 1881, Milwaukee, WI 53201 (561 N. 15th St., Milwaukee, WI 53233). The direction of the GFA will fall under the auspices of the Trustees.

GFA will receive and process all monetary receipts for membership, conference registrations, institutional subscriptions to Nonlinear Dynamics, Psychology, and Life Sciences (NDPLS), book catalog sales, and miscellaneous sources. GFA will maintain the credit card system and all SCTPLS bank accounts. Trustees will be signatories to these accounts as they are presently.

GFA will pay all accounts payable in the course of business as usual and for special projects as defined by the Executive Committee. In the case of a contract negotiated by the Executive Committee with outside agents, e.g. for the annual conference and business meeting, the Executive Committee will notify the GFA when that contact has been arranged, and when deliverables have been received and ready for payment.

As part of business as usual as described above, GFA will manage the printing and mailing of NDPLS, the Newsletter, September and February dues collection letters, and the annual poster distribution. Other printing and distribution will be determined by arrangement with the Executive Committee or Chairs of other Committees as required.

GFA will file the Societyís annual income tax, maintain postal permits, and service audit requests from the Internal Revenue Service and United States Postal Service.

The person responsible for the functions of the GFA will be known as the Chief Financial Officer (CFO) for the Society and will be noted as such on the Societyís income tax statement. The first incumbent in this position will be Stephen Guastello. The Trustees will appropriate $2000 per year to operate the GFA, either directly to the CFO or to outsource agencies. Unless otherwise stipulated by contractual agreements with outsource agencies, this amount will be paid at quarterly intervals (June 30, Sept. 30, Dec. 31, and March 31), and will compensate labor as defined above only.

Treasurer. The primary function of the treasurer will be to advise the Executive Committee on the financial aspects of any business proposals they wish to consider. The Treasurer will plan for the future financial growth of the Society and ensure the stability of its continued operation. Examples might include planning a membership expansion project, recommending adjustments in membership fees to keep pace with costs or inflation, planning the financial aspects of the annual conference to result in a surplus.

The Treasurer will solicit and evaluate proposals from facilities to host the annual conference, develop the specifics of the contract with the host facility, authorize payments, and otherwise act as the contact person for the host facility on behalf of the Society for financial matters. The Treasurer will order books for the resale table at the conference and take custody of unsold stocks afterwards.

The Treasurer will assist the GFA in preparing the annual accounting statement and make the Treasurerís Report to the membership at the annual conference. (All other financial reporting falls under the auspices of the GFA and Trustees as defined above.)

The Treasurer will conduct the foregoing functions in conjunction with other members of the Executive Committee as necessary.

Implementation. This separation of the functions of the Treasurer and GFA will take place immediately upon acceptance by the Trustees. This reorganization of functions for the establishment of the GFA was filed with the IRS in conjunction with our income tax for Fiscal Year 2004 in July 2005. The establishment of the GFA will be announced to the membership at the Annual Business Meeting that is scheduled for 6 August 2005 as part of the Treasurerís Report.

The establishment of the GFA will produce no visible change in SCTPLS business processes so long as Stephen Guastello remains Treasurer on the Executive Committee. When a new Treasurer is appointed (or elected pending an amendment to the Articles of Organization), there will be two people performing the jobs as specified above.

 

Submitted by:

Stephen Guastello, Ph.D.

Treasurer and CFO for SCTPLS

 

Questions for elaboration of the report, which has left some confusion over some details:

 

We start with lines C and D, since Mark Filippi has questioned whether the Journal should be compulsory and supported by dues from those who may be uninterested in supporting the journal. To evaluate the extent this is a concern, it would be helpful to have more information concerning the financing of the Journal.

 

It would be helpful to have details on both the income and expenses generated by the journal.

 

How much revenue is obtained from (a) memberís dues, (b) individual subscriptions of non-members, and (c) institutional memberships? What are dues for each of these categories, and how many subscriptions in each category? Mark also indicated wanting to know how many members of the chaopsyc list, in each category, member and non-member of the Society, are subscribers. In other words, how many subscriptions might be attributed to participants in Chaopsyc? How many free subscriptions are given out (Past Presidents and who else?)

 

Of the expenditures, how much is spent on printing the journal, how much on mailing the journal, and how much on miscellaneous correspondence with authors and editors, and other miscellaneous details? Line D merges too many items under one expenditure category. It would be helpful to have a breakdown for each of the categories named there.

 

Answers to these questions could be presented over the Society listserver, the next Newsletter, Society web page, or other pertinent venue or sent to me to post on this page.

 

Others may send comments to: abraham@sover.net and the president of the Society or others of your choice.

 

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