Finance Archived Minutes

October 21, 2010

The Committee has been acting through the Executive Committee, and will continue to do so for the foreseeable future.

August 19, 2010

No new report at this time.

June 17, 2010

Since the last IGIC Board Meeting in February the Finance Committee was re-formed and met twice to begin addressing the organization’s finances and the projected cash-flow issue in 2011.

December 3, 2009

The Finance Committee did not meet this period.

October 15, 2009

The Finance Committee did not meet this period.

August 20, 2009

The Finance Committee did not meet this quarter.

June 18, 2009

The Finance Committee met on May 12th to finalize the redesign of the financial reporting spreadsheet and the 2009 budget spreadsheet. The revised budget will include information about potential grants and revised membership figures. Funding strategies were discussed for both IGIC operations and the IndianaMap website.

April 16, 2009

The Finance Committee discussed the importance having the Chairs or Co-Chairs of other IGIC Committees / Workgroups as members of the Finance Committee. An invitation for committee participation was made at the Board Meeting.

Any new grants or additional money provided to IGIC during 2009 will help offset dipping into the cash reserves. The goal for 2009 is to fund all IGIC activities without reducing the 2008 retained earnings of $104,682.24. To provide value for increases in the membership dues, the committee is work with the Membership Committee to grow new membership and offer more benefits for IGIC members.

February 16, 2009

The Finance Committee increased Membership and Conference dues for 2009. With all of the existing IGIC projects wrapping up by the end of 2008, the committee developed a 2009 bare-bone budget based on existing cash reserves.

Any new grants or additional money provided to IGIC during 2009 will help offset relying on cash reserves. The goal for 2009 is to fund all IGIC activities without reducing 2008 retained earnings; to provide value for increases in the membership dues; and offer more benefits for IGIC members. The Committee is working with the Membership Committee to grow new membership.

The Finance Committee recognizes the importance of having the Chairs or Co-Chairs of other IGIC Committees/Workgroups as members. An invitation for committee participation was extended at the February IGIC Board meeting.

October 16, 2008

The Finance Committee met on Friday, October 10th. Phil Worrall, Kevin Mickey, Jeff Corns and Shaun Scholer were present. The committee reviewed the budget for the Indiana Geographic Information Council, Inc. The items reviewed included salary, office expenses, conference costs, and the earnings from membership and the conference. The committee discussed increasing membership dues by offering more benefits for IGIC members. Under consideration also was trying to increasing membership through the partnerships of Association of Indiana Counties, Indiana Association of Cities and Towns, and other Indiana Associations. The committee discussed the importance of having IGIC committee chairs as members.

August 21, 2008

The Finance Committee is planning a meeting for August.

June 19, 2008

IGIC Finance Committee met on June 5th at Schneider Corporation and had three primary discussions. First being the re-branding of IGIC to the “IndianaMap”. Secondly being the creation of a philanthropic arm for fundraising either within IGIC or outside of the IGIC organization. The committee discussed the benefits and disadvantages of each. Thirdly the Committee discussed the changing staffing needs for IGIC with Jill’s departure in August. A follow up meeting was scheduled for June 26th.

April 18, 2008

The IGIC Finance Committee met jointly with the Executive Committee on Monday April 14th. The discussion centered on how IGIC can help increase participation and enrich the IndianaMap, assisting to coordinate external funding (local, State, Federal) and how the Geographic Information Officer (GIO) has taken on a large part of the IndianaMap responsibilities. IGIC’s role remains with the IndianaMap coordination, advocacy, standards, networking and professional development, education and outreach. The GIO role fills the historic gaps of building the IndianaMap. IGIC can continue managing special projects.

Documentation of the activities of the organization, tasks, and responsibilities is in process. Jill Saligoe-Simmel, Jenny Dubeansky and Janet Tomlin are working on the documentation, and will plan on a due date of May for the Executive Committee Meeting. IGIC’s Executive Committee will use this to evaluate staffing needs, and pass information on to the Finance Committee for budgeting purposes. The members also reviewed the Committee objectives of projecting the future operations budget; developing and pursuing strategies to maintain IGIC’s operational budget, and; developing funding for the IndianaMap through the pursuance of grants, special projects, and potential sub-contracts from the GIO or other State agencies.

April 14, 2008

Joint Meeting: IGIC Executive Committee and IGIC Finance Committee
IGIC’s Roles and Responsibilities and Funding Requirements

In Attendance: Larry Stout, Matt Riggs, Steve Hook, Janet Tomlin, Jill Saligoe-Simmel, Bill Holder, Shaun Scholer, Michael Baise

GIO Role and IGIC Mission
Discussion of how GIO role has taken on a large part of the IndianaMap responsibilities. IGIC’s role remains with the IndianaMap coordination, advocacy, standards, networking and professional development, education and outreach; however the GIO role fills the historic gaps of building the IndianaMap. IGIC can help garner participation and enrich the IM, assisting to coordinate external funding (local, state, federal). IGIC can continue with the role of management with special projects.

Jill, Jenny, Janet – document activities of organization; tasks; responsibilities – IN PROCESS/DUE BY MAY EXEC COMM MTG IGIC Exec Comm will use this to eval staffing needs and pass info onto Finance Committee for budgeting purposes.

Coordination and Administration
IGIC as driver of technology, Committee Organization, Standards, Education and Outreach, Planning and Reporting – these are essential functions that support the IndianaMap, thus we would like to receive funding from the IndianaMap fund (in the form of an annual grant?)

Building and maintain relationships; coordinating stakeholder/GIS advocacy through Economic Development and LEDOs; Sheriffs; Realtors; Surveyors; Builders Association, etc.

Project Basis
Ortho Program Responsibilities – Expectations are that IGIC Ortho Workgroup would continue in its strategic role planning and selecting, etc; IGIC would take on ‘organizational project oversight’ and communicate and coordinate with partners, with technical project management contracted out (either by state or IGIC); these are concepts for the ortho workgroup to discuss (IGIC would require funding for this activity); discussions must occur with GIO and ortho workgroup for planning roles and responsibilities

Some Concerns
1. IGIC should not get into the business activities that could be handled by private GIS service companies.
2. Funding for the IndianaMap – competition for General Funds is fierce; earmark from transaction fee of some sort is preferable, e.g. property transfer fees (models exist from other states).

It may take more than one legislative cycle to get funding in place. We must recognize that we may be grant dependent for some time, but eventually we would like a consistent revenue source. We should develop a 2 year plan (anticipating absence of state funding) and long term plan in anticipation of state funding.

Finance Committee Activities
The Finance Committee should be the group to recommend a plan for allocating funds among state, local and competitive grants.

Look at other states membership fees and conference fees, evaluate increase in fees (Jill – go to NSGIC for this info; suggest inclusion in state summaries).

IGIC Membership Fees increase could come at same time counties receive revenue from the IndianaMap fund (presumes funding gets established). MUST continue/increase communication of membership benefits.

Look into foundation contributions (a.k.a. State employees contribution campaign).

Sub-items for Conference/Membership/Publicity Committees
We need to engage students and professors more, link our attendee’s desire for more technical presentations, research track, university networking forum, job and resume board (seek strong representation by university sector on conference committee), panel session of 4 professors of GIS – future directions of GIS education; panel of other state coordinators; reciprocal conference rates with surrounding states conferences (?); other state GIO as keynote (?) or a non-GIS person talking about the value of GIS, or someone about the future of the technology (?), technical tracks and non-tech/decision-makers tracks (label level for sessions), may need a special class of ‘invited speakers’ to get county commissioners to present. More IndianaMap branded. New member orientation (seminar?); Local Government Forum; do other sector-specific forums

March 24, 2008

Mission Statement
To identify and secure new and existing income sources and strategies to fund IGIC operations and to further support the IndianaMap. ALL AGREED.

Objectives:
1. Project future operations budget
How do we evolve from an organization that is funded for a part-time/volunteer organization funded by grants and small staff funded by left over grants and conference revenue to a quarter-million dollar operation?

2. Identify IGIC Executive Director functions and IGIC operations
What is the goal of IGIC funding / expectations – 70% is toward staff; Is this to help bring in money to the state? e.g. grants and projects; education and outreach; advocacy; conference; statewide data integration plan; standards; newsletter; who are staff accountable to?

Accountability: employees of IGIC are responsible to Executive Committee – over and above everything else they should be responsible for hiring the IGIC leader and defining how they will be evaluated; is even that too big? Should it be the presidents?

3. Develop and pursue strategies to maintain IGIC operational budget

Advocate and pursue strategies for funding the IndianaMap

  • Funding for education outreach, stakeholder coordination and standards development
  • Funding for statewide framework data (orthophotograhy)
  • Funding for public access portals
  • Fill gaps in local framework layers

4. Develop and pursue strategies, partnerships, and funding opportunities to support special project

5. Review approved budget

Coordination and outreach aspect of IGIC are vital; data integration plan, creation of standards

6. Review conference earning
70,700 income
~58,800 expenses
~12,000 total revenue (confirm this is accurate)

Can the Hyatt discount our rates because we are a non-profit organization? What about our tax exempt status? (Marriot East recently expanded) LOOK AT 10-20% Growth as goal for next few years.

Look at raising rates – when was the last time we raised rates? Raise higher for non-members. What are surrounding state conference rates? Market this. Bring back to finance committee to set conference rates.

Add certificates of participation for GIS Certification requirements at our conference and seminars (to increase membership/benefits); GIS 101 track; partnering with another organization? e.g. ISPLS; multiyear membership rates?

CONCLUSIONS: We aren’t prepared as a committee to develop a budget and target funding without having more clarification on the role of IGIC, staff, structure, expectations.

Next meeting date: Will email potential dates after Shaun and Jill meeting with the Executive Committee

We need to look forward to our next meeting with seeking the input from the full board and/or Executive Committee to identify the function and structures that have yet to be defined. We need to bring this to the full council. Can we do a combined meeting with either exec comm. meeting or full board. We could do this in April and perhaps plan a full board retreat in May.

February 18, 2008

The Finance Committee met on Monday February 11th. During the discussion we reviewed the IGIC budget and determined it is the Committee’s primary mission and responsibility to identify new and existing income sources for its operating budget. Secondarily it is the Committee’s responsibility to further support development of the IndianaMap framework layers.

The members also reviewed the Committee’s objectives to project future operations budgets; develop and pursue strategies to maintain IGIC’s operational budget; and develop funding for the IndianaMap through the pursuance of grants, special projects, and contracts from the Geographic Information Office or other State agencies.

January 17, 2008

The committee met on December 17th to discuss funding requirements to support IGIC; potential funding through projects with the Indiana Geographic Information Officer, Jim Sparks; and additional benefits IGIC could offer in order to increase its funding source. At the following meeting the committee will be reviewing the budget and its expense categories, allowing the group to identify what funding needs exist. Jim Sparks is also scheduled to attend the next meeting on January 29th, allowing the group to discuss funding for the IndianaMap.

November 15, 2007

The Finance Committee has been waiting on the appointment of a State Geographic Information Officer (GIO). A meeting date has been set for the 17th of December and the new GIO, Jim Sparks, has agreed to attend.

July 19, 2007

The committee met for the first time July 16th. It will be focusing on fundraising and identifying goals to stabilize IGIC’s finances in order to support statewide initiatives. The Return on Investment Study for statewide GIS, currently being undertaken by IGIC, will definitely be of use.

Two budget options for Indiana GIS were introduced. The first and most aggressive supports the following with an estimated cost of $6 million:

  1. Support and maintain statewide framework layersAllocations/grants to local government
    1. Geodetic Control
    2. Elevation
    3. Transportation
    4. Cadastral Information
    5. Hydrography
    6. Governmental
    7. Orthophotography (3-year cycle)
  2. Applications

The second, scaled-back version supports the following with an estimated cost of $3 million.

  1. Support and maintain orthophotography layers
  2. Ortho-imagery (4 year cycle)

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