Department of Finance
The CBA budget process is a 3-month journey that begins with the Joint Management Committee (JMC) in January and ends with the Board of Governors in May.
Phase I - Joint Management Committee
As a result of the unique relationship between the CBA and the DBA, shared office space and staff, there are expenses that are not easily allocable to either association. The role of the JMC is to determine the appropriate allocation of joint expenses between the associations. The two major expense items that are analyzed by the JMC are rent and salaries/benefits.
The JMC will meet with the CBA and DBA Budget Committees in September for an orientation on all existing programs and programs under consideration for next year. The CBA and DBA Budget Committees will then meet separately to evaluate their current programs, plan for next year and to make recommendations to the JMC as to staffing and facility needs. With the input from the Budget Committees, the JMC will finalize their part of the budget in December and January. The JMC is comprised of several Budget Committee members in order to ensure some continuity in the process.
Phase II - Budget Committee
The Budget Committee, which is comprised of officers and members at-large, is charged with presenting an entire budget to the Executive Council in March. The Budget Committee reviews all revenue line items and the remaining expense line items, including department budgets and committee budgets. The committee also makes recommendations with respect to the general fiscal policies and financial conditions of the CBA.
The Budget Committee will meet with the JMC in September for an orientation and update on current programs and future possibilities. The committee will meet in October and November to evaluate current programs and to plan for the future. Recommendations will be made to the JMC on staffing and facility needs. The Budget Committee will meet in February and March to finalize the budget. Committees will receive their budget request forms in December. The requests are due by February 1.
Phase III - Executive Council
The Budget Committee presents the budget to the Executive Council for approval in March. At this time, there may be specific policy or programmatic issues that are brought to the Executive Council for their review.
Phase IV - Board of Governors
The Budget Committee presents the budget that has been approved by the Executive Council to the Board of Governors for final approval and implementation. Generally, unless the board is required to approve a dues increase or some other major policy matter, there is no discussion of specific line items at this level.
The Role of the CBA President-Elect
One of the most important functions of the president-elect is participation on the Budget Committee. This gives the president-elect some input in gathering support for programs during his or her year and is a wonderful orientation on the functions and projects of the association.
1. The association will pay for coach airfare or the lowest fare available. Members are encouraged to purchase tickets in advance to take advantage of lower rates.
Executive Council/Committees/Board of Governors
1. Since the Executive Council meets 4-6 times a year and those meetings frequently do not coincide with Board of Governors meetings, travel (and hotel costs if necessary) are reimbursed for members who travel over 125 miles one way to the EC meeting. EC members will not be reimbursed if the council meeting is held at the same time as the Board of Governors meeting.
2. No reimbursement for members and/or committee chairs for travel to meetings.
3. No reimbursement for Board of Governors representatives. The Board of Governors' members represent the local bar associations and some local bars pay a portion of the costs of the representatives. If there is a change in the Board of Governors meeting policy, a change in the reimbursement policy can be considered at that time.
President and president-elect
1. Reimbursement for the president and the executive director, as well as their spouses, to attend the annual meeting of the ABA. Reimbursement for president-elect and executive director, as well as spouses, to attend the mid-year meeting of the ABA.
2. Reimbursement for president and the executive director, together with their spouses, to attend the Western States Bar Conference. Note: the president-elect does not attend this conference!
3. Reimbursement for president-elect and the executive director to attend the Bar Leadership Conference.
4. Reimbursement for the president and president-elect, as well as their spouses, to attend the Board of Governors meetings.
1. Reimbursement for vice-presidents, as well as their spouses, to attend local bar visits within their districts.
ABA REIMBURSES: No expenses are reimbursed.
CBA REIMBURSES: Registration fee, travel costs and $250.00 per diem for meals and lodging for each day the House of Delegates meets.
ABA REIMBURSES: Travel costs based on coach or economy rate and ground transportation. (Reimbursement requests are submitted to the ABA Policy Administration Office by using the form provided by the ABA.)
CBA REIMBURSES: $250.00 per diem for each day the House of Delegates meets. There is no registration fee for the mid-year meeting.
Additionally, each delegate makes his/her own hotel and air reservations through the ABA's ITS. Please utilize the ABA airfare discount program that accompanies the registration materials. Usually the fare quoted through the ABA discount will nearly equal a "Saturday night stay" rate.
Generally speaking, if the House meets Monday and Tuesday, the association reimburses for two days on the assumption delegates will spend Sunday and Monday nights at the site and head home Tuesday p.m. Certainly, if the House runs over, or you cannot get out on Tuesday, an additional day will be permitted.
YOUNG LAWYERS DIVISION: Reimbursement of travel costs and a per diem to cover food and lodging.
EXPENDITURE OF CBA FUNDS
All funds granted by the CBA to outside organizations or entities will be restricted to substantive, programmatic or like uses. No funds may be used for social events such as receptions, etc.
CBA COMMITTEE BUDGETS
1. Committees that need funds only for mailing notices and conference calls have a budget of zero as these expenses now come out of the General Committee Budget for all the committees.
2. Committees that have ongoing projects have been assigned budget based on last year. For new projects that come up during the year, you can request funds from the Committee Contingency Budget. These requests will be reviewed quickly so that you can start on your projects. Requests for less that a $1000 go to the Executive Director and those larger will go to the Executive Council. New projects that do not require additional funds must be approved by the Deputy Executive Director.
3. Committee funds are not to be used to provide free CLE programs. All CLE programs should be self-supporting by charging an appropriate fee.
4. Committee funds are not to be used to provide free lunches to committee members. Staff can assist in ordering lunches and those attending will be required to pay for their lunch.
5. Committee funds are not to be used to make donations to charitable activities or other organizations. Activities designed to be fund raisers can only give the charity the net after all expenses.
6. Staff is available to send out meeting notices and to assist in meeting setup and general coordination. Staff is not available to take minutes of the meetings, generate information for the website or handle other administrative tasks that can be divided up between committee members. If you put the people on your committee to work, your committee will have increased attendance and the committee will accomplish more during the year.
7. Sections have dues as their sole source of revenue and are not granted money in the budget process. The executive group or council of each section is responsible for their budget. Staff will provide sections with monthly financials and is available to assist in budgeting if the section requests help. Positive and negative balances carry forward to the next fiscal year.
BUDGET / EXPENSE PROCESS FOR SECTIONS
The CBA collects the revenues for the sections and maintains the section bank account. In order to receive a reimbursement from the account, a section officer needs to complete the section expense reimbursement form (attached) and send the form to the Director of Sections/Committees at the CBA office.
Checking and savings accounts may be maintained at one bank. Excess funds are invested in a managed fund account.
CO-MINGLING OF PERSONAL FUNDS WITH CBA FUNDS
No personal funds from individuals will be accepted for the purpose of co-mingling in association accounts.
COLORADO BAR ASSOCIATION
The objective of the CBA's investment program is to obtain the maximum possible return on surplus funds while assuring protection of invested assets.
Because the CBA is a non-profit organization, investments carry with them some degree of risk, not only as to the safety of the principal itself, but also with regard to the inflationary erosion which occurs from failure to achieve an adequate return on invested assets.
Investments must be made in such a way as to insure sufficient liquidity to meet operating and contingency expenses.
Types of Investments and Approval Process
The Colorado Bar Association staff and treasurer are permitted to invest short term cash surplus for up to one year without Executive Council approval in federal or state fully insured:
money market funds, or
certificates of deposit at commercial banks or savings and loan institutions, or
money market funds that invest in government backed securities, or
managed fund account, meeting above objectives.
Investments in equity securities (stocks and bonds) may be made only under a policy approved by the Executive Council.
Any investment for a period of over one (1) year may be made only if approved by the Executive Council.
Upon the recommendation of the treasurer, the Executive Council may hire the services of a professional investment advisor to assist with placement of investments.
The CBA staff and treasurer shall report on the status of all investments on a quarterly basis to the Executive Council and the Board of Governors semi-annually.