1. Annual General Meeting 28 June 2016 Ottawa, Canada
IDEAS
Annual General Meeting
28 June 2016
Ottawa, Canada

2. Agenda
Opening and introduction – Rob D. van den Berg, President, IDEAS
Agenda of the meeting
Transparency on finances and a budget for IDEAS (PowerPoint, handout, circulated note)
A new constitution for IDEAS (PowerPoint)
First ideas for the 2017 IDEAS Global Assembly
Progress in initiatives (website development, ITIGs and working groups, collaboration with development evaluation programmes)
Honorary members of IDEAS
Other business
Closing of the meeting

3. Finances and budget
IDEAS went through difficult time: funding from fees was barely sufficient to maintain essential services
Global Assemblies financed themselves thanks to donor support
Donor support is likely to decrease and both IDEAS and its Global Assemblies will need to stand on their own feet
First effort was to increase registration fees for the Global Assembly 2015 and to undertake this jointly with UNDP
Now we need to take a second important step towards transparency in financing and budgeting

4. Time for Transparency
Financial reports have been submitted to the UK Charity Commission and been published on its website
These are technical documents full of audit terminology
The financial year does not follow the calendar year
We propose a shift to the calendar year
The Treasurer has prepared a financial statement as per 31 December 2015
This allows us to present a budget for the years 2016 and 2017
However, we also need to discuss and decide on some fundamental issues in our financial system

5. Revenue/expense statement (in US$)
Table 1 – IDEAS Oct 2014 to Dec 2015
Revenue/expense statement (in US$)
Revenues
GA2015
Sponsorships
$165,000
Registration fees
$78,916
Other income
$1,910
Membership fees
$38,024
Total revenues
$283,850
Expenses
Global Assembly 2015
$173,890
DFID funding carried over
$18,334
Accounting fees
$4,439
Admin
$35,685
Bank charges
$1,643
Total expenses
$233,991
Balance
$49,859
Cash statement
Opening bank balance USD
$83,687
Opening bank balance GBP (in USD)
$2,197
Total opening bank balance
$85,884
Expenditures
$233,990
Closing bank balance per 31 December 2015
$135,743

6. Issues
Membership fees need to be increased annually to ensure sufficient income
The Board proposes the following increases per 1 January 2017:
Annual fee for developed country members: $90
Annual fee for developing country members: $50
Annual fee for institutional members: $600
Annual fee for civil society organisations: $350
The distinction between developing and developed countries needs to be fine- tuned
Many countries in the world still have relatively (very) low income levels
Yet many “developing” countries are now recognized as “emerging economies” and some have income levels that are now as high as those of traditional developed countries.
One way forward may be to shift as from 1 January 2017 to the list of “Least Developed Countries” of the United Nations

7. Lifetime Membership
IDEAS offers a lifetime membership and has a growing group of lifetime members
Problem is that they pay once and do not pay again, so do not generate a steady flow of income
First option is – whole recognizing existing lifetime members – to abolish the category for new members as per 1 January 2017
Second option is to increase lifetime member fees substantially:
$750 for developed country members
$500 for developing country members

8. Financial oversight The Board will reorganize its financial functions
The Treasurer will remain fully responsible for financial management
One or two Board members will provide support to the Treasurer and ensure continuity of the financial management function
The members should be involved – possibilities are:
A financial committee appointed from the membership to report to the Annual General Meeting on the financial reporting and budgeting process?
One of the institutional members volunteering to peer review (focused on learning and best practice) the financial system?
Other suggestions?

9. Elements for a budget General balance per 1 January 2016 $135,743
DFID grant for publications/website (remainder of grant for GA2013)
$13,717
DFID grant for professionalization (remainder)
$18,334
Untied balance (= general balance minus DFID grants)
$87,948
Administrative support
$26,400
Various administrative expenses
$750
Accounting services
$5,000
Bank charges
$1,000
Annual General Meeting in Ottawa
$2,000
Website software, maintenance and continuous development
Total
$40,150

10. Proposed Budget Untied balance $67,000 DFID grants $32,000
Income from membership fees (current amounts)
$65,000
Available for budget
$164, 000
Budget
Core administrative and logistical support
$90,000
Activities budget
Professional development/credentialing (sponsored by DFID)
$20,000
Support for mentoring
$10,000
Publication support (sponsored by DFID)
$15,000
ITIG support
Preparations for Global Assembly 2017
Collaboration with evaluation training programmes
$4,000
$74,000
Total allocated amount for
$164,000

11. Proposed procedure The budget is proposed for ”initial” approval
This means the Board can start to work on concrete plans for the budget categories
Comments and suggestions on the budget note are invited – please send these to the Treasurer and the President, with a copy to the Secretary, with Friday July 15 close of business as deadline
The Board will discuss the comments and revise the note
The revised note will be presented to the members for electronic vote
A simple majority of the voters will be sufficient for approval

12. Constitution
Constitution in 2003 was under the Companies Act in the UK and established IDEAS as a Charitable Incorporated Organisation
Situation has changed in the UK and IDEAS has been shifted to the Charity Act of England and Wales
Constitution should be in line with the Charity Act
The Charity Act provides templates for Associations to develop a constitution
While the 2003 constitution is full of legal language, the new requirements of the Charity Act enable simpler, clearer language and require fewer details
Details to be provided in by-laws, such as for elections

13. Proposed procedure
Draft constitution is now in its last stage of discussion in the Board
Will be circulated to members in July
A webinar will be organized where the President presents the new constitution followed by a Q&A session
Comments and suggestions to be welcomed in a three week period
These will be taken into account by the Board
The final version of the constitution will be subject of an electronic vote of the membership
The new constitution will be adopted if it is accepted by two-thirds of the voters