Executive Summary

Following a comprehensive review of operating expenses and substantial administrative modernizations over the past seven months, the Wyoming Engineering & Surveying Society (WES) held a special membership meeting on October 29, 2026 .

The primary purpose of the meeting was to present an updated financial breakdown of fixed operational costs and vote on a revised annual dues rate . Through proactive software transitions, restructured administrative allocations, and streamlined operations, WES has cut annual fixed expenses by more than half . In light of these savings, the membership voted unanimously to reduce the annual dues from the previously adopted $225 rate down to $100 per year, effective for the 2027 calendar year .

Background: The Need for an Operational Review

At the annual business meeting in February 2026, fixed operating costs were projected at $47,400 against an active dues-paying membership base of 209 members ($70/year), resulting in an unsustainable operating shortfall of approximately $32,770 . To eliminate this deficit, a one-year rate of $225 was adopted .

In response, the Board and Finance Committee committed to a rigorous top-to-bottom expense review to drive costs down and establish a sustainable, long-term dues model that serves our members without unnecessary financial burden .

Key Cost-Reduction Measures & Modernizations

1. Software & Hosting Modernization (Cvent Transition to WildApricot):

   • Previous Annual Cost: $18,400 ($13,700 for Cvent convention management + $4,700 website hosting) .

   • New Annual Cost: Approximately $4,000 total .

   • Impact: Transitioning to WildApricot unifies our website, membership database, convention registration, and event management under a single platform, yielding roughly $14,000 in recurring annual savings .

2. Executive Director Compensation Realignment:

   • Previous Allocation: $26,400 allocated entirely to general membership fixed expenses .

   • New Allocation: $13,200 allocated to fixed membership operations, with the remaining 50% distributed directly to annual convention operations .

   • Rationale: Approximately half of executive administrative efforts are directly dedicated to convention logistics, venue coordination, speaker management, and convention financial planning .

3. Financial Accounting Integration:

   • Transitioned organizational bookkeeping from static spreadsheets to QuickBooks, providing standard Profit & Loss tracking, improved accounting controls, and transparent financial reporting moving forward .

Fixed Operating Budget Comparison

Expense Item	Previous Amount (Feb 2026)	Revised Amount (Oct 2026)
Executive Director	$26,400	$13,200
Website & Organization Software	$18,400	$4,000
Office Supplies	$2,600	$1,000
Other Operating Expenses	—	$1,500
Total Annual Fixed Expenses	$47,400	$19,700

Total fixed operating expenses have been reduced by $27,700 annually (over 58%) .

Official Motion & Membership Vote

With fixed expenses reduced to $19,700, an annual rate of $100 covers all core operating expenses while building a responsible surplus :

• At 250 Members: Generates $25,000 in revenue ($5,300 net gain) .

• At 300 Members: Generates $30,000 in revenue ($10,300 net gain) .

During the meeting, the following action was taken:

• Motion: To reduce the WES annual membership dues rate from the previously approved $225 down to $100 per year .

• Second: Duly seconded on the floor .

• Vote: Submitted via direct digital poll of attendees; passed unanimously with 28 Yes, 0 No .

• Effective Date: January 1, 2027 (reflected on 2027 convention registrations and membership renewals) .

New Website & Member Portal Features

Members are encouraged to visit and explore the revamped website at wyomingengineeringsociety.org :

• Centralized Hub: Manage membership renewals, convention registrations, golf tournament sign-ups, and speaker submissions all in one portal .

• Member Login: Membership registration is open and integrated into the platform .

• Convention Recordings & PDH Self-Certification: Active members can access recorded technical sessions from past conventions under the Sessions portal and download self-certification forms to document Continuing Education / PDH credits .