[22] in UA Exec
Fall 2009 Budgeting
daemon@ATHENA.MIT.EDU (Alex Dehnert)
Fri Aug 28 01:55:02 2009
Date: Fri, 28 Aug 2009 01:54:44 -0400
From: Alex Dehnert <adehnert@MIT.EDU>
Reply-To: UA Treasurer <ua-treasurer@MIT.EDU>
To: UA Executive Board <ua-exec@mit.edu>
Hi folks,
It's about time to start thinking about budgets for next semester.
Committee chairs (and others who want money), please submit a requested
budget with justification to me (ua-treasurer@mit.edu) by Tuesday,
September 8.
Each line item should include:
* Priority: How important is it to your committee that you get this
money? If we need to cut, what would you like us to cut first?
* Start date, end date: If this is an event, when is it?
* Project Name: What event or project is this part of (Dorm Storm,
Athletics Weekend, Meetings, ...)
* Item Name: What will you be spending the money on? Meeting food?
Photocopying?
* Approx. people: How many people do you expect to come to each meeting
or event?
* Count: How many instances of this event do you expect to run? (For
weekly meetings, this would presumably be ~10. For one time events, this
would be one. Something like DormStorm would five if it is happening
over five nights.)
* Cost / item: How much do you expect to spend for each meeting, night,
etc..
* Item subtotal: How much do you want for this line item? Presumably,
this is count * (cost/item).
Make sure to include a justification for your request --- probably at
least a sentence or two about each project, and reasoning for any of
your more expensive line items.
Things to note:
* You'll be expected to provide information on your spending (Section
3.3 of the Operating recommendations) such as:
* Comparison between actual and budgeted amounts
* Attendance at events
* Advice for future committee chairs
* Committees will be required to follow line items. If you need
additional money, you will be required to request it from Senate or Exec
Discretionary. If you need to transfer between line items within your
committee, you will need to contact me in advance for approval. (See
Section 4 of the FPRC's draft Operating recommendation.)
* Food (Section 5.1 of the Operating recommendation
* Try to follow funding board guidelines: $5--10/person/meal
* Hold meetings not over dinner
* We'll probably be buying some snack food in bulk
* I'll only reimburse meeting food if the meeting is publicly
announced (probably by a shared Google Calendar). If your meeting isn't
going to be open to the undergraduate student body at large, you'll need
to include a justification for that in your announcement if you want me
to reimburse your food.
* For large events, you'll need to find sources of funding outside the
UA. While we may partially sponsor them, we won't fully fund them.
You'll need to talk to me before making commitments to outside groups.
(None of these requirements are final, but they look likely to be
finalized, so unless you have a good reason for ignoring them, you can
assume I'll be following them while preparing my budget.)
If you have any questions, let me know, and I'll do my best to answer.
Thanks,
Alex
