[34] in UA Exec
Re: Fall 2009 Budgeting [corrected]
daemon@ATHENA.MIT.EDU (Alex Dehnert)
Wed Sep 9 20:13:20 2009
Date: Wed, 09 Sep 2009 20:12:57 -0400
From: Alex Dehnert <adehnert@MIT.EDU>
Reply-To: UA Treasurer <ua-treasurer@MIT.EDU>
To: UA Executive Board <ua-exec@mit.edu>
CC: UA Treasurer <ua-treasurer@mit.edu>
In-Reply-To: <4AA01AE3.8010709@mit.edu>
Most of you are late. I'll accept budgets until Thursday at 11:59.
*Please* get me a budget.
~~Alex
Alex Dehnert wrote:
> Don't forget: budgets are due to ua-treasurer@mit.edu by Tuesday,
> September 8.
>
> (For clarification:
> > * 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
> You'll need to provide this information at the end of the semester (or
> during the semester), but I figured you might want to know about it now.)
>
> Alex Dehnert wrote:
>> 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?
>> * Expense type: Operating (recurring expenses) or Capital (items
>> you'll be able to reuse in later years)
>> * 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 description: 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 be 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).
>>
>> You can find a worksheet at
>> http://web.mit.edu/ua/officers/treasurer/Public/FY10/2009-budget-worksheet.xls.
>>
>>
>> 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.
>>
>> The FPRC (http://ua.mit.edu/committees/fprc/) has proposed some
>> changes in how the UA's operating budget is assembled. While the
>> committee has not yet produced a final report, you can find the
>> current draft of the Operating section at
>> http://web.mit.edu/ua/committee/fprc/report/2nd/operating.pdf.
>>
>> In particular, please 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 also need to talk to me before making commitments to outside
>> groups. (See Section 5.2 of the Operating draft)
>>
>> (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
>>
>> [ Sorry for the mistakes. This version adds some context and such got
>> deleted while preparing the email. For the really curious,
>> http://web.mit.edu/ua/officers/treasurer/Public/FY10/2009-fall-budget-request.txt.diff
>> shows all the changes. ]
>
