[126] in UA Exec
Re: Request for spring budgets
daemon@ATHENA.MIT.EDU (Alex Dehnert (UA Treasurer))
Fri Nov 6 11:43:10 2009
Date: Fri, 06 Nov 2009 11:42:37 -0500
From: "Alex Dehnert (UA Treasurer)" <ua-treasurer@MIT.EDU>
To: "Alex Dehnert (UA Treasurer)" <ua-treasurer@mit.edu>
CC: UA Executive Board <ua-exec@mit.edu>
In-Reply-To: <4AE73988.5090901@mit.edu>
Few of you have actually gotten me your budget (or otherwise contacted
me about it). Shame. While it'd certainly make it easier for me to
produce a slim budget to only be including seven budget areas, I bet the
other eleven (by my counting; classifications may vary; etc.) of you
would actually like some money... Please get budgets to me by *Saturday,
November 7th* at *10PM*.
Also, if you don't expect to be spending all your money this semester
--- and especially if you expect to be punting a project from this
semester to next --- it would be nice if you would indicate that in your
budget and/or accompanying email.
Thanks,
Alex
P.S. If you have contacted me about the budget, I should have just
emailed you confirming that I got your message. If you don't get
something, check in, because I may have lost it.
Alex Dehnert (UA Treasurer) 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 Thursday,
> November 5. Ideally, your email would have a subject of "Spring 2010
> budget for <committee>".
>
> 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 name: What will you be spending the money on? Meeting food?
> Photocopying? Aim for one to four words or so.
> * Item description: Given a little more detail here --- if the name is
> "DB Development", specify whether you're paying on completion, per hour,
> etc.; if the name is "discussion food", explain who will be involved in
> the discussion --- you can see the fall budget for examples
> * 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/budgeting/FY10/spring-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
> This is due at the end of the semester, but it may be useful to
> know as you budget.
> * 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. [
> Note that I may end up standardizing on a UA-wide amount for the budget. ]
> * 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)
> * The only signatories on the accounts are Mike Bennie, Maggie Delano,
> and myself. If you need a check issued for a company or SAO to sign a
> contract, you'll probably need to talk to one of us, so be sure to leave
> plenty of time to do that.
>
> (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.
>
> ~~Alex
