[2296] in UA Exec
Funding Rules, Making Expenses and Fundraising Workshop
daemon@ATHENA.MIT.EDU (Matthew Davis)
Mon Sep 7 22:32:24 2015
Date: Mon, 7 Sep 2015 22:32:22 -0400
From: Matthew Davis <mattjd.mit@gmail.com>
To: "ua-exec@mit.edu" <ua-exec@mit.edu>
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Dear UA Exec,
I hope all is well. If you have not already seen it, the budget that was
submitted to Council may be found here
<https://docs.google.com/spreadsheets/d/12gcM5iObnK4Lsm1EmKWjCOeM7iaoCsuEVSxBa9fO3_U/edit?usp=sharing>
.
*Funding Rules for UA Committees and Officers (action item contained
within)*
Please note the following rule for UA internal funding allocations this
year:
You must raise at least enough money from sources outside the UA to match
the amount the UA is allocating to you; or, you must raise enough money
from outside the UA to cover all of your expenses.
The purpose of this rule is to encourage you to (a) build upon your ability
to get money, (b) allow us to fund student groups more fully, (c) alleviate
the budget crunch we are in and (d) make you think hard about how to
minimize expenses while maximizing revenue. I would also view it as an
awesome opportunity to flex your creative skills and build a really
important skill in life - raising money.
Accordingly, each committee needs to submit a plan, through the Project
Planning Tool
<https://docs.google.com/forms/d/150jIhyCWzk5aqXv8LbSHefzjJ9TohPNQHxCZsoiMg6c/viewform>,
that fleshes out how and from where you will be raising money. *You cannot
make any expenses until this is done!* Alekhya and I will review each
proposal, discuss it with you, and then Alekhya will decide whether or not
to approve it. Once Alekhya approves your plan, you may begin to spend
money - however, you will only be able to spend as much money as you have
raised (so if, at the time of expense, you have not raised any money (or
have a hard commitment from someone to give money), you will not be able to
spend any money). Please plan accordingly.
Please have this plan completed and turned in, through the Project Planning
Tool, by next Monday, September 14, 2015 at 11:59PM.
*Making Expenses*We will *not* have a UA CVC card this year. We will be
putting off getting a UA CVC card at least until after we have concluded
both the Audit of our accounts, and the review of our procedures that is
happening as a result of last year's debt.
In the meantime, I am offering the use of my personal credit card for
committee expenses. I highly encourage you to take me up on this offer - it
will protect you from waiting a long time for reimbursements, allow you to
quickly make purchases, provide a secondary way for us to track expenses,
and allow you to make large purchases. There are certain committees that
have large expenses on their budgets - I will be in contact with you to set
up a card for your use.
If you want to use my card to make an expense, please contact me either via
phone or email, preferably 48 hours in advance of your purchase, and I will
give you the necessary information.
*DO NOT* go directly to Colin Codner in the SAO to make an expense. If you
wish to make an expense, without using my card or your own card, please
contact Alekhya at ua-treasurer@mit.edu . This is to ensure that we are
keeping track of your expenses.
We will also be instituting new RFP rules for this semester. These will
come out next Monday (September 14). The goal of these rules will be to (a)
Keep better track of our expenses; (b) Guarantee that people are making
reimbursable expenses; (c) streamline the RFP process.
Please also bear in mind - *any expenses made before the approval of the
budget, at the first UA Council meeting on September 16, are made at your
own risk.* Until the item is approved in the budget, there is no guarantee
that you will be reimbursed. Please speak to me *before* you make any
expenses, prior to the first UA Council meeting.
*Fundraising Workshop*In light of the new Funding Rules, I will be holding
a Fundraising Workshop on Wednesday, September 9, 2015 from 4:30 - 6:30PM
in the UA Office. I highly encourage everyone to attend. We will go over
methods and processes to raise money from a variety of sources, and how to
identify and establish new sources of funding.
Please let me know if you have any questions.
Thank you for your time.
Sincerely,
Matthew Davis
Class of 2016
Massachusetts Institute of Technology
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Content-Type: text/html; charset=UTF-8
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<div dir=3D"ltr"><div><div>Dear UA Exec,<br><br>I hope all is well. If you =
have not already seen it, the budget that was submitted to Council may be f=
ound <a href=3D"https://docs.google.com/spreadsheets/d/12gcM5iObnK4Lsm1EmKW=
jCOeM7iaoCsuEVSxBa9fO3_U/edit?usp=3Dsharing">here</a>.<br><br><div><b>Fundi=
ng Rules for UA Committees and Officers (action item contained within)<br><=
br></b></div>Please note the following rule for UA internal funding allocat=
ions this year:<br><br>You
must raise at least enough money from sources outside the UA to match=20
the amount the UA is allocating to you; or, you must raise enough money=20
from outside the UA to cover all of your expenses.<br><br>The=20
purpose of this rule is to encourage you to (a) build upon your ability=20
to get money, (b) allow us to fund student groups more fully, (c)=20
alleviate the budget crunch we are in and (d) make you think hard about=20
how to minimize expenses while maximizing revenue. I would also view it as =
an awesome opportunity to flex your creative skills and build a really impo=
rtant skill in life - raising money.<br><br></div>Accordingly, each committ=
ee needs to submit a plan, through the <a href=3D"https://docs.google.com/f=
orms/d/150jIhyCWzk5aqXv8LbSHefzjJ9TohPNQHxCZsoiMg6c/viewform" target=3D"_bl=
ank">Project Planning Tool</a>, that fleshes out how and from where you wil=
l be raising money. <b>You cannot make any expenses until this is done!</b>=
Alekhya and I will review each proposal, discuss it with you, and then Ale=
khya will decide whether or not to approve it. Once Alekhya approves your p=
lan, you may begin to spend money - however, you will only be able to spend=
as much money as you have raised (so if, at the time of expense, you have =
not raised any money (or have a hard commitment from someone to give money)=
, you will not be able to spend any money). Please plan accordingly.<br><br=
></div>Please have this plan completed and turned in, through the Project P=
lanning Tool, by next Monday, September 14, 2015 at 11:59PM.<br><div><div><=
div><br></div><b>Making Expenses<br><br></b>We will <u>not</u>
have a UA CVC card this year. We will be putting off getting a UA CVC=20
card at least until after we have concluded both the Audit of our=20
accounts, and the review of our procedures that is happening as a result
of last year's debt.<br><br>In the meantime, I am offering the=20
use of my personal credit card for committee expenses. I highly=20
encourage you to take me up on this offer - it will protect you from=20
waiting a long time for reimbursements, allow you to quickly make=20
purchases, provide a secondary way for us to track expenses, and allow=20
you to make large purchases. There are certain committees that have=20
large expenses on their budgets - I will be in contact with you to set=20
up a card for your use.<br><br>If you want to use my card to make=20
an expense, please contact me either via phone or email, preferably 48=20
hours in advance of your purchase, and I will give you the necessary=20
information.<br><br><div><u><b>DO NOT</b></u> go directly to Colin
Codner in the SAO to make an expense. If you wish to make an expense,=20
without using my card or your own card, please contact <span class=3D"">Ale=
khya</span> at <a href=3D"mailto:ua-treasurer@mit.edu" target=3D"_blank">ua=
-treasurer@mit.edu</a> . This is to ensure that we are keeping track of you=
r expenses.<br></div><div><br></div>We
will also be instituting new RFP rules for this semester. These will=20
come out next Monday (September 14). The goal of these rules will be to=20
(a) Keep better track of our expenses; (b) Guarantee that people are=20
making reimbursable expenses; (c) streamline the RFP process.<br><br>Please=
also bear in mind - <u><i>any expenses made before the approval of the bud=
get, at the first UA Council meeting on September 16, are made <b>at your o=
wn risk.</b></i></u> Until the item is approved in the budget, there is no =
guarantee that you will be reimbursed. Please speak to me <u><b>before</b><=
/u> you make any expenses, prior to the first UA Council meeting.<br><br><b=
>Fundraising Workshop<br><br></b>In
light of the new Funding Rules, I will be holding a Fundraising=20
Workshop on Wednesday, September 9, 2015 from 4:30 - 6:30PM in the UA=20
Office. I highly encourage everyone to attend. We will go over methods=20
and processes to raise money from a variety of sources, and how to=20
identify and establish new sources of funding.<br><br>Please let me know if=
you have any questions.<br><br>Thank you for your time.<br><br>Sincerely,<=
br><br>Matthew Davis<br>Class of 2016<br>Massachusetts Institute of Technol=
ogy <br></div></div></div>
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