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handbook/treasurer.html
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@ -63,7 +63,8 @@
<LI>Check that last year's committee submitted the grant applications. </LI>
<LI>Help promote Expo and collect Expo deposits and forms. </LI>
<LI>Operate the Expo bank account. </LI>
<LI>Create the <a href="bankofexpo.html">Bank of Expo</a> for this next year - you may need a nerd <a href="../documents/bierbook/">to help you</a> </LI>
<LI>Explore last year's <a href="http://expo.survex.com/boe/boc.pl">Online Bank of Expo</a> data to see how it all works</a> </LI>
<LI>Then, create the <a href="bankofexpo.html">Bank of Expo</a> for this next year - you may need a nerd <a href="../documents/bierbook/readme.txt">to help you</a> </LI>
<LI>Create the <a href="bierbook.html">Expo Bier Book and Sesh Book</a> when you know most of the people have signed up - you may need a nerd to help you </LI>
<LI>Process the Expo Bier Book and Sesh Book through Bank of Expo to produce Expo Bills. </LI>
<LI>As far as possible, maintain or improve the financial health of Expo. </LI>
@ -89,10 +90,11 @@
<P>In the beginning were the grant applications. At least, there were if last year's committee remembered their responsibilities, so first check that they have been submitted! Also track down the ex-treasurer (if he didn't get you first!) and get the bank details and get yourself as a signatory to the account.</P>
<p>There are copies of lettes requesting grants on the expo online systems <a href="../expofiles/applications/">letters archive</a>.
<p>There are copies of letters requesting grants on the expo online systems <a href="../expofiles/documents/CUCC/applications/">letters archive</a>.
<P>You may find at first that the Expo committee is just you and the Expo Leader. Help him/her find and <STRIKE>pressgang victims</STRIKE> persuade volunteers for the <em>other</em> committee roles:</P>
<p>See the checklist for running an expo in <a href="planning.html">the expo planning guide</a>.
<UL>
<LI>Sponsorship </LI>
<LI>Top Camp Meals - noodles, curries, dehydrated food </LI>
@ -108,6 +110,7 @@
<P>The deposits are to give Expo some cash to buy gear. Try and get most people to pay up; people paying for a lot of gear in Cambridge (e.g. for top camp meals and the chief fettler) may request not to pay their deposit. Certainly get at least the first deposit of anyone potentially 'unreliable' (i.e. you haven't seen caving or hasn't been on Expo before) before you spend any money on him/her.
Hassle everybody else too :-)</P>
<p>See the instructions to expoers on what <a href="/paperwork.html">their paperwork responsibilities</a> are as this sets out payment terms and says in writing that someone is only registered as coming on the expo <em>after</em> thier deposit has been recieved. It says "If you are late paying the deposit you may need to pay your entire expected cost, not just the deposit, before you can attend. The expo treasurer will tell you what is required". This was because we had one person just turn up without warning. (He was happy to pay, he just wasn't aware of the procedures.)
<P>A good way to get the deposits is with the Expo form. This is completed by each person wanting to go on the Expo. Have a look at past year's forms. The forms get you, as treasurer, (hopefully) all the information you'll need to start organising Expo. People are often pretty lousy at completing or even starting their forms, but you'll need an idea of when people want to go on Expo and a list of contact addresses etc. Distribute the forms:</P>
@ -129,7 +132,7 @@
<P>In the past requirements set by the GPF/NCA meant that <EM>all</EM> Expo members needed to be members of a club/organisation which is in turn a member of the NCA in order for Expo to get any grant money. ICheck whether this is still true.</P>
<!-- This doesn't need saying does it.
<H4 id="equipment">Equipment</H4>
<P>Expo has a number of gear requirements distinct from CUCC in the UK; these include rings, hangers, drills, bolts, surveying instruments and long ropes. We own our own surveying instruments, but they may need expensive maintenance and are very expensive to replace. Consumables and other caving gear are often bought with a large communal order from Yorkshire.</P>
@ -139,7 +142,7 @@
<H4>Discount group purchases at gear shops</H4>
<P>How much of this happens depends on how keen and how many Expo members you have. In 1999 we placed an order with Field &amp; Trek, where we got the <EM>group sales</EM> rate of 'up to' 25% off their normal prices. Bernies will normally give 10% off medium to large orders, or 20% on large orders if you give him a few days notice. Recently (1998/9), it has seemed that Bernies offers better value than Inglesport; Dragon do excellent tackle sack repairs for &pound;10 per sack.</P>
-->
<H4>Operate the Expo bank account</H4>
@ -147,7 +150,7 @@
<P>Equipment orders are normally paid for by Expo or CUCC main, with the other then repaying their share. The float money (about &pound;850 at the end of 1999) can be used as necessary, but should be replenished at the end of each year. The extra money is very useful for smoothing the cash flow. Do not let the account go overdrawn.</P>
<P>The Expo account is with National Westminster, number 22997253, sort code 60-04-23 (King's Parade branch). Remember to give the bank the signature authority forms to authorise your successor before you leave Cambridge.</P>
<P>The Expo account is with National Westminster, number 22997253, sort code 60-04-23 (Market Street branch). Remember to give the bank the signature authority forms to authorise your successor before you leave Cambridge.</P>
<!--
<H4 id="travelorg">Transport Organisation</H4>
@ -167,13 +170,14 @@
<p>The expenses and sesh swaps are also copied online into the <a href="bankofexpo.html">bank of expo</a> and the bier book and sesh book are annotated when when an expense has been transcribed.
<p>The 2016 expo bierbook and seshbook were scanned and can be downloaded (13MB and 5 MB) from here:
<a href="http://expo.survex.com/expofiles/writeups/2016/">expofiles/writeups/2016/</a>
<UL>
<LI>The Front Part </LI>
<UL>
<LI><a href="../expofiles/writeups/2018/bierbook/654258.jpg">Name list</a> - with phone number & gear-tape colours for each expoer written in by hand</LI>
<LI>Bier, Limo, Dunkel Tally, More Bier Tally (to 100+ Biers) </LI>
<LI><a href="../expofiles/writeups/2018/bierbook/729416.jpg">Nights on Expo & Time Underground Tally </LI>
<LI><a href="../expofiles/writeups/2018/bierbook/729416.jpg">Nights on Expo & Time Underground Tally</a> </LI>
<LI>Exchange rates during Expo, the price of G&ouml;sser, limo, etc. </LI>
<LI><a href="../expofiles/writeups/2018/bierbook/844306.jpg">'Money owing to...' page</a> and 'Money owed by...' page </LI>
<UL>
@ -209,7 +213,7 @@
<H4>The Gasthof Payment</H4>
<P>The largest single bill in Austria will be the campsite bill. Obviously the bill depends on how big Expo is; in 2018 it was over &euro;2,000. How this is paid depends on how many people you have around at the end of Expo. If there are enough then the simplest method is for them just to pay Hilde and claim the cost back through the Bank of Expo. However, if there are not going to be enough people with sufficient cash around at the end, you should start collecting advance payements from attendees anticipating their eventual bills.</P>
<P>The largest single bill in Austria will be the campsite bill. Obviously the bill depends on how big Expo is; in 2019 it was over &euro;2,100. How this is paid depends on how many people you have around at the end of Expo. If there are enough then the simplest method is for them just to pay Hilde and claim the cost back through the Bank of Expo. However, if there are not going to be enough people with sufficient cash around at the end, you should start collecting advance payements from attendees anticipating their eventual bills.</P>
<H4>Produce the Expo Bills</H4>
@ -218,8 +222,9 @@
<P>You'll receive some Bier Book & Sesh Book entries by email, post and word of mouth after Expo, as people's credit card bills come in. Set a deadline (say, 40 days after the end of Expo) and add all entries to the Bank of Expo. Include all the other relevant transactions on the other Expo accounts.</P>
<P>Once all the various expenses have been entered in the Bank of Expo (it's probably September/October by now), you're ready to tackle the spreadsheet. Here is the <a href="../expofiles/aacounts/accounts2014.xlsx">2014 Expo spreadsheet</a> - but this predates Bank of Expo, so hassle a mroe recent treasuer to get the latest copy. You don't have to use the spreadsheet, but it's best to unless you're a database wizard. Basically you remove the sheets for last years members, copy new blank pages for this year's members and then add this year's data. It's fairly straightforward, but lengthy and requires concentration.</P>
<P>Once all the various expenses have been entered in the Bank of Expo (it's probably September/October by now), you're ready to tackle the spreadsheet. Here is the <a href="../expofiles/accounts/accounts2014.xlsx">2014 Expo spreadsheet</a> - but this predates Bank of Expo, so hassle a more recent treasurer to get the latest copy. You don't have to use the spreadsheet, but it's best to unless you're a database wizard. Basically you remove the sheets for last years members, copy new blank pages for this year's members and then add this year's data. It's fairly straightforward, but lengthy and requires concentration.</P>
<!--
<P>All expenditures in the Bier Book will fall into one of the categories:</P>
<UL>
@ -231,9 +236,9 @@
<LI>Misc </LI>
<LI>Swaps </LI>
</UL>
-->
<P>What is paid for is determined by the principles described in part 1 of this document. Once all the data has been entered, check that each person has been allocated appropriate <EM>traveller</EM>, <EM>caver</EM> and <EM>grantshare</EM> values.</P>
<P>What is paid for is determined by the principles described in part 1 of this document. Once all the data has been entered, check that each person has been allocated appropriate <EM>traveller</EM>, <EM>caver</EM> and <EM>grantshare</EM> values in the spreadsheet.</P>
@ -258,7 +263,7 @@
<!--
<P>Finally, keep these files up-to-date, and stored both on the Expo accounting disk and the CUCC file space on the PWF. Wookey or Olly may also be able to arrange archive space.</P>
-->
<p>Archive all the accounts on the Expo online systems in expofiles/accounts and keep scanned copies of the Bier Book and Sesh Book in expofiles/writeups/<year>/ (along with the scanned copies of the logbook and the callout books). See 2018 for a nearly complete set: <a href="../expofiles/writeups/2018/ bierbook/">expofiles/writeups/2018/bierbook/</a>.
<p>Archive all the accounts on the Expo online systems in expofiles/accounts and keep scanned copies of the Bier Book and Sesh Book in expofiles/writeups/<year>/ (along with the scanned copies of the logbook and the callout books). See 2018 for a nearly complete set: <a href="../expofiles/writeups/2018/bierbook/">expofiles/writeups/2018/bierbook/</a>.
<H3>Committees...</H3>
@ -287,17 +292,18 @@
<H2 id="summary">Summary</H2>
<P>Part 1 described the principle of the Expo finances: the sources of income and expenditure and the principles behind the Expo billing system.
<p>Part 2 described the role of the treasurer and details on the practical side of being Expo Treasurer.</P>
<ul>
<li>Part 1 described the principle of the Expo finances: the sources of income and expenditure and the principles behind the Expo billing system.
<li>Part 2 described the role of the treasurer and details on the practical side of being Expo Treasurer.</ul>
<P>Being Expo Treasurer will involve quite a lot of work. Remember the need to be open and fair. Good Luck!</P>
<P><A HREF="#top">Top</A>.</P>
<hr />
<!--
<h3>Archaic - for historic purposes only</h3>
<P>BCRA Insurance is charged at cost to anyone who obtains it through the club, as are Expo T-shirts and meals at the Expo Dinner. All these are charged using Swaps (see below) to the relevant account.</P>
<P>BCRA Insurance was charged at cost to anyone who obtained it through the club, as are Expo T-shirts and meals at the Expo Dinner. All these are charged using Swaps (see below) to the relevant account.</P>
<H4>BCRA Expedition Insurance</H4>
@ -329,6 +335,7 @@ Email: jc@johnmcooper.freeserve.co.uk</P>
<HR>
<SMALL>Started 1999-12-31 by Earl Merson, Treasurer 1998 &amp; 1999.<br>
This page was last modified 2000-01-07</SMALL></P>
-->
<hr />