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.
-There are copies of lettes requesting grants on the expo online systems letters archive. +
There are copies of letters requesting grants on the expo online systems letters archive.
You may find at first that the Expo committee is just you and the Expo Leader. Help him/her find and pressgang victims persuade volunteers for the other committee roles:
See the checklist for running an expo in the expo planning guide.
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 :-)
+See the instructions to expoers on what their paperwork responsibilities are as this sets out payment terms and says in writing that someone is only registered as coming on the expo after 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.)
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:
@@ -129,7 +132,7 @@In the past requirements set by the GPF/NCA meant that all 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.
- +Equipment orders are normally paid for by Expo or CUCC main, with the other then repaying their share. The float money (about £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.
-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.
+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.
- -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 traveller, caver and grantshare values.
+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 traveller, caver and grantshare values in the spreadsheet.
@@ -258,7 +263,7 @@ -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/ 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/ Part 1 described the principle of the Expo finances: the sources of income and expenditure and the principles behind the Expo billing system.
- Part 2 described the role of the treasurer and details on the practical side of being Expo Treasurer. Being Expo Treasurer will involve quite a lot of work. Remember the need to be open and fair. Good Luck! Top.Committees...
@@ -287,17 +292,18 @@
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