From bff40826df806560051574103e73bdc7b3c298ed Mon Sep 17 00:00:00 2001 From: Philip Sargent Date: Sun, 19 Jan 2020 00:33:25 +0200 Subject: [PATCH] Cleaned out old fiddle factors and spreadhseet gumph, more Band-of-Expo. Also IPR rules. --- handbook/finance.html | 19 +++++++++++++------ handbook/treasurer.html | 41 ++++++++++++++++++++++++++--------------- 2 files changed, 39 insertions(+), 21 deletions(-) diff --git a/handbook/finance.html b/handbook/finance.html index 554988526..b4511ddc6 100644 --- a/handbook/finance.html +++ b/handbook/finance.html @@ -110,14 +110,14 @@ it before obtaining the expedition treasurer’s agreement. @@ -135,12 +135,17 @@ it before obtaining the expedition treasurer’s agreement.

Gone caving

-

In the past the cost of equipment purchase and maintenance were divided equally among everyone who went caving, usually irrespective of how long they were on Expo; this was to encourage people to make good use of the gear and make it easier for people (often students) to spend the full 5 weeks on Expo. [The caver fiddle factor (normally either 0 or 1) is used in applying this charge]. In recent years this policy has been modified to more precisely represent the costs, and encouragement of poor students done through a separate bursery mechanism.

+

In the past the cost of equipment purchase and maintenance were divided equally among everyone who went caving, usually irrespective of how +long they were on Expo; this was to encourage people to make good use of the gear and make it easier for people (often students) to spend the +full 5 weeks on Expo. + +In recent years this +policy has been modified to more precisely represent the costs, and encouragement of poor students done through a separate bursery mechanism.

Personal costs

-

The popular/cheap Austrian Bier Gösser is bought communally. Each member's bier consumption is recorded in the Bier Book and the appropriate amount charged to them. A similar scheme operates for lemonade and radler.

+

The popular/cheap Austrian Bier Gösser, better beer Dunkel, lemonades Limos, and shandy-type concoctions Radlers are bought communally in crates in returnable bottles. Each member's bier consumption (all types of drink) is recorded in the Bier Book and the appropriate amount charged to them. @@ -158,11 +163,13 @@ it before obtaining the expedition treasurer’s agreement.

Expo grants

-

Grants may come from the GPF, other funding bodies or through students from their college. Expo sometimes uses some of this money to purchase specific high capital items; in 1999 this was a six-berth tent and two mobile phones, in 2018 it was for half a Cavelink radio system. The remaining money may be managed as a bursery or divided amongst the unwaged members on Expo, using the grantshare fiddle factor. Grantshare ranges from 0 for no entitlement to 1 for full entitlement.

+

Grants may come from the GPF, other funding bodies or through students from their college. Expo sometimes uses some of this money to purchase specific high capital items; in 1999 this was a six-berth tent and two mobile phones, in 2018 it was for half a Cavelink radio system. The remaining money (if any) may be managed as a bursery or put towards next year's float. + +

Intellectual property rights

-Photographers retain copyright of their material, but give Expo the 'right to reproduce' their photographs for Expo and CUCC journals, slideshows, etc. This assignment of right to reproduce is assumed when a member arrives at expo. +Photographers retain copyright of their material, but give Expo the 'right to reproduce' their photographs for Expo and CUCC journals, slideshows, etc. This assignment of right to reproduce is assumed when a member arrives at expo. The same goes for all writing in logbooks, callout books, survey notes, website handbook, whiteboards or any other expo-related format

Now read about How to be the expo treasurer. diff --git a/handbook/treasurer.html b/handbook/treasurer.html index cd45683a4..ca74d867d 100644 --- a/handbook/treasurer.html +++ b/handbook/treasurer.html @@ -112,7 +112,7 @@ 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:

+

A good way to get the deposits is with the Expo form. This is completed in some way 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:

-

There was an on-line version of the form in 2014, and possibly even a script for processing the responses. Find a suitable nerd to fix it; it's not difficult. The web form can be completed on-line or printed out and sent to you.

+

There was an on-line version of the form in 2014, and possibly even a script for processing +the responses. Find a suitable nerd to fix it; it's not difficult. Or use some newer online service, but not a Facebook "Event" as some +expoers are not and will not have Facebook accounts.

-

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.

+

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. Check whether this is still true for the year you are treasurer.

-

Anything else financial can also be included, particularly notes to the treasurer. The Bier Book, Sesh Book, Logbook, Callout Books and Survey Wallets file together make the original source documentation for each Expo.

+

Anything else financial can also be included, particularly notes to the treasurer. The

+together make the original source documentation for each Expo.

The Gasthof Payment

@@ -210,11 +215,17 @@

Produce the Expo Bills

-

The Bier Book and Sesh Book, as copied into the Bank of Expo, should be a complete picture of all Expo financial transactions. +

The Bier Book and Sesh Book, including pre-expo transactions andd all as copied into the Bank of Expo, should be a complete picture of all Expo financial transactions except for expo gear transport. As people leave expo enter their Gasthof camping nights in the Bank of Expo as a cost to them. -

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.

+

After Expo, when you know who has contributed to transporting expo gear to and from Austria, create appropriate transactions in the Bank of Expo as shared expenses: for everyone flat-rate (gear transport), for everyone pro-rata (basecamp food and topcamp food). You can do this immediately after expo as you don't need to wait for sundry expenses to come in, so long as you have the Bier Book record of where people were and when. +

You'll receive some extra 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.

+ +

You may need to create a little calculator work to get the total topcamp food bill and basecamp food bill, but you don't need to do any allocation to people: that is all done in Bank of Expo by putting the individuals' days in the allocation entries. So you do need to read and understand the Bank of Expo documentation. But it is a whole lot easier than creating as spreadsheet (last done in 2014). + + -

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.

- - +

What is paid for, for transporting gear, is determined by the principles described in part 1 of this document. +

When sending out the Expo bills, include the addresses of the creditors. Send individual emails personally to each member, rather that announcing it on communal emails. This reduces the amount of ranting about 'Why's my bill more than his?'. However, if anyone asks, have the relevant data ready.

@@ -255,7 +266,7 @@ -

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// (along with the scanned copies of the logbook and the callout books). See 2018 for a nearly complete set: expofiles/writeups/2018/bierbook/. +

Archive all the accounts on the Expo online systems in expofiles/accounts/«year»/ 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: expofiles/writeups/2018/bierbook/.

Committees...