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duplicaiton removal and relocation

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Philip Sargent 2020-01-09 04:13:30 +00:00
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5 changed files with 68 additions and 13 deletions
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15
handbook/finance.html
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@ -85,6 +85,20 @@ After the expedition, the Expo treasurer processes this data to work out who owe
<LI>A system of 'swaps', which enable members to loan, each other money, to be repaid with the Expo bills. This also covers things such as the Expo Dinner at the Gasthof. </LI>
</UL>
<b>Financial and Accounting Responsibilities for Expo-goers</b><br/>
<ol>
<li>Pay a deposit.<br/>
<li>Keep receipts, give them to the expedition treasurer.</li>
<li>If you are in any doubt whether the expedition will reimburse an expense do not incur</li>
it before obtaining the expedition treasurer’s agreement.</li>
<li>Fill in the relevant pages of the Bier Book fastidiously.</li>
<li>Where possible, enter details of your expenses on the Expo computer.</li>
<li>Leave money when you leave Austria in order to cover your share of the campsite bill.</li>
<li>Pay your bill within a reasonable timeframe after the accounts are finalized.</li>
</ol>
<P>CUCC and Expo have separate bank accounts, often administered by separate people; both are run to break even over the year. Expo works in partnership with CUCC to prevent unnecessary duplication of resources; CUCC equipment is used on Expo and <I>vice-versa</I>. Apart from these mutual efficiency gains, Expo and CUCC do not subsidise each other.</P>
<H3>The Bank of Expo</H3>
@ -114,7 +128,6 @@ After the expedition, the Expo treasurer processes this data to work out who owe
<P>Reasonable Expo expenses recorded in the bier book will be refunded. The Expo treasurer determines what is reasonable, but generally Expo only pays for what it gets, and only buys what it needs.</P>
<H4>Time spent on Expo</H4>
<P>The daily costs of Expo (food, campsite fees, gaz, fuel for stoves, dishcloths, etc) are added up and a per-person-per-night cost evaluated. Each member is then charged according to the number of days he/she spent on Expo. The number of nights on expo, and whether they were at basecamp or not, are recorded in <a href="bierbook.html">the Expo Bier Book</a></P>

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handbook/leader.htm
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@ -1,4 +1,4 @@
<!DOCTYPE html PUBLIC "-//W3C//DTD XHTML 1.0 Strict//EN" "http://www.w3.org/TR/xhtml1/DTD/xhtml1-strict.dtd">
<!DOCTYPE html>
<html>
<head>
<meta http-equiv="Content-Type" content="text/html; charset=utf-8" />
@ -25,7 +25,7 @@ thinks that someone else will be doing it. Define responsibilities early!</p>
<dt>Treasurer</dt>
<dd>Collects deposits to fund gear-buying. Keep track of accounts and
sends out expo bills a month or two after expo returns. Provides expo
bire and sesh books.</dd>
bire and sesh books. See the explicit <a href="treasurer.html">treasurer's checklist and guide</a>.</dd>
<dt>Sponsorship</dt>
<dd>If you are going to pursue sponsorship, start early (you will be
competing with many similar groups and most potential sponsors will
@ -40,7 +40,9 @@ closely with sponsorship officer and club Tackle Master.</dd>
gear out to Austria, on a shoestring budget with a limited number of
cars, and people coming-from/going-to various places are
daunting. The job mostly involves collating info and badering people
regularly. Starting early saves everyone money.</dd>
regularly. Starting early saves everyone money. See the explicit <a href="transport.html">transport checklist and guide</a>. </dd>
<dt>Caving Priorities</dt>
<dd>This should be the fun bit, but thee is a long grind in getting the previous years' survey data and QMs sorted out - the previous years expoers will need a lot of chivvying.</dd>
<dt>Project officers</dt>
<dd>If there is a special project which has its own special needs (radios,
aerial photos or whatever), it may be best to have one person specifically

10
handbook/transport.html
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@ -25,7 +25,15 @@ Organising transport is one of the biggest nightmares and the sooner we know who
<li><a href="treasurer.html#carcosts">Car costs</a> - crediting car owners</li>
</ul>
<dt>Organising travel</dt>
<dt id="travelorg">Organising travel</dt>
<P>The bugbear of the Expo Leader if he/she hasn't managed to find a dedicated person to do this. This is a co-ordination/coercion game. Ask everybody when they would like to go to Expo, then match those without cars of their own to those who have cars and will take passengers. Try to make sure that each vehicle that will be funded by Expo will be as fully utilised as possible (for emissions minimisation as well as cost).</P>
<P>This game is combined with the job of getting people to commit to going on Expo at all, as some people will only go when they see their friends are going. You want to get some keen definite people to say when they'll go, then advertise this on the social media so that other people will say 'I'll go <EM>then</EM>'. Keep everybody informed of the situation with regular emails and posts to social media. People will normally see obvious car sharing opportunities, but don't be afraid to make suggestions. It's important to include the whole lists, not just those who've said they'll go already, as we always pick up a useful number of experienced latecomers.</P>
<P>Later on, there'll be the job of determining who the full, semi-independent and independent travellers are and which vehicles are funded in full or part. This may be a bit iterative, depending on how helpful and communicative various people have been.</P>
<ul>
<li><a href="treasurer.html#travelorg">Coordination and coercion</a> - why this is hard</li>
<li><a href="https://docs.google.com/spreadsheets/d/1iNzJySh0qTvWmgPN47jTJcuYv73JgKOCsPZwLNKz1XI/edit#gid=636195718">The 2019 travel matrix</a> - In Googledocs</li>

40
handbook/travelcosts.html
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@ -191,6 +191,46 @@ This may be a bit iterative, depending on how helpful and communicative various
<P>In some complex cases, the process of assigning everybody's respective <EM>traveller</EM> value and deciding which vehicles Expo will fund is a little iterative. The treasurer aims for an overall fair settlement.</P>
<P>Once all the <EM>traveller</EM> values have been assigned, the total cost of the Expo-funded vehicles is divided in proportion to each member's value. This is done automatically in the Expo spreadsheet.</P>
<hr />
<h3> THis lot to be edited in - duplication removed from elsewhere but needs reconciling here </h3>
<h4>Transportation</h4>
<b>To/From Austria</b><br/>
<p>Cars can qualify as “serving Expo” for their outward journey and/or for their return journey.<br/>
To achieve “serving Expo” status, the car will taking an acceptably direct route and be
transporting either:<br/>
• Three or more expedition members (including driver) for most of the journey.<br/>
• Two or more expedition members (including driver), plus an appreciable quantity of
communual equipment for most of the journey.</p>
<p>Cars that fail to meet these criteria may also be considered to be “serving Expo” at the discretion of the expedition treasurer.</p>
<p>The transport pool will pay for fuel, ferry and additional insurance/breakdown cover (see
the note below) costs incurred while a car is “serving Expo” if receipts for such costs are provided.
The expedition will not pay for road tolls (it is perfectly possible to drive to Austria from the
UK without incurring any tolls), fines, any aspect of costs incurred following a breakdown, or for additional equipment legally required to drive to/from Austria.</p>
<p>In addition, car owners are entitled to a wear-and-tear payment for each direction their car is serving Expo.<br/>
<p>Where a car is serving Expo in one direction only, Expo will pay some of the additional
insurance/breakdown cover costs and half of the ferry fare only.</p>
<p>The pool will cover the costs of ’plane, bus and train tickets for those who are forced to fly
from the UK due to a lack of car space.</p>
<p>Expedition members may exclude themselves/their vehicles from this scheme and travel<br/>independently, but are then responsible for funding their costs.</p>
<!--
<p>The cost of the pooled transport to and from Austria will be shared across expedition members
according to the distance they have travelled in the pooled scheme. Any members outwith the scheme will be deemed to have travelled 600km in the scheme to cover the expense of transporting communal gear (reduces to 300km for a one-directional member).</p>
-->
<b>A Note on Vehicle Insurances</b><br/>
<p>Vehicle insurance for an additional driver to assist in getting
to/from Expo, and breakdown cover, will be met by the transport pool, so long as they cost no more than £100 together. In the event of them adding up to more check with the expedition treasurer, with details of what you propose.</p>
<b>Excess Baggage</b><br/>
<p>Similarly to transportation of an independent traveller’s communal gear, bag surcharge will apply to anyone taking significantly more than two such bags of personal gear via pooled transport. Please don’t.</p>
<p>Should there be insufficient transport available for communal gear the cost of freighting (with insurance matching replacement cost) will be split per person.</p>
<b>In Austria</b><br/>
<p>Fuel and parking for all vehicles being used for communal purposes (i.e. communal shopping and going caving) will be combined and charged per day spent in Austria.</p>
<p>Driving unrelated to Expo (“Jollies”) must be entered on the appropriate page in the Bier Book, and will be deducted from drivers’ petrol allowances. It is the driver’s responsibility to enter swaps to distribute the costs between their passengers.</p>
<!--
<p>A £10 wear-and-tear allowance will be paid to a vehicle’s owner for each week or major
fraction thereof the vehicle is on Expo and transporting people communally.
-->
<p>
The toll road cost will be shared equally across all caving members of the expedition.</p>
<HR>

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handbook/treasurer.html
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@ -152,15 +152,7 @@
<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>
<P>The bugbear of the Expo Treasurer... This is a co-ordination/coercion game. Ask everybody when they would like to go to Expo, then match those without cars of their own to those who have cars and will take passengers. Try to make sure that each vehicle that will be funded by Expo will be as fully utilised as possible.</P>
<P>This game is combined with the job of getting people to commit to going on Expo at all, as some people will only go when they see their friends are going. You want to get some keen definite people to say when they'll go, then advertise this on the EXCS list so that other people will say 'I'll go <EM>then</EM>'. Keep everybody informed of the situation with regular emails to the EXCS list. People will normally see obvious car sharing opportunities, but don't be afraid to make suggestions. It's important to include the whole EXCS list, not just those who've said they'll go already.</P>
<P>Later on, there'll be the job of determining who the full, semi-independent and independent travellers are and which vehicles are funded in full or part. This may be a bit iterative, depending on how helpful and communicative various people have been.</P>
-->