From f560ba6daf7ce948c4ce34bce901f7124c37efba Mon Sep 17 00:00:00 2001 From: "Philip Sargent (muscogee)" Date: Thu, 9 Jan 2020 04:13:30 +0000 Subject: [PATCH] duplicaiton removal and relocation --- handbook/finance.html | 15 ++++++++++++++- handbook/leader.htm | 8 +++++--- handbook/transport.html | 10 +++++++++- handbook/travelcosts.html | 40 +++++++++++++++++++++++++++++++++++++++ handbook/treasurer.html | 8 -------- 5 files changed, 68 insertions(+), 13 deletions(-) diff --git a/handbook/finance.html b/handbook/finance.html index 4d283eb48..554988526 100644 --- a/handbook/finance.html +++ b/handbook/finance.html @@ -85,6 +85,20 @@ After the expedition, the Expo treasurer processes this data to work out who owe
  • 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.
    • + +Financial and Accounting Responsibilities for Expo-goers
    +
      +
    1. Pay a deposit.
      +
    2. Keep receipts, give them to the expedition treasurer.
      3. +
    3. If you are in any doubt whether the expedition will reimburse an expense do not incur
      4. +it before obtaining the expedition treasurer’s agreement. +
    4. Fill in the relevant pages of the Bier Book fastidiously.
      5. +
    5. Where possible, enter details of your expenses on the Expo computer.
      6. +
    6. Leave money when you leave Austria in order to cover your share of the campsite bill.
      7. +
    7. Pay your bill within a reasonable timeframe after the accounts are finalized.
      8. +
    + +

    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 vice-versa. Apart from these mutual efficiency gains, Expo and CUCC do not subsidise each other.

    The Bank of Expo

    @@ -114,7 +128,6 @@ After the expedition, the Expo treasurer processes this data to work out who owe

    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.

    -

    Time spent on Expo

    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 the Expo Bier Book

    diff --git a/handbook/leader.htm b/handbook/leader.htm index 1d5581552..273aae17e 100644 --- a/handbook/leader.htm +++ b/handbook/leader.htm @@ -1,4 +1,4 @@ - + @@ -25,7 +25,7 @@ thinks that someone else will be doing it. Define responsibilities early!

    Treasurer
    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.
    +bire and sesh books. See the explicit treasurer's checklist and guide.
    Sponsorship
    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.
    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. +regularly. Starting early saves everyone money. See the explicit transport checklist and guide. +
    Caving Priorities
    +
    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.
    Project officers
    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 diff --git a/handbook/transport.html b/handbook/transport.html index 056328e7d..7505e6952 100644 --- a/handbook/transport.html +++ b/handbook/transport.html @@ -25,7 +25,15 @@ Organising transport is one of the biggest nightmares and the sooner we know who
  • Car costs - crediting car owners
    • -
    Organising travel
    +
    Organising travel
    + + +

    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).

    + +

    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 then'. 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.

    + +

    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.

    +