+The previous treasurer should have organised this. If they haven't, do it now. + +
+FIRST begin the process to get access to the Expo bank account: you need to complete a paper mandate +form (stll, even in 2023) to become a full-power signatory to this bank account. This takes about a month so +start this immediately that you are confirmed as expo treasurer. Online access requires special NatWest hardware or biometric +configuration. You need to send all your details to the previous expo treasurer with the form so that he/she +can sign it and send it to the bank. These are + +
At some point you will also need to provide +
+The bank is the Market Street branch of Nat West, which is where you get the paper mandate form. Expo a/c 22997253. See below for how to operate the account. +
In 2023 NatWest are now moving to an online method (click on "Add an account holder") for adding account holders. Try it out and then edit this page to include the new instructions. + +
Study the previous expo accounting policies and write one specifically for the coming expo you will be managing. Then everyone knows which policy is "active" and you won't get conflicting requests from incompatible historic approaches. -
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.
+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!
There are copies of letters requesting grants on the expo online systems letters archive. @@ -101,6 +137,7 @@
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.) +
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 their 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 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:
@@ -150,15 +187,26 @@ expoers are not and will not have Facebook accounts.How much of this happens depends on how keen and how many Expo members you have. In 1999 we placed an order with Field & Trek, where we got the group sales 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 £10 per sack.
--> -This involves paying money in, writing cheques and looking after the statements. Statements are currently sent to the Expo Treasurer's address, which is changed for each treasurer. You could get them sent to Dr James Hickson, the CUCC Senior Treasurer at Pembroke. This would mean less changing of addresses, but add delay/uncertainty to your receiving the statements.
+This involves paying money in and out, setting up the online access system (2-factor authentication with special NatWest widget-box and personalised bankcard) and looking after the statements. Set up the button-box hardware, don't just rely on biometric face recognition. Paper statements are currently sent to the Expo Treasurer's address, which is changed for each treasurer. You could get them sent to Dr James Hickson, the CUCC Senior Treasurer at Pembroke. This would mean less changing of addresses, but add delay/uncertainty to your receiving the statements. If you enable online-statements, set them up as copies of the paper ones, not as replacements. Email copies to a nerd for archival storage.
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 (Market Street branch). Remember to give the bank the signature authority forms to authorise your successor before you leave Cambridge.
+The Expo Bier Book and Sesh Book is a record of every expedition expenditure and many administrative details of Expo. Refined over many years, the format now consists of the following sections:
diff --git a/years/2022/logbook.html b/years/2022/logbook.html index b0fbce8fc..cf3b005e5 100644 --- a/years/2022/logbook.html +++ b/years/2022/logbook.html @@ -533,8 +533,9 @@ Part two, detailing what we found on our camping trip (lots), will follow in due