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470 lines
32 KiB
HTML
<!DOCTYPE html>
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<html>
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<head>
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<meta http-equiv="Content-Type" content="text/html; charset=utf-8" />
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<title>CUCC Austria Expeditions: Expo Treasurer Role</title>
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<link rel="stylesheet" type="text/css" href=/css/main2.css />
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<META HTTP-EQUIV="author" CONTENT="Earl Merson, December 1999">
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<META HTTP-EQUIV="keywords" CONTENT="Expo, accounts">
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<META HTTP-EQUIV="description" CONTENT="Description of the financial operation of the CUCC Expo.">
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</head>
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<body>
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<h2 id="tophead">CUCC Expedition Handbook</h2>
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<h1 id="top">Expo Treasurer Role</h1>
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<H2>Contents</H2>
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<UL>
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<LI><a href="finance.html#finance">Part 1: How Expo is financed</a></LI>
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<UL>
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<LI>Income and Expenditure </LI>
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<LI>The Bank of Expo </LI>
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<LI>The Expo Bills </LI>
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</UL>
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<LI><a href="#thejob">Part 2: How to be Expo Treasurer</a> </LI>
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<UL>
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<LI>Role of the Expo treasurer </LI>
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<LI>Timetable of events </LI>
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<LI>Other Tips </LI>
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</UL>
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<LI><a href="travelcosts.html">Part 3: Travel costs</a> </LI>
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<li><a href="emissions.html">Part 4: Carbon accounting procedure</a></li>
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<LI><a href="#summary">Summary</a></LI>
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</ul>
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<H2 id="thejob">Part 2: How to be Expo Treasurer</H2>
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<P>This section details some things Earl found as Expo treasurer in 1999, since updated, which we hope will help you avoid some errors and worries. </P>
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<H3>Role of the Expo treasurer</H3>
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<P>So what does this Expo treasurer do? Your mission, should you choose to accept it, is as follows:</P>
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<UL>
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<LI>Be kind and supportive - not imperious.
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<LI>Work with the other members of the Expo committee in pulling off yet another stormin' Expo. </LI>
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<LI>Check that last year's committee submitted the grant applications. </LI>
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<LI>Help promote Expo and collect Expo deposits and forms. </LI>
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<li>Publish the "Accounting Policy" for the forthcoming expo before April
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<LI>Operate the Expo bank account. </LI>
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<LI>Explore last year's <a href="http://expo.survex.com/boe/boc.pl">Online Bank of Expo</a> data to see how it all works</a> </LI>
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<LI>Then, create the <a href="bankofexpo.html">Bank of Expo</a> for this next year - you may need a nerd <a href="boenewexpo.html">to help you</a> </LI>
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<LI>Create the <a href="bierbook.html">Expo Bier Book and Sesh Book</a> when you know most of the people have signed up - you may need a nerd to help you </LI>
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<LI>Process the Expo Bier Book and Sesh Book through Bank of Expo to produce Expo Bills. </LI>
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<LI>As far as possible, maintain or improve the financial health of Expo. </LI>
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<LI>Submit a Treasurer's Report to anyone who needs one (e.g. grant awarding bodies). </LI>
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<LI>Provide a summary of the Expo Accounts to the CUCC Journal, web site and Expo Report. </LI>
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<LI>Make sure the following year's grant applications are submitted correctly. </LI>
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<LI>Introduce your successor to the post of treasurer, preferably before you retire. </LI>
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<LI>Work with the other members of the Expo committee in pulling off yet another stormin' Expo<br />
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<SMALL>Enough? Perhaps they should have more than one person doing all this!</SMALL> </LI>
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</UL>
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<P>Your task, appreciated by a few, will require time, effort and perseverance... </P>
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<p>Try to get someone else to do these even though they involves expo funds:
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<ul>
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<LI>Determine, by consultation with the other Expo committee members, what purchases need to be made in the UK. </LI>
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<LI>Organise, with the CUCC treasurer, discount group purchases at gear shops. </LI>
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<LI>Work with the CUCC main committee to share basic caving equipment. </LI>
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<LI>Organise the expo food orders: porridge, curry etc. </LI>
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</ul>
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<H3>Timetable of events</H3>
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<h4>Time-critical: Ghar Parau fund</h4>
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<p>The previous treasurer should have organised this. If they haven't, do it now.
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<p>Go to <a href=""/handbook/leader.htm#timecritical">time-critical events</a>.
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<h4 id="bank">Bank account - Lloyds</h4>
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<div class=onright>
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<figure>
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<a href="https://www.lloydsbank.com/business/banking-online/how-to-log-on/using-your-card-reader.html" border=1><img src="i/lloyds-card-reader.jpg"></a>
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<figcaption style="text-align: center">
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<em>Lloyds card-reader</em>
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</figcaption>
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</figure>
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</div>
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<p><b>FIRST</b> begin the process to get access to the Expo bank account: you need to complete a paper mandate
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form (still, even in 2023) to become a full-power signatory to this bank account. This takes about a month so
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start this immediately that you are confirmed as expo treasurer.
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<p>
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Online access at Lloyds was <a href="https://www.lloyds.com/news-and-insights/news/introducing-multi-factor-authentication-for-lloyds-applications">significantly updated in 2022</a>. Lloyds now require their own <a href="https://www.lloydsbank.com/online-banking/payments-and-transfers/security-checks.html">banking app</a> or either the
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<a href="https://support.microsoft.com/en-us/account-billing/download-and-install-the-microsoft-authenticator-app-351498fc-850a-45da-b7b6-27e523b8702a">Microsoft Authenticator app</a> on a phone or a hardware key such as
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<a href="https://www.yubico.com/products/yubikey-5-overview/">Yubikey</a>: see <a href="https://assets.lloyds.com/media/43e2152a-2ff4-407c-a788-355ea931c2a8/LLoyds-Market-Services-MFA-Enrolment-281122.pdf">MFA enrollment</a>.
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You need to send all your details to the previous expo treasurer with the form so that he/she
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can sign it and send it to the bank. These are
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<ul>
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<li>all your contact details: phone number, email address(es)
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<li>current postal address
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<li>3 year address history (!)
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</ul>
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<p>At some point you will also need to provide
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<ul>
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<li>photo id
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<li>selfie photo
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</ul>
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<p>The bank is <a href="https://bank-code.net/uk-sort-code/770518-lloyds-bank-plc">the Sidney Street branch</a> of Lloyds, which is where you get the paper mandate form. Expo is in the name "CUCC Expo" and if you have trouble, the bank account number is on the expo server in <var>/home/expo/boe/accountnumber.txt</var>.
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<h4>The next most urgent thing: Accounting policy</h4>
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<p>Study the <a href="finance.html#summary">previous expo accounting policies</a> 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.
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<P>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! </P>
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<p>There are copies of letters requesting grants on the expo online systems <a href="../expofiles/documents/CUCC/applications/">letters archive</a>.
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<P>You may find at first that the Expo committee is just you and the Expo Leader. Help him/her find and <STRIKE>pressgang victims</STRIKE> persuade volunteers for the <em>other</em> committee roles:</P>
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<p>See the checklist for running an expo in <a href="planning.html">the expo planning guide</a>.
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<UL>
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<LI>Sponsorship </LI>
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<li>Updating Cave Descriptions from last year's surveys</li>
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<LI>Top Camp Meals - noodles, curries, dehydrated food </LI>
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<LI>Equipment & Fettling co-ordination (CUCC Tackle Master) </LI>
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<LI>Expo training weekend(s) </LI>
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<LI>Social media coordination and publicity </LI>
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</UL>
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<p>Absolutely refuse (politely) to do any of these yourself. You have enough to do.
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<H4>Deposits and Forms</H4>
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<P>Even before you've got a full committee, start promoting Expo as the top experience it is. Start taking deposits. Ask for £200 before Expo, as installments of £80 and £120. Of course, people can pay it all at once if they want!</P>
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<P>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.
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Hassle everybody else too :-)</P>
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<p>See the instructions to expoers on what <a href="paperwork.html">their paperwork responsibilities</a> are as this sets out payment terms and says in writing that someone is only registered as coming on the expo <em>after</em> 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.)
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<P>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:</P>
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<UL>
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<LI>By email - <a href="onlinework.html">the expo mailing list</a> </LI>
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<LI>An announcement on <a href="https://www.facebook.com/groups/189492668280413/">the closed Expo Facebook</a> page </LI>
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<LI>An announcement on <a href="https://www.facebook.com/CUCCEXPO/">the public Expo Facebook</a> page </LI>
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<LI>An announcement on <a href="onlinework.html">the other Expo social media</a> mechanisms </LI>
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<LI>CUCC pub meets </LI>
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<LI>With the invitations to the CUCC Annual Dinner (early Lent Term?) </LI>
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<LI>The CUCC Annual Dinner (normally at the end of Lent Term) </LI>
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<LI>The CUCC Alternative Dinner (normally at the end of Easter Term) </LI>
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<LI>CUCC meets where EXCS members turn up </LI>
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<LI>Anything else you can think of. </LI>
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</UL>
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<P>There was an <a href="http://expo.survex.com/signup/submit.php">on-line version of the form</a> in 2014, and possibly even a script for processing
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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
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expoers are not <em>and will not</em> have Facebook accounts.</P>
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<P>In the past requirements set by the GPF/NCA meant that <EM>all</EM> 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.</P>
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<!-- This doesn't need saying does it.
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<H4 id="equipment">Equipment</H4>
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<P>Expo has a number of gear requirements distinct from CUCC in the UK; these include rings, hangers, drills, bolts, surveying instruments and long ropes. We own our own surveying instruments, but they may need expensive maintenance and are very expensive to replace. Consumables and other caving gear are often bought with a large communal order from Yorkshire.</P>
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<P>Try and place Expo gear orders jointly with CUCC main orders to maximise the discount we can get. Invite club members to buy their personal gear at the same time. Work with the CUCC main committee to eliminate unnecessary duplication of resources; there is a web page describing CUCC equipment purchasing.</P>
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<H4>Discount group purchases at gear shops</H4>
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<P>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 <EM>group sales</EM> 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.</P>
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-->
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<H4 id="natwest">Operate the Expo bank account</H4>
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<P>This involves paying money in and out, setting up the online access system (2-factor authentication with special widget-box and personalised bankcard) and looking after the statements. Do set up the button-box hardware if you can, don't just rely on biometric face recognition in an app.
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<p>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 <em>copies</em> of the paper ones, not as replacements. Email copies to a nerd for archival storage.</P>
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<P>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.</P>
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<P><strike>The Expo account is with National Westminster, number 22997253, sort code 60-04-23 (Market Street branch).</strike> Remember to give the bank the signature authority forms to authorise your successor before you leave Cambridge.</P>
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<H4>The Expo Bier Bookand Sesh Book</H4>
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<a href="">
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<img src="" hspace=10px border=1 align="right" />
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<div class=onright>
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<figure>
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<a href="i/bierbook.jpg" border=1><img src="t/tbierbook.jpg" alt="Bier book"></a>
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<figcaption style="text-align: center">
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<em>Bier book<br>(click to enlarge)</em>
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</figcaption>
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</figure>
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</div>
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<P>The <a href="bierbook.html">Expo Bier Book and Sesh Book</a> 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:</P>
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<p>The expenses and sesh swaps are also copied online into the <a href="bankofexpo.html">Bank of Expo</a> and the bier book and sesh book are annotated when when an expense has been transcribed.
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<p>The 2016 expo bierbook and seshbook were scanned and can be downloaded (13MB and 5 MB) from here:
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<a href="http://expo.survex.com/expofiles/writeups/2016/">expofiles/writeups/2016/</a>
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<UL>
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<LI>The Front Part </LI>
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<UL>
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<LI><a href="../expofiles/writeups/2018/bierbook/654258.jpg">Name list</a> - with phone number & gear-tape colours for each expoer written in by hand</LI>
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<LI>Bier, Limo, Dunkel Tally, More Bier Tally (to 100+ Biers) </LI>
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<LI><a href="../expofiles/writeups/2018/bierbook/729416.jpg">Nights on Expo & Time Underground Tally</a> </LI>
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<LI>Exchange rates during Expo, the price of Gösser, limo, etc. </LI>
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<LI><a href="../expofiles/writeups/2018/bierbook/844306.jpg">'Money owing to...' page</a> and 'Money owed by...' page </LI>
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<UL>
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<LI>for each member </LI>
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<LI>for each of several as yet unknown people </LI>
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<LI>for each account (i.e. Expo, CUCC main, CUCC meets </LI>
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</UL>
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</UL>
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<LI>The Late (end of Expo) Part - or in the Logbook</LI>
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<UL>
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<LI>Rope at end of Austria: Length by year and diameter </LI>
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<LI>Hangers Tally, end of Expo </LI>
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<LI>Stuff sent home from Expo other than direct to Cambridge. </LI>
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<LI>Stuff left in Hilde's shed (several pages, completed at end of Expo) </LI>
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</UL>
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<LI>The Back Part </LI>
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<UL>
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<LI>Quotes </LI>
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<LI>Orders for surveys, T-shirts, etc. </LI>
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<LI>Expo Dinner Fiasco details </LI>
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<LI>Tally of wasp and bee stings </LI>
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</UL>
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</UL>
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<!--
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<P>Find last year's Bier Book to see the format and how it is used. Buy an A5 hardback lined notebook, with a wipeable surface (it's going to get food/bier/worse spilled on it sometime), and draw up the pages listed above. It needs to have a sturdy biro tied securely to it. Make sure it gets sent out to Expo in the first vehicle to arrive there.</P>
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<P>The Stamps page could be improved; I recommend Expo buys part of a sheet of stamps (with the edge pieces) and sticks the edge to the inside edge of a page in the bier book. Then have a stamp tally nearby.</P>
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-->
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<P>Anything else financial can also be included, particularly notes to the treasurer. The <ul>
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<li>Bier Book,
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<li>Sesh Book,
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<li>Logbook,
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<li>Callout Books (basecamp and topcamp) and
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<li>Survey Wallets lever-arch file
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</ul>
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together make the original source documentation for each Expo.</P>
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<H4>The Gasthof Payment</H4>
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<P>The largest single bill in Austria will be the campsite bill. Obviously the bill depends on how big Expo is; in 2019 it was over €2,100. How this is paid depends on how many people you have around at the end of Expo. If there are enough then the simplest method is for them just to pay Hilde and claim the cost back through the Bank of Expo. However, if there are not going to be enough people with sufficient cash around at the end, you should start collecting advance payements from attendees anticipating their eventual bills.</P>
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<H4>Produce the Expo Bills</H4>
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<P>The <a href="bierbook.html">Bier Book and Sesh Book</a>, including pre-expo transactions andd all as copied into the <a href="bankofexpo.html">Bank of Expo</a>, 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.
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<p>After Expo, when you know who has contributed to transporting expo gear to and from Austria, create appropriate transactions in the <a href="bankofexpo.html">Bank of Expo</a> 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.
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<P>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.</P>
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<h5>Calculators and Bank of Expo</h5>
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<p>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 <a href="bankofexpo.html">Bank of Expo</a> by putting the individuals' days in the allocation entries. So you do need to read and understand the <a href="bankofexpo.html">Bank of Expo</a> documentation. But it is a whole lot easier than creating as spreadsheet (last done in <a href="../expofiles/accounts/accounts2014.xlsx">2014</a>).
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<p>Every treasurer who has decided that it is easier to 'just' use a spreadsheet instead of learning how to use Bank of Expo has regretted it. Severely. (Having said that, there are now (2022) free and commerical apps which do much the same thing, but work better on a phone. But few have the openness and transparency of BoE. )
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<!--
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<P>Once all the various expenses have been entered in the Bank of Expo (it's probably September/October by now), you're ready to tackle the spreadsheet. Here is the <a href="../expofiles/accounts/accounts2014.xlsx">2014 Expo spreadsheet</a> - but this predates Bank of Expo, so hassle a more recent treasurer to get the latest copy. You don't have to use the spreadsheet, but it's best to unless you're a database wizard. Basically you remove the sheets for last years members, copy new blank pages for this year's members and then add this year's data. It's fairly straightforward, but lengthy and requires concentration.</P>
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-->
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<!--
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<P>All expenditures in the Bier Book will fall into one of the categories:</P>
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<UL>
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<LI>Food </LI>
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<LI>Camping </LI>
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<LI>Travel in Austria </LI>
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<LI>Travel to/from Austria </LI>
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<LI>Gear </LI>
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<LI>Misc </LI>
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<LI>Swaps </LI>
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</UL>
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-->
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<P>What is paid for, for transporting gear, is determined by the principles described in part 1 of this document.
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<!--Once all the data has been entered, check that each person has been allocated appropriate <EM>traveller</EM>, <EM>caver</EM> and <EM>grantshare</EM> values in the spreadsheet.</P>
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-->
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<P>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.</P>
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<P>Record accounting trivia, such as the number of Gössers drunk, the times underground, etc.</P>
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<H4>Post-Final Corrections</H4>
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<p>There are nearly always corrections, even after the "final" accounting. It is helpful to have a general policy for how these will be handled up-front.
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<p>In 2022, this is how Dickon handled it:
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<p><em>
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Following finalisation of the accounts I was contacted by a member of the expedition to point out the various errors in the accounting. This was quite easy to audit for anyone so inclined as its all visible on bank of expo for anybody to look at. The majority of the errors are fairly minor although there were two relatively major ones that have had a not insignificant effect on the final totals. These were as follows:
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<p>
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The t shirts were entered twice and thus everyone was charged twice for their t shirt and the purchaser of the t shirts got a large bonus.
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The Ghar Parau grant money was not allocated as had been originally discussed. Previously it had been split more or less evenly between expo goers. This has now been amended such that the majority of the grant money goes to first time expo goers with the exception of those who received Alex Pitcher awards.
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<p>
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For the majority of people the changes are minor and result in a difference of less than £20. We are also fortunate to have £400 in hand from people who paid non refundable deposits and then did not attend. I will therefore address the issue as follows:
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</em>
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<table cellpadding="0" cellspacing="0">
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<tr valign="top">
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<td width="368" style="border: 1.00pt solid #000000; padding: 0.05cm 0.19cm"><p>
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</p>
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</td>
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<td width="369" style="border-top: 1.00pt solid #000000; border-bottom: 1.00pt solid #000000; border-left: 1.00pt solid #000000; border-right: 1.00pt solid #000000; padding-top: 0.05cm; padding-bottom: 0.05cm; padding-left: 0.2cm; padding-right: 0.19cm"><p>
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<b>Already Settled Up</b></p>
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</td>
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<td width="331" style="border-top: 1.00pt solid #000000; border-bottom: 1.00pt solid #000000; border-left: 1.00pt solid #000000; border-right: 1.00pt solid #000000; padding-top: 0.05cm; padding-bottom: 0.05cm; padding-left: 0.2cm; padding-right: 0.19cm"><p>
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<b>Not Yet Settled Up</b></p>
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</td>
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</tr>
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<tr valign="top">
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<td width="368" style="border-top: none; border-bottom: 1.00pt solid #000000; border-left: 1.00pt solid #000000; border-right: 1.00pt solid #000000; padding-top: 0cm; padding-bottom: 0.05cm; padding-left: 0.2cm; padding-right: 0.19cm"><p>
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In credit to expedition and owed more following correction</p>
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</td>
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<td width="369" style="border-top: none; border-bottom: 1.00pt solid #000000; border-left: 1.00pt solid #000000; border-right: 1.00pt solid #000000; padding-top: 0cm; padding-bottom: 0.05cm; padding-left: 0.2cm; padding-right: 0.19cm"><p>
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I will transfer additional funds to make up difference</p>
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</td>
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<td width="331" style="border-top: none; border-bottom: 1.00pt solid #000000; border-left: 1.00pt solid #000000; border-right: 1.00pt solid #000000; padding-top: 0cm; padding-bottom: 0.05cm; padding-left: 0.2cm; padding-right: 0.19cm"><p>
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I will transfer correct revised amount</p>
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</td>
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</tr>
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<tr valign="top">
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<td width="368" style="border-top: none; border-bottom: 1.00pt solid #000000; border-left: 1.00pt solid #000000; border-right: 1.00pt solid #000000; padding-top: 0cm; padding-bottom: 0.05cm; padding-left: 0.2cm; padding-right: 0.19cm"><p>
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In credit to expedition and owed less following correction</p>
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</td>
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<td width="369" style="border-top: none; border-bottom: 1.00pt solid #000000; border-left: 1.00pt solid #000000; border-right: 1.00pt solid #000000; padding-top: 0cm; padding-bottom: 0.05cm; padding-left: 0.2cm; padding-right: 0.19cm"><p>
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If <£20 difference will write off</p>
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<p>If >£20 difference will ask for difference less £20</p>
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</td>
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<td width="331" style="border-top: none; border-bottom: 1.00pt solid #000000; border-left: 1.00pt solid #000000; border-right: 1.00pt solid #000000; padding-top: 0cm; padding-bottom: 0.05cm; padding-left: 0.2cm; padding-right: 0.19cm"><p>
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I will transfer correct amount</p>
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</td>
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</tr>
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<tr valign="top">
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<td width="368" style="border-top: none; border-bottom: 1.00pt solid #000000; border-left: 1.00pt solid #000000; border-right: 1.00pt solid #000000; padding-top: 0cm; padding-bottom: 0.05cm; padding-left: 0.2cm; padding-right: 0.19cm"><p>
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In debt to expedition and owing more following correction</p>
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</td>
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<td width="369" style="border-top: none; border-bottom: 1.00pt solid #000000; border-left: 1.00pt solid #000000; border-right: 1.00pt solid #000000; padding-top: 0cm; padding-bottom: 0.05cm; padding-left: 0.2cm; padding-right: 0.19cm"><p>
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If < £20 difference will write off</p>
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<p>If >£20 difference will ask for difference less £20</p>
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</td>
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<td width="331" style="border-top: none; border-bottom: 1.00pt solid #000000; border-left: 1.00pt solid #000000; border-right: 1.00pt solid #000000; padding-top: 0cm; padding-bottom: 0.05cm; padding-left: 0.2cm; padding-right: 0.19cm"><p>
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I will email directly with correct amount</p>
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</td>
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</tr>
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<tr valign="top">
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<td width="368" style="border-top: none; border-bottom: 1.00pt solid #000000; border-left: 1.00pt solid #000000; border-right: 1.00pt solid #000000; padding-top: 0cm; padding-bottom: 0.05cm; padding-left: 0.2cm; padding-right: 0.19cm"><p>
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In debt to expedition and owing less following correction</p>
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</td>
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<td width="369" style="border-top: none; border-bottom: 1.00pt solid #000000; border-left: 1.00pt solid #000000; border-right: 1.00pt solid #000000; padding-top: 0cm; padding-bottom: 0.05cm; padding-left: 0.2cm; padding-right: 0.19cm"><p>
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I will email asking for bank details to make refund</p>
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</td>
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<td width="331" style="border-top: none; border-bottom: 1.00pt solid #000000; border-left: 1.00pt solid #000000; border-right: 1.00pt solid #000000; padding-top: 0cm; padding-bottom: 0.05cm; padding-left: 0.2cm; padding-right: 0.19cm"><p>
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I will email directly with correct amount</p>
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</td>
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</tr>
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</table>
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<H4>General Treasury Responsibilities</H4>
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<UL>
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<LI>As far as possible, maintain or improve the financial health of Expo, i.e. replace the float and don't put future Expos under obligation to pay debts from this Expo. </LI>
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<LI>Submit a Treasurer's Report to anyone who needs one (e.g. grant awarding bodies). The GPF need a brief summary within three months of our return to the UK. A more detailed report, after the Expo Accounts, could be produced if you have too much time. </LI>
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<LI>Make sure the following year's grant applications are submitted correctly. </LI>
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<LI>Introduce your successor to the post of treasurer, preferably before you retire. </LI>
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<LI>Work with the other members of the Expo committee in pulling off yet another stormin' Expo! </LI>
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</UL>
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<H4>Expo files</H4>
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<!--
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<P>Finally, keep these files up-to-date, and stored both on the Expo accounting disk and the CUCC file space on the PWF. Wookey or Olly may also be able to arrange archive space.</P>
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-->
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<p>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: <a href="../expofiles/writeups/2018/bierbook/">expofiles/writeups/2018/bierbook/</a>.
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<H3>Committees...</H3>
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<P>Communication: would that it were clear, concise, courteous, correct, charitable and copious. Would that the response was well considered and timely. Try to make your requests SMART: Specific, Measurable, Achievable, Realistic and Time-scaled.</P>
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<UL>
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<LI>Consult people before making changes. </LI>
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<LI>Be ready with your own answers. </LI>
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<LI>Don't be disheartened by received rants: defeat them with clear, good reasons or accept them graciously as helpful corrections :-) </LI>
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<LI>Email is a poor medium for conveying the subtleties of sarcasm or the strength of anger; however, it enables rash and rapid ranting! Beware of misinterpreting emails, especially those from people you don't often receive them from. </LI>
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<LI>If a committee email says 'can somebody do this...', then probably
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<OL>
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<LI>anybody could do it,</LI>
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<LI>everybody will assume that somebody else should or would do it, and</LI>
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<LI>nobody will do it.</LI>
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</OL>
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</LI>
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<LI>Emails of the form 'if nobody objects to <unexpected, new & radical proposal> by the end of today...' are likely to prove problematic tomorrow or the next day... </LI>
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<LI>Many rants are simple misunderstandings; try to explain what and why you are taking such and such a point of view.</LI>
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<LI>Face-to-face meetings are much more effective than drawn-out email discussions. </LI></UL>
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<P>You'll need several Expo Committee meetings. Firstly to plan what should be done, and later to check that all the jobs are being done. If someone just isn't pulling their weight or has too much else to do, the committee meetings should be used to provide encouragement (!) and/or redistribute the workload. I suppose one of the jobs of the Expo Leader is to check that everything is going to plan, be he/she won't always think of everything on their own. See the checklists in the expo planning guide</P>
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<P>Remember that all the Expo committee are volunteers (more or less of their own volition :-), but they may have different priorities and/or different reasons for participating than yourself. This can make committee work interesting or taxing, depending on your viewpoint, but try to keep Expo as an adventure rather than a chore; it's worth it in the end.</P>
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<H2 id="summary">Summary</H2>
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<ul>
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<li>Part 1 described the principle of the Expo finances: the sources of income and expenditure and the principles behind the Expo billing system.
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<li>Part 2 described the role of the treasurer and details on the practical side of being Expo Treasurer.</ul>
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<P>Being Expo Treasurer will involve quite a lot of work. Remember the need to be open and fair. Good Luck!</P>
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<P><A HREF="#top">Top</A>.</P>
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<hr />
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<!--
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<h3>Archaic - for historic purposes only</h3>
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<P>BCRA Insurance was charged at cost to anyone who obtained it through the club, as are Expo T-shirts and meals at the Expo Dinner. All these are charged using Swaps (see below) to the relevant account.</P>
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<H4>BCRA Expedition Insurance</H4>
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<P>The British Cave Research Association organises special travel insurance with provision for caving. Details are given on the BCRA website. The administrator is:</P>
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<P>John Cooper, <BR />
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31 Elm Close, <BR />
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Wells, <BR />
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Somerset, <BR />
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BA5 1LZ</P>
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<P>Telephone: 01749 670568 <BR />
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Email: jc@johnmcooper.freeserve.co.uk</P>
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<P>The insurance does not seem to cover canyoning holidays, but possibly would cover a day's canyoning during a primarily caving holiday. The cost of the insurance has increased recently; there may be a better deal elsewhere. Personal members of the BCRA get a reasonable discount; you will need to quote their BCRA membership number (ask for it on the Expo form). </P>
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<P>Insurance is generally recommended, though some people prefer not to pay for it. They risk the costs on the basis that cave rescue is free (usually) and the E111 form covers standard emergency treatment (maybe). Not all hospitals or all treatment are covered by an E111; they can be very expensive. Some members have used the SnowCard or ActiveCard company in the past.</P>
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<P>Sometimes you'll hear of people who've never been on a CUCC meet or Expo before but allegedly want to come now. They may be allegedly keen cavers; however, don't get any insurance for them until they have paid their deposit or been guaranteed by someone you trust. We've had people decide not to go on Expo three days before departure, after we'd spent money on their insurance. They may be difficult to track down and get the money out of afterwards.</P>
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<P>Peoples' plans often change in the months leading up to Expo. For this reason, try and leave arranging BCRA insurance as late as possible, but not so late that you incur the 'short notice' penalty charge (5%). Bear in mind the delays in the post when doing this.</P>
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<P>Make copies of the insurance certificates from the BCRA. Take the original on Expo in case you need to wave it at hospitals and keep a copy in the UK in case you loose the original and have to make a claim.</P>
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<P ALIGN="CENTER">
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<hr />
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<SMALL>Started 1999-12-31 by Earl Merson, Treasurer 1998 & 1999.<br />
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This page was last modified 2000-01-07</SMALL></P>
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