[K3pzn-board] Concerning the budget.

[Stephen C Beckman]

Greetings Bill;

The BoD has used its budget to fund small projects, and occasionally to
help out other projects or committees that need a few extra dollars. The
BoD itself approves most of its expenditures itself, with a vote, but there
are a couple exceptions. One I can think of is the purchase of flowers for
a member, where it doesn't make sense to wait for a BoD meeting to approve
the expenditure. In this case I have just asked the secretary to have them
delivered, and to bill the club. (In retrospect it might be more
appropriate to get the BoD's concurrence either via email or telephone
before doing this.)

Right now at least, we have very good detail about all funds expended,
because Bill N3WM tracks every transaction into and out of the treasury
with Quicken.

As for committee funds, each committee chairman should be authorizing the
expenditure of committee funds, and provide a receipt, or request that the
treasurer purchase something directly.

The BoD will administer the self-insurance fund. This (I believe) was
captured in the BoD meeting minutes when that fund was established.

Right now the ARES group has no line item in our budget. They may have had
one as an "ARES Committee" many years ago. The CCARC may wish to establish
an ARES Committee with a budget, or maybe make a donation to the group. We
could also consider making donations when the group asks the CCARC for
funds for specific purposes.

73; Steve, N3SB



                                                                           
             "Neeriemer, Bill                                              
             (NIH/NLM/LHC)"                                                
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             t                                                             
                                                                   Subject 
                                       [K3pzn-board] Concerning the        
             04/25/2005 08:29          budget.                             
             AM                                                            
                                                                           
                                                                           
             Please respond to                                             
                 Board of                                                  
             Directors of the                                              
              Carroll County                                               
               Amateur Radio                                               
                   Club                                                    
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               man.qth.net>                                                
                                                                           
                                                                           




I'm not clear was the BOD bdget item covers.

I know that we are intending to increase it so that we can authorize small
purchases (<$150) w/o having to go to the membership.

Are there other specific purposes for the fund? or is it a discretionary
fund?

Assuming there are specific purposed for the fund, then I would suggest
creating a 2nd line item with funding for the discretionary fund.

So, instead of $1200 in the BOD funds, maybe it should be $400 BOD, and
$800
Small Purchases.

I guess my concern is that we need to strike a balance between the need
keep
track of expenditures, and provide the BOD with discretion to get things
done.

Another thing, I think we need to clarify who is authorized to make the
specfic expenditure descisions for each fund.

It may already be clear to you guys, because you've been doing this for so
long, but it isn't clear to me.

Most of the stuff, I can make educated guesses about, but not everything.

For instance, who decides to draw on the equipment self insurance?
Is it the station committe? digital committe? repeater committee?
(depending on what breaks)
or is it the BOD?  Treasurer?
or is it "We'll cross that bridge when we come to it."?

Also, while I'm on a roll, how does ARES/RACES fund themselves?  There is
no
line item for that group.
Do they have an alternate source of funding?  or does their funding come
through "trickle down"?

Just some thoughts running through my head....

73

Bill Neeriemer, W3STG


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