Discuss budget allocation with Clubs

[icflournoy]

Problem Summary

The club was given a budget amount lower than what we anticipated, given the guidance from clubs at the end of last year. The information was that budget allocations were done based on brackets, with a minimum that a recognized club would receive. RITlug received half of this minimum and we want to confirm why, and if its related to the late check from fundraising last year (https://github.com/RITlug/tasks/issues/10).

[icflournoy]

2018-09-24 Eboard Meeting

Discussion

What would we spend more money on? Showing that we would use the extra funds to grow the club. Eg:

• table cloth
• stickers
• domain years namecheap

Action Items

• Determine what we would spend the extra budget allocation on?
• Schedule meeting with club office / Frank to discuss the exact reason the club was granted a lower amount than what we anticipated. This information will prepare us for fundraising this year and leading into next year, so we are not surprised by any short budget allocations.

[ct-martin]

Adding server backups to costs

Also, when we talk to Frank we need to get a clear answer on what might affect us next year.

-- Christian Martin (Phone)

On Mon, Sep 24, 2018, 5:18 PM Ian Flournoy notifications@github.com wrote:

2018-09-24 Eboard Meeting Discussion

What would we spend more money on? Showing that we would use the extra funds to grow the club. Eg:

• table cloth
• stickers
• domain years namecheap

Action Items

• Determine what we would spend the extra budget allocation on?
• Schedule meeting with club office / Frank to discuss the exact reason the club was granted a lower amount than what we anticipated. This information will prepare us for fundraising this year and leading into next year, so we are not surprised by any short budget allocations.

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[jrtechs]

Eboard Meeting 10-1-18

We want to figure out the rules which the club office follows for the budget since they seem to be changing. Does this block us from using the current budget?

Action Items

@jibby0 Is working on getting a meeting with club office.

Make a plan of what we are going to do with money. @jibby0 is going to make a list of what we want to buy and estimated cost. Also note what is happening yearly.

• table cloth - one from hub for cost estimation
• new banner - quote from hub
• stickers - double what we got last year
• switch for CBET
• backups - AWS
• Domain Renewals

[jwflory]

Update: @jibby0 scheduled a meeting on Thursday at 10:30am with club office. We'll discuss this further on our Wednesday eboard meeting. The list of planned expenses is helpful to have thought out and prepped in advance.

[icflournoy]

2018-10-10 Eboard Meeting

Discussion

• Cost of banner can be justified as we do off-campus events which show good publicity for RIT
• As a whole club we attend:
  • Maker Faire - Off campus, publicly visible
  • Imagine RIT
  • Club Gala

Other costs each year:

• Stickers ($250-$300) - handed out at events, meetups, conferences Flock (international), OSSN, Imagine, general meetings, Maker Faire, FOSSCON
• Domain renewal
• Server backups

Fundraising:

• Jackets
• Dinner We are considering doing a dinner once per semester (up from once per year)

Action Items

@jibby0 and @icflournoy are meeting with Clubs on 2018-10-11

• How did last year's fundraising affect this year's budget allocation?

[jibby0]

2018-10-11 Club Office Meeting

@jibby0 and @icflournoy met with Club Office. In short:

• More clubs asked for a budget this year than in years past. However, the pool of money for club budgets did not increase.
  • Club office said there's no RIT policy on what to do when the requests are larger than what's available, since it changes depending on how large a difference there is. Some factors considered were:
  • History of club transactions
  • Number of recorded events the club participated in
  • Requested budget from years past
• Budgets are decided in the summer. So There's no way we could have our budget increased for this academic year.
• We were not denied the full amount because of the check for the last FOSS family dinner going missing.
• If we were looking for more money for a large, important budget item, a proposal to SG would be our best bet.
  • We were thinking tablecloth and stickers would be good for this, as they would be big at all our events, and reflect how RIT looks.

[icflournoy]

2018-10-17 Eboard Meeting

• This issue has reached its conclusion.
• Stickers purchase tracked in https://github.com/RITlug/tasks/issues/83
• Tablecloth work tracked in https://github.com/RITlug/tasks/issues/35 - the idea here is that we can request money from SG to cover a specific item for a specific event.
• action @ct-martin will look into making a short-term tablecloth for the Maker Faire.