[Garden] Funds for Volunteer Appreciation

[Evan Coole]

Hello all,

As exams are getting dangerously close, I just wanted to remind y'all 
that WPIRG offers $40 per term per initiative for some sort of 
volunteer appreciation. We'll probably also be having a general 
volunteer appreciation event as well, but if you'd like to subsidize 
a action group or project committee get-together, coffee and baked 
good extravaganza or most other fun, fun activities that you think 
would be a good send off to the term.

Being a non-profit bureaucrat, I couldn't let this email go without 
filling you in on the details on how to claim this expense, which are 
to be found below (sorry for the lengthy wordiness of the procedure 
blurb, but ambiguity is no one's friend). The forms themselves are 
available in the office.

I also wanted to personally offer my appreciation and gratitude for 
all the work you all have put in this term. Some exciting stuff is 
stirring up at WPIRG and it's all because of you folks! Thanks so 
much for another amazing term.

Warm regards on a cold, snowy day,
Evan Coole
Programming and Volunteer Support Coordinator

--

Procedure and Timeline for Claiming Food Expenses


1. Group decision: The decision to spend money on food must be made 
by consensus at an action group or project committee meeting. To 
ensure adequate time to advertise the event to members and receive 
staff approval, this should be done at a meeting 2-3 weeks in advance 
of the date of the event. In the meeting, the group should discuss a 
budget, how the event can be accommodating of all members (eg. Some 
members may have religious or other aversions to establishments 
serving alcohol, keeping in mind dietary restrictions, etc.) and how 
the event will be promoted to the group's membership.


2. Staff Approval: Once the decision has been made, a group member 
can fill out the Food Expense Form and submit it to Raj and Evan. 
They will review the form and bring up concerns if there are any. If 
there are no concerns, or the concerns have been addressed, they will 
approve the expenses and the event may go ahead. To allow time for 
approval and to address concerns, make sure to submit the form well 
in advance of the event (2 weeks in advance is ideal).


3. Promotion: To ensure that all group members have an opportunity to 
attend, promotion to the group should be done in advance of the 
event. This can be as simple as an email to the listserve with the 
event details. Promotion should be done 5-10 days before the event 
occurs.


4. Claiming Expenses: In order to be reimbursed, all receipts must be 
submitted to Raj. This should be done within 2 weeks after the event 
occurs. In addition to the receipts, please include a page with a 
short description of the expenses with your name and the date they 
were incurred.

Example:

Food Not Bombs Volunteer Appreciation - April 23rd, 2007
Dale Q. Volunteer

Cookies and muffins: $25

Coffee: $10

Tea: $5

-- 
-------------- next part --------------
An HTML attachment was scrubbed...
URL: http://lists.wpirg.org/pipermail/garden_lists.wpirg.org/attachments/20081124/834b5562/attachment.html