[Garden] Spring 09 @ WPIRG

[Evan Coole]

Hello everyone,

I wanted to give a warm welcome to new volunteers and an equally warm 
welcome back to returning volunteers!

I'm including some information in this email that covers the basics 
of being involved in a WPIRG action group. I generally go over these 
items at the first meeting each term but thought having a written 
copy would be useful. I'd recommend saving this so you can refer back 
to it throughout the term as needed.

If anything is unclear or if you have any questions, I can always be 
reached at this email address, during regular office hours (10-4, 
Monday to Friday) in the WPIRG office in SLC 2139 (right above 
Brubakers) or by phone at 519-888-4882 (on-campus extension 84882).

General Organization

The two main organizing principles of WPIRG are anti-oppression and 
consensus decision-making.

Anti-oppression refers to a set of principles and practices that 
accounts for the inequalities in our society (based on race, sex, 
class, physical and mental ability, amongst others) by taking a 
proactive stance to make sure everyone is included in our 
organization and activities. Examples of anti-oppression in action 
could include using poster graphics reflect the diversity of peoples 
on our campus, ensuring your action group events are wheelchair 
accessible and rotating members representing your action group to 
allow people from different backgrounds to have access to prominent 
public roles.

Consensus decision-making is a process for a group to make decisions 
that when done with care and thoughtfulness, ensures all voices at a 
meeting are heard. Making decisions in this manner does not involve a 
majority vote but a discussion where principled concerns are heard 
and addressed and a decision agreeable to all is reached. The goal of 
using consensus as opposed to other decision making processes (such 
as Robert's Rules of Order) is two-fold; one to ensure people who 
have been traditionally disadvantaged in group situations have a say 
in the direction of the group and to make for stronger groups by 
ensuring buy-in from all members.

WPIRG offers free Introductory Leadership Training every term that 
goes through a more detailed introduction to each of these concepts. 
This spring, it's happening Saturday, May 11 from 10:00am-5:00pm and 
includes lunch. If interested in attending, please RSVP to 
info at wpirg.org as soon as possible.

Action Group Finances

WPIRG offers funding to each action group each term for operating 
expenses. As all of our action groups have different needs 
financially, we do not allot a specific amount per action group but 
distribute funds on a per need basis. There are limits on amounts of 
money that can be spent, but if there is a large expense that your 
group in interested in, I'll happily work with you to see if we can 
figure something out. In addition to the funds we allot, we can help 
you find other sources of funding on-campus for large events or other 
large expenses.

For clarity, here is a step-by-step process on accessing action group 
funding through WPIRG:

1.	Expenses MUST be approved through consensus at an action 
group meeting. Approving a specific dollar amount is preferable but 
if this is not possible at the time, approving an upper limit on what 
can be spent is also acceptable (for example: the group can say it is 
willing to spend up to $40 for supplies for a booth or no more than 
$100 for an honourarium for a speaking event).

2.	A WPIRG staff person has to be notified of proposed expenses 
before they are spent. I (Evan) am your key contact for this, but if 
I'm unavailable Raj can help you as well. Either one of us can offer 
suggestions on how you can reduce costs and no reasonable expense 
will be denied.

3.	An action group member has to front the funds for an expense 
and will be reimbursed through cheque by WPIRG. Proper documentation 
(receipt, invoice marked "paid" or a credit card statement) must be 
provided for reimbursement along with a brief write-up of what the 
item was for with times, dates and corroborating documentation if 
applicable (event poster, for example). While not a requirement, for 
ease it is most convenient if one person can take on  being the 
action group's "finance person" for the term to cover costs and keep 
track of documentation. When making purchases for your action groups, 
please make sure the receipt you plan to submit only has your 
reimbursable expenses on it - i.e. if buying food for an event while 
doing your grocery shopping, make sure your personal expenses are not 
on the same receipt as those for your action group.

Action Group Events

Most action groups centre their activities around events for 
outreach, education and action. WPIRG staff are experienced in 
planning events on the UW campus and you can count on staff support 
for planning, promotion, working out event logistics and offering 
advice. The key to good events is planning well in advance and I 
recommend letting me know as far in advance as possible when you're 
planning an event so I can offer support and work your action group's 
events into WPIRG's programming schedule.

Events can take many forms: booths on campus, film screenings, 
speakers and others. I encourage you to be creative and get in touch 
if there's a speaker or film you'd like to bring to UW.

End of Term Funding

Each action group has access to $40 in funds for an end of term 
social event every term. How the money is used is up to individual 
action groups, but in the past groups have used the funds to cover 
part of dinner out and snacks for a party. The process for accessing 
these funds is very similar to general expenses, but your group will 
also have to submit a form that is available for pick-up in the 
Action Group Organizing Binder in the WPIRG Office.


Here's to a good term!

Cheers,

Evan Coole
Programming and Volunteer Support Coordinator
Waterloo Public Interest Research Group

Celebrating 35 years of students making change

www.wpirg.org - SLC 2139 - 519 888 4882 - info at wpirg.org

Check us out on Facebook:
http://www.facebook.com/group.php?gid=4708414258&ref=ts

And become a fan:
http://www.facebook.com/pages/WPIRG/10435251571?ref=ts

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