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Appreciation</title></head><body>
<div>Hello all,</div>
<div><br></div>
<div>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.</div>
<div><br></div>
<div>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.</div>
<div><br></div>
<div>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.</div>
<div><br></div>
<div>Warm regards on a cold, snowy day,</div>
<div>Evan Coole</div>
<div>Programming and Volunteer Support Coordinator</div>
<div><br></div>
<div>--</div>
<div><br></div>
<div><font color="#000000"><b>Procedure and Timeline for Claiming Food
Expenses</b></font></div>
<div><font color="#000000"><b><br></b></font></div>
<div><font color="#000000"><b><br></b></font></div>
<div><font color="#000000"><b>1. Group decision:</b> 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.</font></div>
<div><font color="#000000"><br></font></div>
<div><font color="#000000"><br></font></div>
<div><font color="#000000"><b>2. Staff Approval:</b> 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).</font></div>
<div><font color="#000000"><br></font></div>
<div><font color="#000000"><br></font></div>
<div><font color="#000000"><b>3. Promotion:</b> 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.</font></div>
<div><font color="#000000"><br></font></div>
<div><font color="#000000"><br></font></div>
<div><font color="#000000"><b>4. Claiming Expenses:</b> In order to be
reimbursed, all receipts must be submitted to Raj.<b> This should be
done within 2 weeks after the event occurs.</b> 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.</font></div>
<div><font color="#000000"><br>
<b>Example:<br>
<br>
Food Not Bombs Volunteer Appreciation - April 23rd, 2007<br>
Dale Q. Volunteer<br>
<br>
</b>Cookies and muffins: $25<br>
<br>
Coffee: $10<br>
<br>
Tea: $5</font><br>
<font color="#000000"></font></div>
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