Budgeting Guide 2011

Club, Society & Project Budgeting 2011

imperialcollegeunion.org

Club, Society & Project Budgeting 2011imperialcollegeunion.org

Introduction

Dear Chairs and Treasurers,

Welcome to the Budgeting Guide which contains all the information you should need to produce your budget request for 2011-12.

Each year the College gives the Union a large sum of money, a subvention, to be spent on our members. A large proportion of this, approximately £300,000 is allocated directly to our Clubs, Societies & Projects. By completing a budget request with your projected expenditure for 2011-12, we are able to allocate money to your activities. The ways in which the subvention is spent is restricted which means it can only be spent within certain categories (such as affiliation, referees, or ground hire).

What’s changed this year?For this year, the process has not changed, however due to potential cuts in our subvention from College, the Union will need to pass part of these cuts on to Clubs, Societies & Projects.

I hope this Budgeting Guide proves to be of some use, and good luck with your budget application. Remember that there are numerous officers and staff who are able to help if you get stuck, so never be afraid to ask.

Thanks,

Ravi PallDeputy President (Finance & Services)

t: 020 7594 8060 (ext. 58062)e: [email protected]



Getting Started

The Budgeting Process

All proposed Club, Society or Project expenditure must be included somewhere in this budget submission, even expenditure that you do not wish to apply for a subsidy towards.

You should enter the total cost for all proposed activities. The subsidy requested need not be the maximum subsidy allowed. Subsidies can be requested at any percentage up to this maximum. It is likely that each Management Group will have their own category rules (i.e. only 50% of ground hire), these should have been distributed to all Clubs, Societies & Projects. If you have not seen these, make sure you ask for them.

For example, the maximum subsidies for RCC Clubs & Societies are:

100% affiliation fees75% competitions throughout, including BUCS50% conferences50% consumables100% copyright materials50% cultural activities100% equipment and repair (N.B. your unspent equipment grant this year is rolled over)75% ground hire0% instructors, except core health and safety or core requirement for club activity – case by case75% insurance0% publicity75% referees50% speakers100% telephones50% hospitality50% travel expenditure

Deadlines

The deadlines below will be strictly adhered to and well advertised. Please note that no submissions will be accepted after the deadline regardless of any reasons given. If you foresee a problem reaching the deadline, contact the Deputy President (Finance & Services) before the deadline.

No Budget = No Money = Dormant Club, Society or Project

Timeline: 10/01/2011 – Club/Society/Project Budget system opens for submissions. 07/02/2011 – DEADLINE: Club/Society/Project Budget system closes for submissions.21/03/2011 - Club/Society/Project Officers informed of allocations.18/03/2011 – Appeals to Management Groups09/05/2011 – Appeals to Clubs & Societies Board26/05/2011 – Appeals to Union Executive Committee


Getting Started cont...

Appeals

Appeals by Clubs, Societies or Projects against any budgeting decisions will be considered at a meeting of the Clubs & Societies Board. There will be only one meeting where appeals are heard, so clubs should ensure they submit any appeal in writing in time for this meeting. Verbal appeals given at the meeting will not be considered.

Level of Detail

The completed budget should contain a reasonable amount of breakdown for the amounts requested in each category. Requests for random amounts of money without justification will not be looked upon favourably.

Acceptable example of a request: 5 climbing trips, as last year; average cost of minibus £200, fuel £150 for each trip. Total £1750

Poor example of a request: £500 for club travel as that’s what we got last year and we want to do the same again.

Event Funding

There are two types of events, social and core. Core events are eligible for funding across the available categories, funding for social events will not be given.

To differentiate between the two:

Core events: •InlinewiththeaimsandobjectivesoftheClub,SocietyorProject •Shouldcovercosts •Participationshouldberestrictedtomembers(thoughtheremaybeanelementofviewingorspectatingby

external people). Examples include weekend climbing trips, lecture or talk by a speaker, or sports competition.

Social events: •Goalissocialinteraction,unlikelytobeintheaimsandobjectivesoftheclub. •Seektomakeaprofitorsurplustofundmoresocialevents. •One-offinnatureandnotregular. •Mayincludesomeexternalparticipation.Examples include dinners, trips to a performance, or bar nights.

Membership Fees

The minimum membership fee for any membership club receiving grant is £2.00. Additionally, you must charge a minimum membership fee based on the amount of grant you receive.

The minimum membership fee is 10% of your allocated grant (except in the insurance category) divided by the number of full members (plus VAT). For example, if you were requesting a total of £650 across various categories (except insurance) and you expected 20 members, your minimum membership fee would be £3.25+VAT (10% of £650 = £65, £65 / 20 members = £3.25+VAT).

However as the Union is a VAT-registered organisation, members must pay VAT on the membership fee (see the Finance Manual for more information). This means your minimum membership fee will have VAT added at the rate of 20%, or in the case of sports clubs, 5%. Continuing the previous example, the actual minimum membership fee would be £3.90 (£3.25 + 0.2*£3.25) or, if a sports club £3.41 (£3.25 +0.05*£3.25).



Completing the Budget

Aims and Objectives

These fields will auto-fill from last years submission. Any changes here will not change the constitution pages - these must be approved by a general meeting of the Club/Society/Project and subsequently the Management Group.

Membership Details

Try to be as accurate as possible here. If you overestimate your membership your full budget will not be released, if you underestimate your membership your budget allocation may be adversely affected. Previous year’s membership can provide a good indication of what the numbers should be.

After considering how much subsidy you are receiving, enter a realistic membership fee. It is likely that this will need revising after you have completed the budget submission.

Budget submission

Description – Describe the activity the money will be used for. Right click on the field to expand it.Rank - Ranking your club expenditure enables allocation based on your highest priorities (i.e. your core activities). Cost (£) - What is the total cost of the activity?Subsidy (£) – How much money are you requesting?

Funding Categories for Clubs, Societies & Projects

Affiliation FeesCosts associated with the affiliation of a club to an external organization, which must provide some tangible benefit to the club to be eligible for funding.

Notes Examples

Benefits should be described in the description. Clubs will only be given funds to affiliate to one organisation unless absolutely essential (such as being unable to conduct primary activity).

Remember to enter all proposed affiliations; ICU has a legal responsibility to report any affiliations it makes.

Affiliation to national body that provides discounted training. Affiliation to a national body that allows league entry. Affiliation to a political party – though this will not be subsidised. Affiliation to a “pro-scribed organisation”, e.g. Al Qaeda, Red Hand Defenders, etc.

CompetitionsEntry fees to competitions for clubs. Each club is eligible for funding for 2 long running competitions (e.g. leagues) per team within the club. For ULU and BUCS, the league and associated cup count as one competition.

Notes Examples

Alternatively, it is possible to apply for up to 10 one-off competitions or equivalent (i.e. 10 weekends). If the location and duration of the competition means that accommodation is absolutely necessary, it may requested at £15 per night per member.

Entry fees for sports teams to ULU and BUCS. Entry fees for weekend chess tournament in Edinburgh and accommodation for one night. Any costs associated with a competition that is not actually the entry fee, e.g. equipment or referees.

Sponsorship Details

This information is for Management Group records and as extra information for budget allocation. You should outline any current sponsorship deals.


Completing the Budget cont...

Copyright MaterialsCosts associated with the hire or purchase of copyright materials such as books, scripts, magazines and music.

Notes Examples

If associated with an event, it must be classified as a core event. Sheet music for Orchestra. OS Maps for the Outdoor Club. Materials to be sold to members e.g. training manuals.

Cultural ActivitiesThis category is to fund clothing, costumes and decorations to be used in promoting the culture represented by the club. Funding should be requested for specific items and not just an amount of money.

Notes Examples

If associated with an event, it must be classified as a core event. Funding for decorations for a national food fair. Funding of beer for to promote club drinking culture.

Equipment & RepairFunding of equipment which has a lifetime of greater than one year or for the repair of existing items of equipment that have lasted more than one year. Materials for repair and equipment with less than one year should be claimed for in the Consumables category.

Notes Examples

Consideration should be given to storage requirements for any equipment purchase.

Chess sets, climbing harnesses, lifejackets. Anything with expected life of less than one year.

Ground HireCosts associated with the hire of space or facilities to carry out club activities. Claim should be for the maximum level of activity.

Notes Examples

Funding will only be allocated where it is not possible to utilise free facilities within the Union and College.

Hire of ice rink. Hire of external venue when appropriate facilities are available within College.

Instructors Costs associated with the instruction of club members related to the core aims and activities of the club. The instruction must be absolutely necessary for the activity being pursued.

Notes Examples

Both coaching and personal development are acceptable. Funding of Indoor Hockey coach. A cookery course for the Mountaineering club.

ConferencesEntry fees for conferences and exhibitions for a club, and attendees should be representing the Union in a meaningful way to others.

Notes Examples

Clubs will not be subsidised for more than 10 one off conferences or exhibitions.

If the location and duration of the competition means that accommodation is absolutely necessary, it may requested at £15 per night per member.

RAG attending an annual RAG conference to represent the Union and acquire knowledge. Any club going to visit a museum, museum exhibition, collection on display. Any club attending a trade show or similar event (e.g. DramSoc attending PLASA) Any form of academic “field trip” which should occur as part of an academic course.



Insurance Funding of insurance cover for a club or a club’s equipment where it is absolutely necessary.

Notes Examples

Most clubs will not need this category! Insurance for gliders so that they are able to fly. Insurance for any item belonging to an individual and not the club.


Publicity Category for stationery items connected with either the administration of the club (e.g. photocopying meeting minutes) or publicity for core activity events (e.g. poster photocopying costs).

Notes Examples

All clubs are eligible for a free photocopying in the Student Activities Centre. All FU/CSC’s are entitled to free printing for printing meeting papers.

Blue-tack to hold up posters printed in SAC. CSC/FU minute production costs.

Referees For the payment of referees or officials where the rules of a competition specifically require them.

Notes Examples

Requests for funding should be in line with the requests made under Competitions and meet the same restrictions with regard to numbers.

Funding of referees for Rugby BUSA league matches. Non-qualified officials.

Speakers This category is for the costs of bringing in a speaker to give a talk (e.g. reimbursing their travel costs), equipment required and providing hospitality for them and one other person.

Notes Examples

Normally up to 6 speakers a year may be funded.

Where the speaker has been engaged for an event, it should be a core event.

De La Beche society having a speaker to talk about orogenesis. A talk to raise funds for use later in the year.

Telephones This category is for the rental of office phone lines and the cost of telephone calls associated with these lines. Include the extension number and a realistic estimate of the call charges based on the previous year.

Notes Examples

Only FU’s, CSC’s or clubs with offices/workshops can claim for this subsidy and only if they already have a telephone line.

The Student Activities Centre has a phone for club usage.

Office phone (ext. 58062) with line rental at £94 a year and £15 of calls. The President’s mobile phone/Blackberry contract.

HospitalityThis category is only for sports clubs to provide refreshments for non-IC opposition sports teams.

Notes Examples

Cost at Harlington is £1.80 per person. 3 matches with 14 non-IC opposition at £1.80 per head. Sandwiches for committee meeting.

Travel ExpenditureTo cover the costs of travel within the UK and its territorial waters, to participate in an activity in line with the core aims and objectives of the club.

Notes Examples

FU/CSC officers should not claim money here to represent the Union, this is held centrally.

Funding a number of canoeing trips and the associated fuel costs. Taxi fares to get home from the bar night.



Newsletter Category to cover the production and distribution costs of a departmental or faculty-wide newsletter.

Notes Examples

Include any expected advertising or sponsorship as a negative amount to offset the subsidy required. DepSoc/FUs only.

CivSoc departmental newsletter Printing newsletters for alumni

Extra-Funding Categories for Management Groups

HandbookCosts associated with printing of faculty-wide handbook for Freshers. A detailed breakdown of production costs (quantity, size, no. pages) and distribution costs (only if outside of central Union’s mailing) should be given.

Notes Examples

You should also outline any expected advertising of sponsorship income as a negative amount to offset the subsidy required. FUs only

Well justified claims meeting the criteria above. “That’s how much we got last year.”

ContingencyUsed for dealing with minor unplanned and unforeseen expenditure.

Notes Examples

The amounts should be justified with details of contingency expenditure from previous years and how likely this is to reoccur. CSC/FUs only

“I want a slush fund.”

Contacts

If you have any questions or worries, your first port of call should be your Management Group Treasurer. If you encounter any problems with the online system please email [email protected]

Budgeting Guide 2011

Documents

Transcript of Budgeting Guide 2011