New Club Meeting notes and PB&J plans (read the whole thing)

[Thomas Clements]

Hey guys,

A couple of things I have learned from attending the new club meeting:

1.) We need to have a C-fund to receive funds for various events. In order to open a C-fund, we need to attend a Treasurer training. Andrew/Fabio can you guys handle that? Here is the info and the dates for the upcoming training:

http://studentcenter.rice.edu/student-activities/student-organizations/club-resources/financial/

2.) In terms of funding for the PB&J events, we cannot apply for funds before we have our C-Fund set up and they usually don't do retro-active funding. But there are still some options:

• We could use our goggle sale profits to fund PB&J for both semesters upfront and then still fund raise from the faculty etc to reimburse ourselves
• I can apply for a new club start up fund now and that will give us $250. That is enough for this semesters PB&J event and we can apply for funds for the second semester event.
• If we go with option 1, then we could use the startup funds for something like getting BCB tshirts.
• Thoughts?!

3.) There are yearly requirements to maintain our active membership which includes:

• registering the club
• risk management session
• club development session

This opens up in the Spring for academic year 2016-2017, so Amy you will be in charge of registering and attending/delegating attendance at the sessions.

4.) Benefits of being a registered club include:

• Reserving spaces (rooms.rice.edu and through the student center)
• Having Fundraisers
• Having outside speakers
• Applying for funds
• $250 startup
• Student initiative: larger funds
• SAPP funding: up to $1500

All this info and more can be found at: http://studentcenter.rice.edu/

5.) Any questions about this stuff? Contact Olivia Barker oa...@rice.edu

6.) When are we going to have our SJP Party???????!!!!!!!!!! 

Best

-Thomas

--

Thomas Paul Clements

Ph.D. Candidate

Wagner Lab

Anderson Bio Labs 332/345

Rice University

832-302-5104

tclem...@rice.edu
tclem...@gmail.com

"I used to think life had a plan for me, until I realized life had to be planned by me." - Nelly (2004)

[Razan Alnahhas]

I can send out a doodle poll for SJP party next week sometime if we want. Also Amy and I are supposed to do the sports night/water balloon fight night next Thursday (24th) however Amy's progress review just got scheduled for that day and I have a religious holiday on that day so I won't be at Rice. Is anyone willing to switch with us and host next week or can someone help Amy out so she doesn't have to worry about the details and her progress review that day? 

Also my experience with being in charge of university clubs as an undergrad is that being compliant with all their stuff is super time consuming and they regulate every dollar you spend, they wouldn't let us use funds for tshirts for example it had to be something "more productive." So might want to weigh the benefits and the regulations/restrictions first.

Thanks!

Razan

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[Andrew Hirning]

The change to an official club is a very bad decision, and we've looked at it twice already. We would be restricted to one tax-free deposit a month. Any other deposits would be taxed. We would have to get a tax-free account at Costco to purchase soda because Rice won't reimburse for sales tax and Costco can't do single transactions. Any purchases not made on a PCard would be delayed 4-6 weeks for reimbursement by the University. In my opinion, the $250 is not anywhere close to worth the hassle and headaches that we would face trying to have the events we have been having within the rules of an official club.

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[Thomas Clements]

Hey everyone,

A couple of things here:

1.) We can have an SJP party whenever, but keep in mind that you can take the quizzes multiple times now, so we don't necessarily have to be in the same room to take the quizzes. Amy has already taken both. However, everyone needs to become server and host certified, so doing it together ensures that everyone actually gets it done. I suggest next Tuesday at 5pm at Valhalla?

2.) I'll be out of town next Thursday, so I can't help out with the Sports event. I brought this up with Amy earlier, but we might want to consider moving this event one week later due to these circumstances. I don't think it's the worst thing ever to have it the same day as a Journal Club. 

3.) During the new club meeting, they actually encouraged the use of the $250 startup fee for something like tshirts or pizza at a meeting, so I think we could use it for whatever. I'm gonna apply for it and see if we can use it for PB&J night.

Thoughts?

[Thomas Clements]

That's some interesting points, Andrew. To be honest, I didn't know about the negative aspects of becoming an official club financially and that the BCB GSA has tried it before.

We're not officially registered yet, so I'm sure I could cancel our membership. What does everyone else think?? In light of Andrew's words, it doesn't seem worth it . . .

In terms of PB&J, we can then plan to cover the costs up front and recoup the rest from donations.

[Kim L Gonzalez]

1) Lets move the water balloon fight so that Amy can celebrate her
first PR being done and Razan doesn't have to miss out.

2) None of these negatives or deliberations about doing it were told
to me before we applied. However, I did ask about a few things I was
concerned about (forwarded message attached). It didn't seem thank
waiting to make a deposit once a month seemed that difficult, but I
was never treasurer so I could be wrong. If you read the message other
clubs never reported sales tax on multiple deposits, so if that's an
issue, we might not have to worry about it.

3) If these are really big problems and we can back out, then that's
also an option. It just seemed like the pros outweighed the cons in my
meetings with Kiri.

4) Either option about becoming/or not becoming a club is something
the executive committee will have to discuss.




--
Kim Gonzalez
Ph.D. Candidate
Bartel Lab
Biochemistry and Cell Biology Graduate Program
Rice University