SBA Meeting - 5/2/12
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Jacob Drum
May 2, 2012, 6:14:23 PM5/2/12
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Hey all,
I went to the SBA meeting today and there are some new or changed rules for next year, mostly regarding events planning. Adria and Lorenzo from SBI presented, as well as Amy Atkinson, who works for the law school but I forgot her job title. Anyways, here are my notes:
Adria
1. Plan ahead for events & spending as far in advance as possible to make things easier on everyone and also create more possibilities for SBA funding
-encumber funds AT LEAST 2 weeks in advance of when you plan to spend them
* My thought is we should have a meeting some time as soon as is practical with finals/jobs/summer to discuss our proposed budget vs. what was actually approved and what we want to do (at least in a ballpark way) for long-term planning.
2. If an event brings in ANY revenue at all, we have to go through the SBI ticket office.
-EXCEPTIONS:
-Donations: meaning absolutely nothing in exchange
-Certain merchandise events like bake sales --> but all this revenue has to go to Adria and we can't remove any expenses from the amount we make, because technically the funds belong to SBA, not UBLG
3. Until we meet our budget's revenue goal for the year, our expense level cannot be raised.
4. Original (no copies or PDFs) receipts for all spending must go to Adria ASAP
-All receipts must be itemized and vendor-specific
-We're tax-exempt, but we need to get tax-exempt forms from Adria each time
5. Not mandatory, but recommended: use vendors that will bill the Guild instead of taking payment up front and explain that this is a common practice with SBA
*Apparently, SBA is going to send us a packet with all the forms we need for encumbrances and other matters (minus the tax-exempt forms)
Lorenzo
- Donation exception to SBI ticket office rule: double-check to ensure that they are true donations and check with SBI ticket office if in doubt (645-2353)
-Other exceptions: events that sell tangible merchandise -- but NOT clothing -- that is valued under $5
-SBI ticket office NOW REQUIRES ten (10) business days' advance notice before a bar night
-For every day less than ten, there is a ten-dollar fee (i.e., if we get them the paperwork the day of, we owe them $100
-If you run an event on your own without SBI ticket office personnel running the door, there is a $50 improper event fee
-If you encumber an expense wrong, the first time is a $50 fee, and the second time SBA FREEZES THE ACCOUNT until the club leadership has had a meeting with SBA to discuss encumbrance procedures
-For what he acknowledged was no good reason, all clothing sales must go through the SBI ticket office
-We can sell tickets to events through the SBI office or by consignment (responsible for full value of all tickets not returned)
-Clubs can also incur fees for not CLOSING an event properly
-If we plan to have any events over the summer break, we have to contact the SBI office before May 11
-All late fees will be waived for the first 2 weeks of our academic calendar
Amy Atkinson
-Further rules for events from the administration:
-fill out event notification form for all events (except bar nights and general meetings)
-NO flyers on the first floor
-NO flyers on painted services anywhere else in the law school
-we can get posters to display on the first floor for our events, but the school needs a lot of notice and they cost money
-In all correspondence related to event planning (flyers, press stuff, vendor communications, etc.) we should refer to the school as "SUNY Buffalo Law School"
*This is a stupid rule and makes the school sound worse but whatever.
***We have to send our new e-board roster to Dean Saran or to Atkinson***
***Do not solicit attorneys for donations without going through whatever law school office she works for***
------------------------------------------------------------------------------------------------------------------------------------------------------
Er, so, there's that. I have a copy of the new SBA rules & regs; let's all hang soon and let me know if incoming e-boarders have any ideas about when to have a budgetary/planning meeting.
-Drum OUT
I went to the SBA meeting today and there are some new or changed rules for next year, mostly regarding events planning. Adria and Lorenzo from SBI presented, as well as Amy Atkinson, who works for the law school but I forgot her job title. Anyways, here are my notes:
Adria
1. Plan ahead for events & spending as far in advance as possible to make things easier on everyone and also create more possibilities for SBA funding
-encumber funds AT LEAST 2 weeks in advance of when you plan to spend them
* My thought is we should have a meeting some time as soon as is practical with finals/jobs/summer to discuss our proposed budget vs. what was actually approved and what we want to do (at least in a ballpark way) for long-term planning.
2. If an event brings in ANY revenue at all, we have to go through the SBI ticket office.
-EXCEPTIONS:
-Donations: meaning absolutely nothing in exchange
-Certain merchandise events like bake sales --> but all this revenue has to go to Adria and we can't remove any expenses from the amount we make, because technically the funds belong to SBA, not UBLG
3. Until we meet our budget's revenue goal for the year, our expense level cannot be raised.
4. Original (no copies or PDFs) receipts for all spending must go to Adria ASAP
-All receipts must be itemized and vendor-specific
-We're tax-exempt, but we need to get tax-exempt forms from Adria each time
5. Not mandatory, but recommended: use vendors that will bill the Guild instead of taking payment up front and explain that this is a common practice with SBA
*Apparently, SBA is going to send us a packet with all the forms we need for encumbrances and other matters (minus the tax-exempt forms)
Lorenzo
- Donation exception to SBI ticket office rule: double-check to ensure that they are true donations and check with SBI ticket office if in doubt (645-2353)
-Other exceptions: events that sell tangible merchandise -- but NOT clothing -- that is valued under $5
-SBI ticket office NOW REQUIRES ten (10) business days' advance notice before a bar night
-For every day less than ten, there is a ten-dollar fee (i.e., if we get them the paperwork the day of, we owe them $100
-If you run an event on your own without SBI ticket office personnel running the door, there is a $50 improper event fee
-If you encumber an expense wrong, the first time is a $50 fee, and the second time SBA FREEZES THE ACCOUNT until the club leadership has had a meeting with SBA to discuss encumbrance procedures
-For what he acknowledged was no good reason, all clothing sales must go through the SBI ticket office
-We can sell tickets to events through the SBI office or by consignment (responsible for full value of all tickets not returned)
-Clubs can also incur fees for not CLOSING an event properly
-If we plan to have any events over the summer break, we have to contact the SBI office before May 11
-All late fees will be waived for the first 2 weeks of our academic calendar
Amy Atkinson
-Further rules for events from the administration:
-fill out event notification form for all events (except bar nights and general meetings)
-NO flyers on the first floor
-NO flyers on painted services anywhere else in the law school
-we can get posters to display on the first floor for our events, but the school needs a lot of notice and they cost money
-In all correspondence related to event planning (flyers, press stuff, vendor communications, etc.) we should refer to the school as "SUNY Buffalo Law School"
*This is a stupid rule and makes the school sound worse but whatever.
***We have to send our new e-board roster to Dean Saran or to Atkinson***
***Do not solicit attorneys for donations without going through whatever law school office she works for***
------------------------------------------------------------------------------------------------------------------------------------------------------
Er, so, there's that. I have a copy of the new SBA rules & regs; let's all hang soon and let me know if incoming e-boarders have any ideas about when to have a budgetary/planning meeting.
-Drum OUT
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