Outdoor Club Finances

HOW DE ANZA COLLEGE OUTDOOR CLUB MONEY IS SPENT

Current account details for all De Anza Clubs can be found at:

http://www.deanza.edu/studentaccounts/

Some previous years spending for the Outdoor Club is below.

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breaking wave catching sunlight

The following report of spending fiscal year July 1, 2002 to June 30, 2003 was prepared by treasurer Veronica Moreno.

$1,808.50 on events

campsites, surfing lessons, horseback riding fees, kayak rentals for spring break ocean kayak day trip, parking fees for kayak trailer, and radio liscense fee

$119.85 on misc. camping equipment and promotional material

$293.07 food

$234 on gas to tow kayak trailer

$17.10 on long distance phone calls

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long stripe of tree leaves with blue sky showing through

The following report for fiscal year 03-04 (July 01, 2003 until June 30, 2004) was compiled by Vice President Karen Fabrizius.

SPENDING:

$100.80 on printing

$3204.34 on events
(campsites, surfing lessons, kayak rentals for spring break ocean kayak day trip, launching fees, horseback riding fees, paintball, gas and tolls for the kayak trailer tow vehicle)

$1043.39 for equipment
(3 paint buckets, fabric, 14 books, solar shower, 3 rescue tubes, waterproof roof top luggage
carrier, etc)

$354.22 on food

$10.99 on miscellaneous
(credit card charges from students’ payments by credit card)

REVENUE:

$1325.00 in club membership fees

$4196.36 in event participant fees

$1312.93 earned by volunteers working a Flea Market concession – October 2003

$650.00 for awards
(Best Spirited (Fall 03, Winter 04), ICC Perfect Attendance (Winter 04, Spring 04, and 03-04), cell phone drawing)

$341.00 in miscellaneous revenue
(book sales)

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cloudy sky

The following report for fiscal year 04-05 (July 01, 2004 until June 30, 2005) was compiled by Vice President Karen Fabrizius.

SPENDING:

$277.73 on printing

$2521.25 on events
(campsites, surfing lessons, kayak rentals for spring break ocean kayak trip, launching fees, horseback
riding fees, paintball fees, gas and tolls for kayak trailer tow vehicles)

$2792.50 for equipment
(camp stoves, lantern, plastic storage bins, mountaineer books, water purifying pump, hats, gloves, wrench, batteries, trailer box parts, Yosemite posters for publicity, kayak straps & fittings, whistles, rescue tubes, 8 Thermarest camping pads, sunscreen, 2 trailer storage boxes, 2 water purifiers, lantern mantles, clamps, keys, lubricant, kayak trailer straps & cables, water purifying pump, 3 key copies, 2 binoculars, etc)

$538.06 on food

$2.19 on miscellaneous
(credit card charges from students’ payments by credit card)

REVENUE:

$1020.00 in club membership fees

$3327.60 in event participant fees

$703.53 earned by volunteers working a Flea Market concession – September 2004

$487.84 earned by volunteers working a Flea Market concession – October 2004

$650.00 for awards
(Book Drive winner, Club Day Best Decorated, Welcome Week drawing, Battery Drive (Spring 05), ICC Perfect Attendance (Spring 05, 04-05))

$79.75 in miscellaneous revenue
(book sales)

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lake water, mountains and clouds

Fiscal Year 7/1/2005 – 6/30/2006 (compiled by Equipment Manager Peter Ye)

Spending:

$1,940.58 in Equipment (Bear Costume, Kayak Plugs, Boxes, Belts, Bags, Trailer Parts, AbsPipe, Fit, 2 Folding Tables, 3 Painter Pens, three six person tents, Traction Device, BearRu, Mountaineer Books, 49 First Aid Books, Wilderness Books, Extension Cords, Wrench Set, 2 Canvas Tarps, 10 Shirts, temporary tattoos, 1st Aid Supplies, 3 Life Jackets, Lantern Light Set, 25 Dry Bags, Flash Cards)

$600.65 in Food Supplies (Snacks, Pizza, etc.)

$643.32 in Printing

$2645.47 for club trips, events

$3.15 in Miscellaneous

$2.124.22 in Capital Outlay (2 Binoculars, 2 Spine Board, 3 Radio, Soft CarTop Carrier)

$20.00 in Fund Trusts

$3.15 in Miscellaneous

Revenue:

$1,025.00 in Membership Fees

$812.50 for working Flea Market Concession – July

$511.62 for working Flea Market Concession – October

$137.00 in First Aid Book Sale

$550.00 in DASB contest Awards (Club Day Best Spirit, Eyeglass Brive, Cell Phone Drive, 2 Perfect Attendance)

$2415.07 in Trip fees (Lake Tahoe, Tetons, Yosemite, Kayaking Lesson, Kayaking Monterey)

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stars, including part of the Milky Way

Fiscal Year 7/1/2006 – 6/30/2007 (compiled by Equipment Manager Peter Ye)

Spending:

$1,606.47 in Equipment expense (Pads, Visors, Repellent, Trailer Parts, Keys, Footprint, renting an instructional “Traveling Trunk”, 60 First Aid Pocket Guides, Raft, Mountaineer Books, Animal Samples-Replicas, Batteries, Boat, 4 emergency Sleeping Bags, Darts, ZiplockBags, Wipes, Bird Song Book, Bear Costume, Skull Replica, Trailer Cable, Posters, Mantles, Visors, Hooks)

$439.70 in Promotional Items (club t-Shirts & Fabric Paint)

$944.49 in Food Supplies (Snacks, Pizza, Drinks)

$432.54 in Printing

$745.00 in Field Trips (ocean kayaking, camping, Surfing Lessons, etc.)

$1.54 in Miscellaneous

$820.62 in Capital Outlay

Revenue:

$1,034.00 in Membership Fees

$857.88 for working Flea Market Concession – July

$407.88 for working Flea Market Concession – October

$450.00 in ICC & DASB contest Awards (Perfect Attendance, Cellphone and Eyeglasses Drive)

$509.00 from Volunteer Training

$2,990.02 in Field Trips (Surfing Lesson, Yosemite, Kayak, Tetons

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sea gull flying

Fiscal Year 7/1/2007 – 6/30/2008 (compiled by Equipment Manager Peter Ye)

Spending:

$871.75 in Equipment (8 Whistles, 2 inflatable kayak Skegs, Keys, Trailer Bin, Tape, Pipe, trailer Jack, Pulltag, Vise, Washers, 50 First aid books, Binoculars, Sport Jerseys, Mantles, Bug Hunt, Butterfly temporary Tattoos)

$439.70 in Promotional Items (club t-Shirts and Fabric)

$926.05 in Field Trips (includes Gas to tow trailers, ocean kayak rentals, Campsites, surfing lesson fees)

$455.33 in Food Supplies (snack, ice, drinks, lunch)

$315.84 in Printing

$50.00 in Equipment Maint. & Repair (Spotter Scope Repair)

$109.99 in Capital Outlay

Revenue:

$639.00 in Membership Fees

$304.98 for working Flea Market Concession – October

$664.13 for working Flea Market Concession – May

$1,786.31 in Lessons Fees (Kayaking, Surfing)

$546.00 in Field Trips (2 Yosemite trips, Tetons)

$900.00 in DASB contest winnings (Food Drive, Eyeglass Drive, Cell Phone Drive, Perfect Attendance)

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a narrow band of sunset reflected on the water

Fiscal Year 7/1/2008 – 6/30/2009 (prepared by 2011 treasurer Christina Nguyen)

Expenses:

$538.30 in Equipment and Supplies (Binocular straps and floats, Hats, Canoe and kayak carrier, Propane mantle and stove grills, Clear map covers, Propane, Batteries, Keys, Whistles, Lanyards, Patches)

$3,327.82 in Club Field Trips (includes campsites, back country and wilderness permits, gas, kayaking, and surfing lessons)

$454.49 in Food Supplies (snacks, brunch)

$79.38 in Printing

$294.92 in Equipment Maintenance and Repair (Tow bar kit)

$8.25 in Miscellaneous

Revenue:

$600.00 in Membership Fees

$396.68 for working Flea Market Concession – July

$57.50 in T-Shirt and Book Sales

$2903.48 in Club Field Trips

$250.00 in DASB contest winnings (Food Drive, Eyeglass Drive, Perfect Attendance)

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mountain tops with clouds

7/01/2009 to 6/30/2010: (prepared by 2011 treasurer Christina Nguyen):

Expenses:

$454.47 in equipment and supplies (kayak carriers, trailer jack, coolers, field guides)

$91.78 in Food (breakfasts)

$103.62 in Printing

$1,203.39 in Field Trips (includes campsites for Yosemite and Grand Tetons, kayak permits; snacks)

$0.21 in Miscellaneous

Revenue:

$775.00 in Club Membership fees

$1,891.75 in Club Field Trips and Lessons

$400.00 in DASB Contest winnings (Club Expo drawing, ICC Welcome week drawing, Perfect Attendance, Best Decorated, Club Day drawing)

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mountain tops with clouds

(8/10/15-4/25/2016) prepared by Richard Webster

Club Revenue

$460.00 Memberships

$1,769.00 Trip fees

$100.00 Club Day award

$2,329.00 Total

Expenses

$164.95 Supplies

$17.92 Printing

$2,301.67 Field Trips

$25.88 Misc Operating expenses

$2510.42 Total

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raindrops on ends of spruce needles

All officers of every club at De Anza College are required by the InterClubCouncil (ICC) to read the ICC Financial Code and reading it would be a good idea for any club member.

https://www.deanza.edu/clubs/documents/codes/ICC-Financial-Code.pdf

When you do, you will note that there are limits on what clubs are allowed to spend on various things, that clubs need to keep in mind when planning anything they want to get money from the ICC for.

If a club gets money from the ICC there are time limits for when the money must be spent.

“All printed materials must be printed on recycled paper and state ‚ÄúPrinting funded(partially) by ICC” on all the materials.”

= = = =

“Club event will follow Per Meal Policy: (which includes tax and tip)

Breakfast will not exceed $10.00

Lunch will not exceed $15.00

Dinner will not exceed $30.00

The amount needs to include tax and tip per person. An original, itemized receipt needs to be attached to a requisition for reimbursement. ”

The club is never allowed to pay more than the above amounts, even if we have enough money without asking the ICC for some, even if we wanted to thank officers by using money we won for best-decorated club day table, award for best video, perfect attendance at ICC meetings and other requirements, etc.

= = = =

“No part of the expense of any event may be paid from money collected” – this means that if we collect cash payments from people for trips, the money must go directly to Student Accounts and can’t be used to pay for a campsite, kayak rental, etc.

“NO DEFICIT SPENDING WILL BE ALLOWED. No funds will be advanced on a petty cash basis.”
(Yes, you might guess that this is in the code because clubs have previously tried to spend money they did not yet have and were in arrears.)

“Any club sponsoring an event needs to provide a copy of the minutes or a club financial action form from the club meeting which approved this event before requesting a check. The requisition should list clearly the amounts for the miscellaneous expenses, such as food, date of event and number of people attending event.”

FINES:

“If a club signs up for an ICC sponsored event/entertainment slot and fails to participate then there will be a $25 fine that will be deducted from their club account by one of the ICC Officers.. .”

“There will be a $25 fine for any club that fails to clean up its area at Club Day . . .” (This is why we are always careful to not only clean up around our own table after we pack up on club day, but anything that might be blown into our “area” and seem to be left by us. This is also why the ICC officers must come by the area and take a look and report back that the area was clean.)

“If a club signs up for an ICC sponsored event, then they have up to (1) week in advance to notify one of the ICC Officers or the ICC Advisor about a change/cancellation to prevent a fine”

“If the club has less than $25 left in their account to pay off their ICC Fine, then the ICC Officers will determine what community services the club must do instead of the fine.”

Clubs are not allowed to contract for many things without more than the usual advance permission:

“Contracts for orchestras, facility rental, entertainers, athletic events, speakers, etc., must be signed by Director of Fiscal Services.”

I did not include everything from the ICC Financial Code in this outline at this webpage and again, each club officer is supposed to read it and it would be wise for people who want to design a new trip to read it.

https://www.deanza.edu/clubs/documents/codes/ICC-Financial-Code.pdf

six coyotes