Re: Day Camp Finances....
Dexter Lovrien (drlovrie@WOLF.CO.NET)
Mon, 22 Jul 1996 05:42:54 -0500
Sorry but I can't explain how your council handles Day Camp funds.
Our council has begun to use a budget form of some sort to plan funding for
each activity in the district. Whether this form is from national or
something the Exec worked up, I don't know. In any case, you figure in all
_planned_ expenditures, how many you _plan_ on having attend and that is
how you determine what the per head fee for that activity is.
If the budget was figured too big and there is a surplus at the end of the
activity, that surplus goes to the council. By the same token, if the fee
does not cover the expenses, perhaps more attended than you figured, the
council covers the shortage. (at least thats what I'm told) And I
suspect, the DE and activity chair get some free pointers from the Exec on
figuring a budget that won't run short the next time.
IMHO, no activity should be generating large amounts of surplus for the
council coffers, UNLESS, the activity is specified as a council
fund-raiser. Ideally, these camp activities should all break even.
If you are chairing an activity, work with you DE and council exec on the
budgeting. Thats what they are there for, to _help_ you carry out the
program. They should have some good info on building your budget Keep
_ALL_ receipts. Xerox _ALL_ paperwork sent to the council office. (you
should do this in _all_ communications with the council. More than once,
we have had the re-submit Eagle paperwork and having those copies was a big
help) Sure building a good paper trail is work but _if_ you are ever
called upon to explain what happened to the money from an activity you
chaired, that paper trail should help you answer almost any question thrown
at you. Always plan a contingency fund in for those unplanned expenses
that come along. Some items you were thinking of _BUYING_ might already
belong to the council and you can use them rather than buy. The council
might expect some sort of use fee for these but thats still cheaper than
buying, isn't it?
Dexter R. Lovrien
e-mail to: firstname.lastname@example.org
> From: Pete Murray <pjmurray@IX.NETCOM.COM>
> did our camp on a shoe string budget this year (in spite of almost 200
> in attendance). This was my first year, and I never was told why most of
> monies collected for day camp were not spent on day camp. Can anyone shed
> some light on how the monies are SUPPOSED to be divided/used???
Terry Howerton Sakima Group, Inc. SCOUTER Magazine Kansas City