---
# System prepended metadata

title: 'Meeting #6 Charity Vigil Subcommittee 18/04/23'

---

# Meeting #6 Charity Vigil Subcommittee 18/04/23
## Attendance
- Grace (UCC)
- Bryce (UCC)
- Patrick (UniSFA)
- Chloe (PCS)
- Chris (Unigames)
- David (Unigames)
- Thomas (Panto)
- Thalia (UWASCA)
- Charlotte (UWASCA)

## Apologies
- Lorenzo (UniSFA)
- James (PCS)

## Absent

### Meeting scheduled: 16:00
### Meeting open: 16:10
## Previous Action Items
> Everyone: Approve the budget (again pls)
> - Done (Except for Unigames)
>
> Everyone: Announce the Charity
> - Done

## Event Management
### Money Counts
- Has everyone counted their proceeds? (Done)
- Please send this count to Lorenzo.

Money raised (overall):
UCC: $134
Unigames: $298.50
UniSFA: $318.70
PCS: $48
Panto: $72.80
UWASCA: $191.20
Door (Float): $1082.10
Square reader: Haven't checked, phone charging
Total: $2145.30 + what we've got from the square reader

UCC: Used to put money in their bank account, transfer it to the charity.
- Is every club happy for UCC to do that again?

Panto: Used to have problems sending money outside campus. How does UCC do that?
- UCC: Has a Westpac Account. Does not use Guild acount. 
- Donation, not a payment - does not need invoice

Put money in bags. Store in UCC for safekeeping. Gary (UCC Treasurer) can deposit it.

Pizza money has already been deducted from Door (Float). Used money from float to get pizza.

### Budget
Raffle ticketbook prices (unexpected cost increase):
- Unigames: Should already be covered in the cost split? 
- Cost split: "Any unforeseen or unbudgeted losses are to be distributed by negotiation within subcommitee in consultation with club treasurers with the objective of minimizing harm to participating clubs"

> MOTION: To split the unforeseen excess cost of raffle tickets of $7.44 evenly between all six clubs ($1.24 for each club) 
> - Chris (Unigames) motioned, David (Unigames) seconded.
> - Unanimous

All clubs: Take a picture of your prize receipt so your club can reimburse you. (Send it to Discord Finance channel)
- Individual clubs reimbursing the individuals who bought the prizes.
- Clubs do not get reimbursed for raffle prizes.

### Wrapup Shenangians
- Someone should make a feedback form and send it to the Committees
    - Feedback form: collect feedback and include details in the Handover document
>ACTION: @Thalia to create a feedback form.
- Someone should update the Handover Document.
    - To include: 
        - the updated Cost Distribution
        - A proper explanation of proceeds vs profit vs income
        - Pizza money should be collected separately
>ACTION: @Lorenzo to update the Handover Document.

- We can start updating the Handover Document, but we will have more information to include after receiving feedback. 
## Finance
- How much did printing cost? $1.70. 
   - Send in receipt before next meeting.
- Who bought the Pizzas?
   - James got the pizzas. 
   - Grace told James to get money from the Float to pay for the pizzas.
   - Pizza money should be collected separately. Will be included in the Handover Document.
   - Pizza money in the budget? Need to be separated as well?
   - In the future, have a plan for the pizza money.
     - Some thoughts: In the future, maybe have someone paid for the pizzas using their own money? They will get reimbursed in the future (make things less messy).
     - However...how will they get reimbursed...? Need a plan for that.
   - Square reader - nice but complicates things.
   - Include details in Handover Document.
   
### Budget
[Budget Link](https://docs.google.com/spreadsheets/d/1NV53MrFap4jwRr7IUf9Hvjc5ldfci0LW4WqEM739WlA/edit?usp=sharing)
- After we calculate how much money each club needs to distribute to send money to charity and to distribute costs, we have to approve the final budget.
   - Can't do that until the square reader is charged, so that Grace can see how much money is in there
   - Grace: Will do that later and see how much there is.
   - Will update final budget after that.

## General business
- Quick Conclusion: Waiting on feedback forms, receipts and exact amount of money from square reader.

### Meeting closed: 16:56
### Action Items
>ACTION: @Thalia to create a feedback form.
>ACTION: @Lorenzo to update the Handover Document.


