How does money work in a student organization?

[alfa147x]

Right now I am VP of a student organization. We don't really spend a lot of our annual budget which is around $1,500. In the past we've only used it to put on a conference which normally costs no more than $300 a year. At the end of each semester we normally go out bowling, have pizza, etc.
Well this semester our advisor's boss told us we won't be doing that. Instead we get to eat leftovers (sodas and chips) from the conference while doing a service project. Which was filling bags with socks, toys, candy. Took us all of 10 mins.
When I asked why we couldn't still go bowling I was told we could if we wanted to pay of it. Out of our own pockets.

I don't mind us doing service projects I just find it odd that the money dedicated for the organization is not controlled at all by us. Now I'm wondering if it's because our money being used for other purposes that we are not aware of...

We have a meeting with our advisor and her boss coming up. Any suggestions as to what we should propose?
I would like all of the decision making to be done inside the organization. With the advisor just advising us. Make a treasury position. Make it required that it takes the approval from the treasurer + VP + President to use any funds. I doubt that would actually get approved.

In the past our advisor wasn't as hands-on so we never had in issue requesting funds. This whole situation is really odd.

Edit: I should add that the advisor as well as her boss are new. This is their first semester.

 

[IronWing]

What is the source of your funding?

 

[alfa147x]

What is the source of your funding?

We're part of a office on campus. From the office's over all budget. From our budget i've subtracted our salary ($100 a semester)

So yeah you're right. He shouldn't really have control. All budgets are controlled by the office's secretary. Then it should come right to us. Not through him.

 

[IronWing]

If the funding is from tax dollars, student fees, or tuition dollars, then unless you are the VP of the Bowling and Pizza Club, such an expenditure is not appropriate.

 

[alfa147x]

If the funding is from tax dollars, student fees, or tuition dollars, then unless you are the VP of the Bowling and Pizza Club, such an expenditure is not appropriate.

That is not what I'm asking. Please reread the OP

 

[IronWing]

I understand that you want control of the purse strings. I think that is a good idea. However, the same standards are going to apply. With that control would likely come a list of appropriate expenditures for the funds your club is entrusted with. Propose a treasurer position with the understanding that the treasurer be trained on what the organization is allowed to spend money on.

 

[Bryf50]

Instead of just "going out bowling" make it an event. "The XY Club Annual bowling Night". Schools love this shit. Not only will they allow it, they may give you even more money if need be.

 

[alfa147x]

Sorry if you guys understood me wrong. I don't really care about bowling. I was just trying to figure out how we can control our money.

 

[Cheesetogo]

I sit on the student organizations budget board at my school. We do things a bit differently, so I'm not sure if this will help or not.

At my school, very few organizations are given a yearly budget (or rather, one funded by the school). I believe that those that are are very closely tied to the the school, such as the main religious group (school is Jesuit).

If your organization was at my school, you would probably be getting your funding from members (which of course, may be spent at the group's discretion), department grants, and from grants from the student organizations budget board. In order for you to get such a grant, you would make a presentation to the board explaining how much money you needed and what you intended to do with it. So for example, you might tell us that you need money to drive to a service trip, and we would fund it. If you told us you wanted to go bowling and buy pizza for an end of the year party, we would almost certainly not pay for that (although if it was an event open to all students, and for the purpose of getting people interested, you probably would be able to do so).

What you really need to consider is that while you are being budgeted money, this money is probably being given to you with the idea that it will be used for something relevant and useful. A pizza party probably does not fall into this category. I suspect that this new person is trying to get the group away from this sort of (arguably wasteful) spending of university funds.

Chances are, there is somebody in student government or general administration that can tell you exactly what you are allowed to use your funds for, how you go about accessing those funds, etc. Meeting with this new adviser is definitively a good idea, but I would make sure that you're clear on how your budget is supposed to work before talking with them.

 

[alfa147x]

And we're back to pizza.

Why would someone not outright say why they are choosing not fund something of that nature. Super fishy...
Plus spending $100 on a pizza party is not a bad idea. You see it as waste but what it's effects are on the members is well worth that cost.

 

[Cheesetogo]

You really need to talk to someone at your school about this. Without knowing the specifics of your school, it's difficult to help you. Chances are, there are some people in administration or student government who are very knowledgeable about this and do know all of these specifics.

 

[alfa147x]

You really need to talk to someone at your school about this. Without knowing the specifics of your school, it's difficult to help you. Chances are, there are some people in administration or student government who are very knowledgeable about this and do know all of these specifics.

Yeah that's the plan. I've got a meeting set up for Thursday. I was just wondering how other organizations deal with their budgets.

Also we don't get funds from the student government.