SCCAP Budget Proposal for FY’13

Drew Hodun Bobak Esfandiari

The Mission of SCCAP For the purpose of supporting the University's goals of

educating men and women to be leaders of competence, conscience and compassion, Santa Clara Community Action Program will offer opportunities of

service, community based learning, advocacy, activism, and leadership to the university community.

As a chartered student organization, Santa Clara Community Action Program promotes the holistic

education of the volunteer by serving the surrounding community and by reflecting upon social justice

issues, with the intent of challenging the participants to commit to creating a more humane and just world.

SCCAP Staff 2011-2012

SCCAP Departments and Programs•SCCAP has four departments and 19

programs which serve the Santa Clara and wider SF Bay Area communities. ▫Health & Disabilities▫Education & Mentoring▫Empowerment▫Homelessness

Major Budgeting Initiatives• Created four new CLASS codes to better track

what each department spends▫EMPWR▫HLTHD▫EDUMN▫HMLES

• Conducted a review of vehicle spending from FY’08-FY’11 and submitted recommendations for non-accidental vehicle spending cap to Matt Cameron.

• Paid off debt for FY’11 which totaled $1285

Major SCCAP Events this year•World AIDS Day (SCU, Oct 2011)•Special Olympics Fall Dance (SCU, Nov 2011)

•Trip to Glide (San Francisco, Jan 2012)

•USAS Conference (Wisconsin, Jan 2012)

•Rainbow Prom (SCU, Feb 2012)•Poverty Simulation (SCU, Feb 2012)•Everyone Is Gay (SCU, Feb 2012)

Pending SCCAP Events•Drag Show (SCU, April 2012)•Special Olympics Spring Dance (SCU, May 2012)

•Immigration Week/Mock Border Wall (SCU, May 2012)

•Celebrating Abilities (SCU, May 2012)

SCCAP Budget Proposed Changes• All proposed operating expenses account allocations are

being held constant from the FY’12 SAFC approved budget last year.

• CHAM program relationship has been ended• Since January a probationary program, San Jose Family

Shelter, has been operating• SCCAP has submitted official program proposal for SJFS to

SAFC and Jeanne Rosenberger.▫ The effect that this will have on the budget is

undetermined right now. Gas expenditures are expected to remain the same

▫ Operational supplies are still undetermined since the program came online as of January

SCCAP Proposed Changes Pt. 2 •Second Program Coordinator for United

Hands program has been eliminated, as per the needs of the community at the Sobrato Family Living Center.

•Webmaster position is being revamped with new responsibilities and increase in payment tier. New title is Community Relations Manager

Frequently Used Accounts• 5810 – fundraising via t-shirt sales and bake Sales • 6502 – most general supplies (arts & crafts, decorations,

etc.)• 6526 – vehicle maintenance & gas• 6706 – large printing jobs with Copycraft• 6801 - Conference Fees• 6810 – Domestic Travel (USAS tickets etc.)• 7002 – Food Expenditures (Julian Street Inn, Project Open

Hand, etc.)• 7102 – Professional Services (DJ @ Rainbow Prom,

speakers fees, etc.)• 7202 – Facility Rental (Primarily used for retreats,

campsites, etc.)

SAFC Questions Posed•Are we properly staffed? Problems with

recruitment?•New Initiatives/Proposals

▫SJFS▫Community Relations Manager▫Removal of United Hands PC #2

•Who prepared budget▫Drew, Bobak

•Office location affecting work/event success

SAFC Questions Posed•How do we work with other CSO’s?

▫Everyone Is Gay (MCC), 5K (APB) •Telephone?

▫Local calls with program contacts and agencies

•How are Supplies (6502, 6526) used? ▫Vehicles are biggest expenditure in

supplies, gas and maintenance costs account for a majority.

▫Expenses for all 19 programs, campus events

More SAFC Questions (CSO Specific)•Organizational Structure

▫Program Coordinators, Department Coordinators, Staff Support Team (SST)

•Revenue ▫Global Village, Bake Sales, GASPED T-Shirt

Sales•How is Travel Used?

▫USAS, BLEJIT Conferences, NJSLC

Vehicle Maintenance Coordinator•Gassing Cars•Coordinating maintenance with Facilities•Handling accident reports if necessary•Managing Car Key Check-out Schedule

▫Switched to new lock-box system this year•Coordinating with Arrupe, use of cars by

campus members•Bicycles

Community Relations Manager•Managing the SCCAP website•Communicate event information to the

university community and other CSOs.•Upkeep of SCCAP’s social media accounts•Designing promotional materials for events.•Managing an accessible calendar of

SCCAP’s events.•Assisting with other SCCAP events if

needed

Office Manager•5 hours mandated office hours, extra 3-4 hours

per week for meetings, working with SST and completing various tasks around the office

•Work on tasks assigned by director/associate director, office organization and assisting PC’s

•File office max requests, take notes for SST meetings, ensure cleanliness of office, organize volunteer appreciations, etc.

Budget Manager•5 hours mandated office hours •Works additional 2-3 hours per week

▫Processes reimbursement requests▫Keeps detailed records of all SCCAP

transactions▫Prepares organization wide budget to

ensure solvency▫Prepares SAFC budget for next FY▫Meets bi-weekly with director to discuss

fiscal health of organization

More CSO Specific Questions •Account 7008 (Gifts/Prizes/Awards)

▫SCCAP T-Shirts▫Sweatshirts

•Account 7002 ▫Food, split between food for CSO Staff and food

for programming Est. CSO= $1,900 Programming= $2,960 Two biggest programs (Julian St. Inn, Project

Open Hand)▫Department Meetings, SST, Volunteer

Appreciation

More Questions • Reproduction (Copy Machine, Copycraft)

▫We have overspent in that category due to… A lot of additional events within each program More copies to reach out to all sectors of the campus

• GENEXP and INSUR▫We believe that once transfers from old fund 11001

end, we will not need the use of GENEXP (8020) So we do not want money allocated there.

▫Insurance and Vehicle Registration costs are currently embedded in GENEXP and Supplies (6502) we can change this if it is desirable but we do not want the bottom line to change.