In answer to questions that arise from time to time
about Florida Whips procedures.
Organizing Events: Anyone
who wants to organize and produce a Whips event must bring it before their
region and get approval. Normally this
is done at the summer regional planning meeting, but it can be done after that,
provided the regional members have a say (meeting, phone poll).
Getting
Events on the Calendar: after events are approved by the region, the Regional
Vice President shall submit the necessary information to the Vice President
(presently Linda Evans). She is the
calendar coordinator. Linda will see that the item gets on the calendar. If the event requires an Event Form (see next
paragraph), it will be calendared as tentative until the Event Form and
Budget are approved by the Board.
Event Finances: If
fees will be charged (other than park fees or other pass-through fees); there
will be a commitment to pay expenses; there is potential for profit or loss;
the event is to be co-sponsored with another organization; then an event form
must be filed several months before the event date, including a proposed
budget.
Money Collected: Except
for pass-through fees, all checks must be made out to the Florida Whips, cash
must be accounted for, and all submitted to the
Treasurer. Requests for reimbursement
for expenses must be made through the Regional Director, who will submit the
invoices, sales slips, etc. to the treasurer in ONE PACKAGE, not
piecemeal. The Regional Director shall
also indicate how the checks will be made out and where they should be sent. The Request for Regional Funds Form
should be used.
Arrangements may be made with
the Treasurer to make needed payments before the final reimbursement package is
submitted. Any reimbursements requested
should appear in some manner in the proposed budget.
Any profit will go to the
region’s sub-account.
Calendar Changes: Changes should
be submitted to the appropriate Regional Director, who in turn will submit it
to the Vice President, who will see that it gets changed on the web site and in
the newsletter.
Newsletter: Do
not contact the newsletter editor if you are having a problem getting your
newsletter. Contact the Membership Chair: Francine Arrington, sammyduke@prodigy.net The Membership Chair maintains the address
list for the newsletter, and can tell you if your address is on the list in
correct form and/or if your membership is current. Address changes should also go to the Membership
Chair.
5/2006