Trek accounting

Romika and I had the 1 spot for 6 nights x $15 = $90.

Dale Mogg: 1 extra vehicle, 4 nights @ $5/night, $20 total.

If I need to compensate Jeff for more, please let me know.

Calaveras32Spcl said Dale Mogg: 1 extra vehicle, 4 nights @ $5/night, $20 total.  If I need to compensate Jeff for more, please let me know.    

We will be seeking reimbursement from the club for the sites we paid for so the club could be together. Vehicles are on us.

We only paid for our vehicle's at 4 nights with 2 vehicle's $5 a night total of $40. We would be happy to pitch in for the campsites just let me know what is decided.

4 nights, 2 vehicles $40

Happy to contribute... Mr Colorado (Andy) and FJ (Jerry) were there Thurs-Sun and definitely want to contribute to the campsite costs.

We were never approached by the host to pay anything.

Great job securing choice spots along the peninsula Jeff!

You have my email or we can settle up at the next club meeting.

MrB said Happy to contribute... Mr Colorado (Andy) and FJ (Jerry) were there Thurs-Sun and definitely want to contribute to the campsite costs. We were never approached by the host to pay anything. Great job securing choice spots along the peninsula Jeff! You have my email or we can settle up at the next club meeting.   

I think the camp hosts finally gave up trying to determine who came in later with extra vehicles. This was their first year hosting and there were a number of issues that they had to deal with being new hosts. I think they were a little overwhelmed. They were very appreciative of our club because some individuals and possibly some clubs gave them a hard time. They said our group "was great"!

We were there Saturday Jeff.  Let me know what I should pay you and I'll give it to you Tuesday if you can make the El Tapatio run!

Roy & Romika said

Calaveras32Spcl said Dale Mogg: 1 extra vehicle, 4 nights @ $5/night, $20 total.  If I need to compensate Jeff for more, please let me know.    

We will be seeking reimbursement from the club for the sites we paid for so the club could be together. Vehicles are on us.
  

Ok. My offer still stands, if I need to kick in more than let me know.

I was there for four nights and pay $20. If needed I’ll pay additional. It was a great trip.

$25 for me, Tues - Sat nights. I did not think about the additional cost Roy, Romika, & Jeff had to pay (I guess I was just having to much fun to think about it). If we do not work it out with the club I am all for helping with that bill!

Thanks Jamie!

Just some background (and the club may choose to make an exception):

Non-standard club expenses typically require member-vote approval prior to both the expenditure and reimbursement.

In the case of this Sierra Trek camping expense, it was not pre-approved.  Was it paid last year via the club?

I suggest that if the club chooses to pay for the camp sites, it be used in this case as a one-off process, and the regular "approval vote prior to expenditure process" be used in the future.

Next year and beyond the camp site fees just need to be formally brought up ahead of the event, voted on, and approved.

Hopefully this makes sense.  I am fine (if the club agrees) it be paid this one time, without the prior approval.

Is everyone (who has active member status as of the event's dates) ok with paying the camping space fees?

I think we can each pay our vehicle fees, based on how many days we chose to participate.

I’m ok with paying  the camping fee’s this time.

I am ok with the club paying those fees.

Thank you for the quick responses.

I, too, approve of the club paying for the campsites Jeff covered this year.

BKGM Jeepers said Thanks Jamie! Just some background (and the club may choose to make an exception): Non-standard club expenses typically require member-vote approval prior to both the expenditure and reimbursement. In the case of this Sierra Trek camping expense, it was not pre-approved.  Was it paid last year via the club?   I suggest that if the club chooses to pay for the camp sites, it be used in this case as a one-off process, and the regular "approval vote prior to expenditure process" be used in the future.  Next year and beyond the camp site fees just need to be formally brought up ahead of the event, voted on, and approved. Hopefully this makes sense.  I am fine (if the club agrees) it be paid this one time, without the prior approval.   Is everyone (who has active member status as of the event's dates) ok with paying the camping space fees?    I think we can each pay our vehicle fees, based on how many days we chose to participate.   

Sounds reasonable, Brad. I am in favor of reimbursing for the campsite fees.

I was there and covered the cost of my vehicle (think it was $25 I paid the host).

I won't be at the meeting tomorrow but maybe you can discuss this subject. In the past I have covered some of the costs of the campsites (I told people not to worry abut it, I've got it covered) and was reimbursed by others. It was really informal and we really didn't keep close track of the costs and who paid what (just like the bar at Trek!). It should be noted that everyone contributes in some way such as contributing food, alcohol, firewood and much more but most importantly is just being there sharing a good time with our fellow club members. So what has changed? Now, we have to get there almost a week in advance to get a our campsites. In addition, because we have more members attending Trek (that's great!!), we have to reserve more campsites that sit empty until some of our members arrive closer to the start of Trek. While we were sitting around the campfire at Trek this year, someone suggested asking the club to cover the cost of the campsites because of the aforementioned issues. I'm not comfortable asking people to cover the cost of a campsite that they weren't occupying but we have to pay for campsites in advance if we want to camp as a club unless we want to camp outside of the PG&E campground. Sorry I can't make the meeting tomorrow but I hope this information helps.

Jeff_R said I won't be at the meeting tomorrow but maybe you can discuss this subject. In the past I have covered some of the costs of the campsites (I told people not to worry abut it, I've got it covered) and was reimbursed by others. It was really informal and we really didn't keep close track of the costs and who paid what (just like the bar at Trek!). It should be noted that everyone contributes in some way such as contributing food, alcohol, firewood and much more but most importantly is just being there sharing a good time with our fellow club members. So what has changed? Now, we have to get there almost a week in advance to get a our campsites. In addition, because we have more members attending Trek (that's great!!), we have to reserve more campsites that sit empty until some of our members arrive closer to the start of Trek. While we were sitting around the campfire at Trek this year, someone suggested asking the club to cover the cost of the campsites because of the aforementioned issues. I'm not comfortable asking people to cover the cost of a campsite that they weren't occupying but we have to pay for campsites in advance if we want to camp as a club unless we want to camp outside of the PG&E campground. Sorry I can't make the meeting tomorrow but I hope this information helps.   

I believe we supported covering the site costs, and have done at least a portion of the reimbursements.  We can discuss the 2026 trip well in advance so most costs are covered as well, especially since we require a week to hold a spot.