NUFF Executive Committee Meeting Minutes

Phone Conference

9 – 10 pm, June 25, 2011

 

Attendees:

Frank Yu, Ji Zhe, Xinghe Yang

 

Discussion Topics:

1.      NUFF Resolution for Expense Reimbursement of Local Alumni Activities (see attachment and appendix below)

a.       Purpose of the resolution

                                                  i.      Expand NUFF programs by formalizing the NUFF's sponsorship of local alumni activities

                                                ii.      Provide incentive for local alumni to raise fund and to organize more local events

 

2.      NUFF Expense Report Template (see attachment)

a.       A better and unified approach for expense reimbursement

 

3.      Time for another Newsletter. Potential materials:

a.       Award ceremony pictures from Ye Lin who attended the event in April 2011

b.      Introducing LA branch fund-raising and local alumni activities (contact: Yan Hai)

c.       How to raise fund using GoodSearch and GoodShop

d.      Financial update for 2011 (contact: Yeming Gu)

 

4.      Action items:

a.       Send the resolution and expense report template to entire board (Xinghe)

b.      Collecting materials for newsletter (Ning)

 

 

Appendix: NUFF Resolution for Expense Reimbursement of Local Alumni Activities

The following resolution is hereby adopted by Nanjing University Friendship Foundation (NUFF). It will be effective for the calendar year 2011 and all future years unless specifically revoked or superseded.

Any regional organization or its representative of Nanjing University Alumni Association in US (NUAA-US) will be reimbursed for ordinary and necessary business expense incurred while organizing activities which will benefit alumni and/or NUFF if following conditions are met:

·         The regional organization is a contributor to NUFF funds within 12 months prior to the days incurring the expense.

·         Sufficient funds designated to the general purpose such as local alumni activities are available. Up to 85% of the donations to the general funds could be directed to support the local activities on yearly basis.

·         A prior approval, verbally or electronically, from NUFF president and treasurer shall be obtained if the anticipated expense for any one occurrence shall exceed $200.0.

The regional organization or its representative must substantiate the amount, purpose, date, and place of the expense. The substantiation with proper receipts for any item more than $25 must be provided to the NUFF treasurer within 60 days of incurring the expense