Joint Executive-Finance Committee Meeting
Executive Committee/Finance Committee
Holzman– Panera was $500 for lunch the first day. $250 for breakfast at Bagelz. Lunch on day 2 was $600. Spain- $1,885.50. Lodging at Chi Phi was $250. FMa giving temporarily lodging to members of the Greek system. Fraternity Management Association- they do the building management for most of the fraternity houses.
1885.50- Spain
492.92- lunch at panera
$583.40 lunch on day 2, Pasta To Go
$248.46 Bagelz
8% FMA Service Fee. Always charge and 8% fee.
Ferreira– Both IFC and Panhel?
Holzman– This is the statement written up 10/19, over a month after the event.
Roy– We shouldn’t be doing anything.
Holzman– Requisition was filed. Purchase order was typed up on the 9th. Can’t remember if they came in on 8th or 9th-the first day of classes. The requisition should be filed in the spring and it is my understanding that they were because they usually go to Alton Jones. Alton Jones was not available because of hurricane damage so they pulled together what they could last minute, which was going to FMA last minute and asking for housing, probably because it meant if they requisitioned from FMA, FMA could send someone out to pay for stuff.
Coates– If this is what we would normally pay for out of Alton Jones, would we spend this much on food?
Holzman– No. Canonicus charges $15.00 a head for dinner. The requisition and purchase order for IFC listed the following items- lodging for 15 people, food itemized as $450 for lunch day 1, $1,000 for dinner day 1, breakfast day 2- $300, day 2 lunch- $450. Total $2,200.
Coates– They went a grand over on food?
Holzman– Assuming they did not split food receipts on Panhel.
Cordisco– Why did they not just reschedule?
Coates– That would have been the logical thing to do.
Cordisco– So why are we looking at this then?
Coates– Because they are just using student tax dollas to pay for it.
Zaman– Was money requested?
Holzman– It was budgeted under provisions of the Compact.
Cordisco– If we already got the amounts for what they were supposed to be doing and they did not reschedule for the amounts, why are we looking at this situation?
Holzman– Because services are rendered and there are bills to be paid.
Cordisco– Don’t we need a certain amount of time before they actually pay for stuff to know what the amounts are going to be?
Holzman– Normally, for items over $250, they would attach quotes to their requisition to show that they chose the lowest cost provider.
Roy– But they are special
Cordisco– They gave us false information.
Holzman– They did not reschedule because they wanted to do before classes were in session and fraternities and sororities were operating again.
Coates– This is the Catch-22 of recognizing IFC and Panhel. If they make a mistake, it becomes a problem. Empty their 900 account. Notify Steve Simo that he has that opportunity to pay for it out of his budget, if not, it comes up of their 900 account.
Holzman– I made the decision to sign off on this because they were not able to get the signatures of their president’s and treasurers.
Roy– Can we override you?
Holzman– Of course you can. These did need my approval for food because food was pre-budgeted. I will be perfectly happy if this is the only requisition that comes through because a thousand dollars for dinner for 47 people- 20 bucks a head. Within the criteria that we established a half an hour ago.
Coates– What about the other 800 and so dollars?
Holzman– I don’t know until the requisition comes through?
Cordisco– Can we find where the other money went to?
Caisse– So you are not even sure you are going to be getting a requisition from Panhel?
Holzman– I am not letting this get paid until Panhel.
Caisse– Are you in contact with them?
Holzman– This came to my attention so recently. I checked in with Simo about this on Wednesday when I found out.
Jones– What did he say?
Holzman– The reason things look strange, such as the lodging amount being incorrect was because they split the receipt between IFC and Panhel, so I can’t really do very much with half the story.
Coates – I don’t know of any other student organization that would spend $3200 on food in one shot.
Zaman– Even if this is the whole bill, it is still not what they should have been spending.
Coates– We need more information before we take action.
Caisse– Get in contact with Panhel tomorrow and ask if they are going to foot us with any more bills.
Coates– I don’t want to make any decisions until next week but as far as I am concerned, until they resolve that matter, budgets are frozen. If they want to do things for philanthropy week, they better move quick with getting that information. I am not going to be pinched for fraud and complicit for fraud.