2. 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.
4. 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
5. 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
6. 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)
7. 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)
8. 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
9. 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
10. 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.)
11. 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
12. 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
13. 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
14. 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
15. 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
16. 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.
17. 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
18. 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
19. 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.
