[SJAAboard] CalStar meal subsidy

[Gary Mitchell]

Rob Hawley (SJAA) wrote:
>>We were running serious losses early on.  I'd have to go look,
>>but I believe we didn't even account for the travel fee at first
>>($125 per day).  At least 2007 came close to the break-even point.
> 
> 
> Prior to 2007 the board was willing to only charge $1 per meal to cover our
> fixed costs.

That would be the caterer's travel costs, right?

>   Unless we had record participation it virtually guaranteed we
> would lose money. That was why all of the flak about this being a money making
> activity was so ludicrous.

Is that where that came from?

We had some liability too.  If we didn't sell a certain number
of meals, that travel cost doubled.

We'd have to sell 125 meals per day just to cover the caterer's
travel fee.  We've never even come close to that many, barely
half.

We've made no secret about that travel fee.  Even so, if anyone
had any doubts about that surcharge, they only had to ask.  So
I don't understand how Mark would have pointed to that $1 as a
source of profit.

> In 2007 Steve pushed through a measure that >>required<< us to break even.

I remember we voted to *try* to break even, but it wasn't
a requirement.

Being a 501(c)3, we can't benefit individuals.  Providing
meals, even at an official club event probably crosses the
line, but I don't know for sure.  If we attempt to break even,
I think should cover us, even if we don't actually manage it.

>   With
> typical participation, a $2 per meal surcharge was required.  Not surprisingly,
> we sold fewer meals even before the deluge of weather cancellations.  

That surcharge, if memory serves, was on PayPal payments
to offset the PayPal transaction fee.

We had fees coming at us in all directions, didn't we?  :)

> With the cost of the underlying food rising I could anticipate low numbers this
> year also.  The 2007 vote is a millstone around my neck.

I can understand not wanting to deal with all this.  It's not
easy, there are a lot of variables.  And we're doing it just
as a courtesy, it has nothing to do with the astronomy event
itself.

Up to a couple of years ago we paid for the meals up front
and collected the money when delivered.  Some attendees
reserved meals, but then skipped out at the last minute.
That resulted in significant losses.  After switching to the
pay-first scheme, we've cut our losses significantly.

Experience has allowed us to fine tune it further to where
we're finally coming close to breaking even.  Last year we
only lost $31.72, that was the best we've done.

However, despite that, if you don't think it's worth the
effort, maybe we shouldn't worry about catered meals.

We once talked about having some system where folks could
arrange for pot-luck meals.  Do we want to try that instead?

Gary