The Finance Board recently made changes to ensure funds are distributed more equitably among clubs after $30,317 granted by the Allocations Board remained unspent last spring.Changes include redirecting unspent money into the allocations pool before the end of the semester, a "buddy system" to inform club leaders of proper procedures and a system to share items purchased by the F-board.

During marathon, which occurs toward the beginning of each semester, clubs request money to help fund certain items or events. If after marathon a club still needs funding, leaders must file for an appeal before the F-board at a later date with more specific information-hearings occur throughout the academic year.

According to outgoing F-board Chair Mark Schlangel '05, many clubs used to hold on to their allocations even if events or purchases failed to transpire. He said these funds, set aside until clubs asked for reimbursement, could have gone toward other needy clubs before the money was recycled into the next semester.

"I am happy to report that our ideas were well received and after minor modifications we are confident in implementing the changes for this coming term and in the prospective benefits for club leaders," he said.

Last spring, the three clubs with the most unspent funding were the International Club with $3,645, the Brandeis Zionist Association with $1,570 and Men's Lacrosse $1,540.

To fix this problem, the F-board has since placed a two-week cap between when clubs have their event and when they are able to claim their reimbursement checks.

"After that, we recycle the allocated money back into the available pool so other clubs can benefit from it," Finance Board member Omer Rosenhand said.

But Rosenhand said if a club requests funding for a coach or any sort of instruction, they have until two weeks after the last day of activity to claim their allocation. He said that this time constraint does not apply to clubs requesting funding for items, since it is difficult to know when a product might be most useful.

Before this change, Rosenhand said it was difficult to help finance new clubs toward the end of the semester. He said the A-board was unable to touch the $30,317 because of the tight budget.

Union Treasurer Andrei Khots '05, who also sits on the F-board, said there are certain exceptions to the two-week period.

"If a club is not charged or does not get an invoice, they e-mail our board chair and we vote on it," Khots said. "We can extend the deadline and it's not a problem."

According to Rosenhand, the F-board will also be more stringent with proof of cost. Before, club leaders were only expected to estimate prices.

"With the proof of cost, this asks clubs to know more about the request. For example, a club may ask for $75 instead $100," he said. "That's $25 right there that does not become dormant."

Khots said this does not prevent club leaders from negotiating the price.

Another change the F-board has implemented is the "buddy system." Rosenhand said approximately 30 clubs are assigned to a board member, who help to clarify the marathon and appeals procedure. He also said this system will allow more feedback to be relayed to the board.

"By limiting it down to 30 clubs each, we are making that a little more possible-even if just a little bit," he said. "Our philosophy is that better communication leads to a better system."

Rosenhand said the F-board is working on a "property tracker" to share items when a club makes a specific request. For example, if a club requested money for a drum-set and another club already used Union money to purchase one, this object would be shared.

Khots said this is a good way not to double spend. "F-board money that is used to buy something is still considered property of the Union," he said. "Any club that requires it can still use it."

There is also now a private online system for F-board members to categorize what requests each club makes and what allocations are given in each instance.

"This system will enable us at the end of the year to see how we spend the F-Board's funds," Rosenhand said.