On Sunday, February 23, 2014 08:17:16 a l wrote: > Greetings, > > I like that you've outlined the reimbursement protocol, but not requiring > pre-approval is going to cause issues. Likely sooner rather than later.
I think explaining the protocol and explicitly stating that "If you don't get it pre-approved, it is 100% at your own risk" would: * Permit small purchases of things that we need without bureaucracy * Remove any right to complain if you didn't get it approved and thought a verbal agreement was safe > > I don't have all the facts regarding February's build budget, so feel free > to correct me if I'm missing something. I appreciate that there was no > written agreement but it seems what you're doing is the same game that we > dealt with at the last space and getting electrical installed. I'm sure you > remember the frustration we all had with that situation. Verbal agreements > are binding. So I'm not sure how it's "fair to everyone" when one person > is getting screwed out of $150. Right, I had that in mind while coming up with my protocol draft. There was no written agreement, just a verbal one. We totally should've known that without having it in writing, we had a chance to be 100% liable for any expenses. If that had been brought up, I'm confident that we would've made a more concerted effort to get that in writing. If someone gets screwed out of some cash, we can point back to this and say "If you absolutely needed reimbursed, you should've gotten it pre-approved." The treasurer will be sure to inform anyone of this protocol if they come to them and think a verbal agreement is "good enough". On a related note, I'm going to be drafting a form for this protocol and print out a bunch to keep by the front desk along with a better wiki page. I really need to start documenting what I'm doing on the wiki... > > Everyone needs to remember to save their receipts. > > regards, > Andrew L > > On Sat, Feb 22, 2014 at 7:45 PM, Torrie Fischer <[email protected]>wrote: > > I was told today that someone has already spent possibly more than the > > $150 we > > have in buildout+maintenence budget for the month. They brought up the > > point > > that they would've liked to have had some of that money too, but its a bit > > unfair if they were to bring in a receipt and get the money first. > > > > Here's how I'll handle it in the future: > > > > * The money left in the budgets will be included in the weekly financial > > report > > * Documentation is required to convince me to release funds > > * Pre-approval is not required, but I can't guarantee that someone else > > gets > > to me first > > * An accurate estimation of expenses is needed if you want that 100% > > guarantee > > * I will disburse up to 115% of the estimation if you go over by a bit, > > and > > I'll be sure to hassle you about the importance of accurate estimations. > > * The $100 buildout budget will no longer be replenished at the end of > > March. > > We will only have the recurring $50 monthly maintenance budget afterwards. > > * There is still $322.77 in member credit reimbursement available. It will > > have another $400 added in March, but will cease to be replenished after > > then. > > * No advances on the budgets. > > * Reimbursements will only be given for purchases within the last 14 days. > > > > Following the protocol above, it ss OK to buy something today and get > > money > > back on March 1st, but I will not make any guarantees that you'll get > > money > > until the budget is replenished on March 1st. > > > > Devin told me in person that he was going to buy $150 in supplies, so > > Februrary's budget is already claimed. However, that wasn't in writing. To > > be > > fair to everyone who wasn't party to that conversation, I'll release his > > claim > > if I don't get any documentation by the end of Tuesday's meeting on the > > 25th. > > Sorry, Devin ;( > > _______________________________________________ > > Discuss mailing list > > [email protected] > > https://synhak.org/mailman/listinfo/discuss _______________________________________________ Discuss mailing list [email protected] https://synhak.org/mailman/listinfo/discuss
