That sounds a lot like a log sheet. The card could be kept in a locked cabinet keyed to the front door. This is so that any keyholder can open it for a member instead having to rely on the availability of one single person. The log sheet can be made on a simple spreadsheet and could look like this:
*Name Phone# What to purchase How much $ Date Out/In Signature* A monthly limit of $XXX.XX could be imposed on the card. A copy of the tax exempt form should be taken with the card, and when turning the card back in, receipts should be turned in as well. Maybe the keyholder should place their name on each sign out as well so that all hands on this card are accounted for? Anyone can review the logsheet and receipts and present issues during the meeting if someone identifies a problem purchase that we can talk about. A quick blurb about how we can keep nice things like this could be written across the top of the log sheet. On Thu, Apr 10, 2014 at 2:43 AM, Andrew Buczko <[email protected]>wrote: > Sounds good. > > ? Where is the check book and card? (don't need to tell me, I just assumed > that it was locked up at synhak and not at your personal house. > > I'm thinking we can make it like the "Tool check out" form. > Where any member in good standing can take out the card for buying stuff. > > We can have them fill out the form for: > 1>who they are, Driver's licence number (like how stores do for checks) > 2>When they plan to spend the money. > 3>Where the money will be spent > 4>Amount to be spent > 5>When the card is to be returned > > This would be filled out and then giving to the treasurer (Or someone) and > then the member can have the card to use. > For no more than 5 business days. > > > > On Wed, Apr 9, 2014 at 10:20 AM, alex kot <[email protected]> wrote: > >> >> I think it is a good idea. Though two things to add. Who has the >> ability to audit the spending? I think the champions should have the >> ability to watch over the transactions of each card. Also we should make a >> rule in place for spending money so it doesn't feel like a free for all. >> Maybe any transaction has to be emailed to members@ 24 hours before the >> purchase. Even if it is a little amount for something like toilet paper. >> >> >> >> ------------------------------ >> >> On Wed, Apr 9, 2014 9:29 AM EDT Torrie Fischer wrote: >> >> >Hi, all. >> > >> >This morning, Chris and I were discussing a possible solution to a money >> >problem. >> > >> >The problem: I'm currently the only one who has the ability to spend >> *any* >> >money. If I get hit by a bus, we'd likely be screwed. It also really >> slows >> >things down. At last night's meeting it was requested that we spend some >> money >> >on picking up some doors for the wall project, but getting to the point >> of me >> >actually handing out money can take too long because I don't keep the >> >checkbook on me, nor do I keep the money card on me. >> > >> >The solution: A special "spending" card that is tied to a second checking >> >account at BFG without the ability to overdraft, cause fees, or anything >> else >> >undesirable. >> > >> >This had been kinda discussed before as a way to handle the >> >maintenance/buildout budgets. >> > >> >Basically, I setup another account with our BFG membership and keep the >> >balance at some maximum of what we agree it should be. Our maintenence >> budget >> >is still $50/mo, but if we needed to spend more I could instantly >> transfer >> >money into it (like $200 for doors for the walls or somesuch) and hand >> over >> >the card. I'd also like to see about getting a total of four cards made: >> One >> >for treasurer, and one for each of the champions. >> > >> >Thoughts and feedback please! :) >> _______________________________________________ >> Discuss mailing list >> [email protected] >> https://synhak.org/mailman/listinfo/discuss >> >> > > _______________________________________________ > Discuss mailing list > [email protected] > https://synhak.org/mailman/listinfo/discuss >
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