Hi Oliver, Thanks for your message! Comments below:
On Sep 24, 2012, at 4:48 AM, Oliver-Rainer Wittmann wrote: > Hi ASF treasurer, > > [Apache OpenOffice (incubating) community and ACEU planners on CC] > > the Apache OpenOffice (incubating) community wants to spend some of its fund > for ApacheCon EU (ACEU) 2012 - see the corresponding thread on ooo-dev@i.a.o > [1]. > > We are currently discussing the granting processes - see [2]. > > The purpose of this post is to assure ASF's charity status and to clarify the > actual spending of the money regarding our planned fund allocation. > We want to spend the following money for ACEU 2012 participants from the > Apache OpenOffice (incubating) community: > - 10 x 300/600 EUR for travel expense subsidy > - 30 x 100 EUR for ticket discounts for non-committers > > Questions regarding assurence of charity status: > (1) Do the planned spendings violate our charity status? I'm not the person to definitively answer this -- I believe this has to do with legal@ too, luckily the VP, Legal is also on the treasurer list :) so he can help decide if there needs to be a legal@ CC here. To my knowledge though, I think that you already have approval to proceed based on old discussions I saw regarding this topic on board@, and also based on Ross Gardler being a board@ guy and Apache OO mentor and bringing this up too. > (2) What do we need to consider in our planned granting processes to assure > our charity status? I think the most important thing is to make sure that the process is traceable and auditable, IIRC. > > Questions regarding actual spending of the money: > (1) Is it possible to spend the "ticket discount" money via a special > promotion code in the ACEU 2012 ticket system? Not sure about this :) The ApacheCon folks, or Mellissa, our EA, would probably be good people to ask, so I've CC'ed Melissa here. > (1a) If not, do you have any recommendation how the money should be spent? > > (2) What are the possibilities to spend the "travel expense subsidy" money? > (2a) Do you have a recommendation how the money should be spent? Regarding the above, I'd say come up with a process that is documented, you guys decide how you want to spend it, come up with a Bill or someone to pay, provide that information to the Treasurer@ list (me and Sam) and we'll move forward with the approval process. Right now, our bills are paid by having someone with the appropriate karma put a file in: https://svn.apache.org/repos/private/financials/Bills/received/ Then, they are reviewed by someone with the appropriate budget authority (e.g., in Travel I believe that's Jim since he's the President) and then placed in: https://svn.apache.org/repos/private/financials/Bills/approved/ At that point, the Treasurer's office can pay the bill (via wire transfer; electronic funds deposit, etc.) provided that all the information is given to address the payee, and then once we pay, we move the bill into: https://svn.apache.org/repos/private/financials/Bills/paid/ HTH! Cheers, Chris ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ Chris Mattmann, Ph.D. Senior Computer Scientist NASA Jet Propulsion Laboratory Pasadena, CA 91109 USA Office: 171-266B, Mailstop: 171-246 Email: chris.a.mattm...@nasa.gov WWW: http://sunset.usc.edu/~mattmann/ ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ Adjunct Assistant Professor, Computer Science Department University of Southern California, Los Angeles, CA 90089 USA ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
