Hi,
Thx to Chris, Ross and Lawrence for the fast feedback.
Some comments and furthers question below inline.
On 24.09.2012 17:34, Ross Gardler wrote:
On 24 September 2012 17:14, Mattmann, Chris A (388J)
<chris.a.mattm...@jpl.nasa.gov> wrote:
On Sep 24, 2012, at 4:48 AM, Oliver-Rainer Wittmann wrote:
...
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.
I don't speak for the board, however, the board did approve the
principle of using SPI money for this. I've checked with Jim as
President and he confirms that he see's no problem. The treasurer list
was copied on that communication and I reported it back to the ooo-dev
list. In summary, I believe we are good to go (said with my EVP hat
since Jim spoke with his Pres hat so it's my problem if this is bad
information)
great - looks to me that we are on a save way.
(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.
That is correct. We should also add fair and non-discriminatory. The
applications process and evaluation process needs to be public (I'm
assuming this is not a needs based evaluation, if it is needs based it
will be more complex as privacy is also necessary).
I am taking this advice and will bring it into the current discussion of the
granting processes.
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.
Yes, it is possible. What we need to know (send to plann...@apachecon.com) is:
- ticket name
- discount code
- discount level
- promotion start and end dates
The ApacheCon planners confirmed that a promotion code is possible.
Is it ok for ASF treasurer to "pay the bill" for the used ticket discounts to
the "ACEU 2012 ticket service"?
(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/
I do not think that we will real bills that need to be paid as the granted
travel expense subsidy will in general cover only a part of the overall travel
expenses.
Is it possible that the treasurer pay money based on the granting process and a
final confirmation note to the Treasurer@ list?
Thanks in advance for your support.
Best regards, Oliver.
