Hi Asaf,
I think Steve should convince the board and WMKE members about the
expenditure first before he does that to you.
I hope that the WMKE chairperson will convene a meeting soon (If possible
within 3 weeks) so that we can have the issue sorted and the remaining
amount transferred to a joint account.
I also hope that this meeting (when convened) will run smoothly.

Best Isaac

On 9 August 2012 00:59, Asaf Bartov <abar...@wikimedia.org> wrote:

> Dear WMKE colleagues,
> Following the recent conversations around finances, I wanted to make a few
> comments, hoping the uncertainty can be resolved:
> 1. We acknowledge it is an unfortunate situation where chapter funds are
> in anyone's personal bank account.  In hindsight, WMF should have insisted
> a separate bank account be created to wire the money, even if not yet the
> official WMKE bank account.
> 1b. Now that that's done, we should seek to transfer the remaining grant
> funds to a dedicated account as soon as possible: either the WMKE account
> (if incorporation and the subsequent creation of the bank account seem
> around the corner -- any updates?), or an interim, joint-ownership
> dedicated account, with access to _at least_ two board members (one of whom
> would be the treasurer, of course).  It would be good if the WMKE board can
> decide to pursue that course of action.
> 2. The current treasurer has sent me his tracking sheet of the grant
> funds, and it generally looks in good order.  I hope the board has a copy
> too and can review as well.
> 3. The treasurer did confirm he has made some decisions to spend money
> (for chapter business) on his own, without board approval, citing previous
> experience with sending messages to the list and receiving no response for
> days.  This is _not okay_.  The way to fix this, now, is for the board to
> review all those spending decisions and _retroactively_ approve them
> (unless there's genuine concern about the expense).  If there are expenses
> the board does not approve _per se_ (i.e. on material rather than
> procedural grounds), the treasurer will have to return those funds to the
> chapter.
> 3b. The board would do well to discuss and establish a clear procedure for
> authorizing expenses.  "When it's everybody's job it's nobody's job."  Once
> a procedure is adopted, the board members should _commit to following_ that
> procedure, as it would be unfair to the treasurer (already doing much
> unenviable work for the rest of us) to leave his requests hanging.
> 4. I have no reason to think the current treasurer has otherwise
> mishandled funds.  Unless anyone has material proof to the contrary, we
> shall assume good faith, and once funds are transferred to a separate
> account, a full audit by the board can confirm this to everyone's
> satisfaction.
> 5. I understood there have been some payments to chapter members for
> expenses incurred, that have been issued on the understanding receipts will
> be furnished, but the treasurer is still awaiting receipts from several
> members.  That, too, is _not okay_.  Please submit your receipts to the
> treasurer as soon as possible.  If you ever received a reimbursement from
> the treasurer and you're not sure whether or not you owe any receipts,
> please contact the treasurer privately to make sure.
> 6. I also understand there is some confusion about per diem allowances and
> receipts:  the usual way per diems work is that the rate is determined by
> the board (You can use the WMF travel policy[1] if it helps), and then
> money is disbursed according to the number of days (deducting appropriate
> amounts when meals are provided, as in the case of lunches in Berlin and at
> Wikimania), but _no receipts_ are required.  This as distinct from other
> expenses, which do require receipts.  The rationale for this flexibility is
> that on the one hand there are all kinds of small unforeseen expenses,
> including (in some places) expenses that don't issue receipts (like the
> matatu :)), that are not specifically budgeted for in the per diem, and on
> the other hand the allowance is enough to cover them, without requiring
> minute record-keeping.  This is easier for both sides, and is based on
> trust and good judgment.  But that's just the usual way, and it's fine if
> WMKE chooses to commit to providing receipts for per diems as well.
> I hope this helps WMKE move forward toward incorporation and program
> activity with clarity and confidence.
> As always, please let me know if there's anything I can do to help.
> Cheers,
>    Asaf
> [1] http://wikimediafoundation.org/wiki/Travel_policy -- specifically,
> --
>     Asaf Bartov
>     Wikimedia Foundation <http://www.wikimediafoundation.org>
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