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the-usurper-archive/discord-evidence/full_exports/Json/DallasMakerspace - Committees - finance [300062914314895361].json

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🜂 Initial commit of The Usurper Archive: structure, intent, and sacred witness scaffolding.
2025-06-01 06:06:51 -05:00
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"content": "During the March board meeting I was approved to become a procurement officer but have not received any further information on what that means or how to get a dms card",
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"content": "And I notice I wasn't listed on this board meeting's topic of procurement officer's to renew.",
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"content": "How should I proceed if I need to make purchases for laser?",
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"content": "*who currently has a card, that is... Most of us do. It takes a while to get cards to newer procurement officers. @robertdavidson @Robert",
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"content": "So if I wasnt renewed is that a problem I need to put on the next board meeting agenda?",
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"content": "Man, I'd love to see half that many people on the list. Really one of the areas that could be buttoned down at DMS.",
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"content": "Maybe 6 total, divided by areas?",
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"content": "@board members and finance are better suited to answer / respond to both of y'all. \n\n@finance chair",
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"content": "If they are interested they'll find their way here. It's not the same as Talk.",
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"content": "Good point. It may be better to ask via a post under the DMS Members Only category on TALK to be sure it gets noticed.",
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"content": "They are all on here now",
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"content": "@merissa that certainly was an oversight. @robertdavidson (two shown, which one?) is who sets up cards and the Expensify accounts. We then add it to QuickBooks so that the expenses can be properly allocated to the laser committee. In the 3/19 BoD meeting they approved you as chair and removed Patricks card. Adding a card for you should have been done then but we will make it right!",
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"content": "Marissa I am sorry I missed it! Let's do this I will go ahead order you a card and let's get it on the next board meeting to get you added",
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"content": "Thanks Robert!",
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"content": "Thank you both! It was approved during the March meeting in the same item where Patrick was removed and Stan and I were added, but it needs to happen again I'll add it to the next agenda",
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"content": "@merissa if you could add it again just for confirmation that would be better also need to add the general card as it still exists. I have placed an order for your card. Ken I called the bank they are now handling all card changes over the phone... they say there upgrading and should be fixed by q2 so we will see",
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"content": "^ Wow what a pain to have to call. Is it 1990 again?",
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"content": "Thanks Robert, will get it added soon",
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"content": "I got my check. It had the wrong zip code and ended up back at the space. Someone put it in my personal bin....I need to check that more often apparently.",
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"content": "x-posting: So, VCC is putting together a world community grid/BOINC compute cluster for members to use and teach with. Since a few committee members where wanting to donate some funds towards this project. We're looking to put a donation system in place to help cover the cost of operating the cluster. What's the procedure/process to get setup with one of those square donation kiosks and/or paypal link?",
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"content": "The same question also for setting up an account on amazon for the committee's PO?",
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"content": "Honorariums checks up to 2017-06-27\n\n\nThese are the Honorarium checks submitted to PSK today\n\nMemo\n2171 4/12/2017 Adobe Illustrator I: Basic Tools\n2437 5/15/2017 CNC Plasma Cutter (PlasmaCAM) Training\n2451 5/22/2017 Serger and Sewing Basics\n2452 5/29/2017 Serger and Sewing Basics\n2457 5/16/2017 Woodshop Basics\n2487 5/22/2017 SCREEN PRINTING BASICS – PRINTING ON PAPER\n2544 5/29/2017 CNC Plasma Cutter (PlasmaCAM) Training\n2552 5/29/2017 Inspired! Making Cool Stuff Series! #2 Your 3D Scan or CAD Design in Metal!\n2556 5/29/2017 3D Printer Basics\n2557 5/29/2017 Screen Printing - Making Screens\n2558 5/29/2017 Screen Printing - T-shirts and Totes\n2768 6/22/2017 Learn to spin your own yarn\n2778 6/26/2017 3D Scanning Using the NextEngine Scanner!\n2779 6/26/2017 CNC Plasma Cutter (PlasmaCAM) Training\n\nI Need these W9s. Please submit them but putting them in an envelope and dropping in the black finance box by the copier. Alex gave me copies of everything from the calendar system but these are still missing. Sorry for the pain in the butt but I cannot cut checks without the form and/or your address.\n\nMatthew Zeisler @Comter \nAmanda Miller @MrsMoose \nAustin Greenfield @Gigner \nSaul Portillo-Menchaca\nTony Jolliff @Mandaris \nBen Puig\nBenjamin Hubel @benhubel \nPaul Wagner\nDavid Smart @Dawsmart",
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"content": "@Lampy (Ken Purcell) @Cat_Skat @David Kessinger I did braintree for May last week, but I just finished braintree for June. They are in the google dirve folder and just need to be sent to PSK. Let me know if there are any issues. That should catch up all the classroom allocations.",
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"content": "I have more w9s for you Ken. Also, started the process on getting W9s directly into QBO.",
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"content": "the $3000 question is, is it worth it for us to have the w9 embedded into the webpage or just a link that sends the user an email to fill out at w9, then once its filled its sent to QBO then verified its in QBO in the calendar system?",
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"content": "https://www.docusign.com/products-and-pricing/api-plans",
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"content": "when is the next meeting? I don't see one on the calendar",
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"content": "Meetings are Mondays at 5pm.",
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"content": "Ken I just emailed you securely through the cisco thing Raymond Set up. Let me know if you have any issues. It has all the new w9s pulled on 7/4. Anything after that I have not pulled.",
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"content": "All honorariums up to 7/12 are processed: https://talk.dallasmakerspace.org/t/honorariums-processed-up-to-7-11-17/23826/2",
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"content": "I would not used docusign @ $50 month unless it was part of a more automated system that wires together the calendar and QBO.",
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"content": "Plan is to make users verify w9 is in QBO. If not prompted to use docusign, sends them an email with a link to fill out. That completed w9 will go into QBO automatically at that point.",
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"content": "They verify one more time and they can then put the rest of the class info in.",
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"content": "ahh, that is fine, removing much of the manual process is great.",
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"description": "Here is the list of personal honorariums processed and sent to PSK: 2879 7/18/2017 Bad caps? Replace 'em! 3020 7/18/2017 Inspired! Making Cool Stuff Series! #2 Your 3D Scan or CAD Design in Metal! 3032 7/18/2017 (Full) Wire jewelry--bezel/frame pendant 3043 7/18/2017 Vinyl Cutter & Button Maker 2641 7/19/2017 Biology Basics Course: Class 5 3022 7/19/2017 Inspired! Making Cool Stuff Series #3 Design Build Flat Pack Furniture! 3053 7/19/2017 Materials and You: An introduction to Materials Scienc...",
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"content": "There are forms outside of the server room. If over $200 requires Chair's signature - or attach an email approving it. That would work for me - how about you Ken?",
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"content": "@Lampy (Ken Purcell) @David Kessinger can someone with full access to QBO check on my vendor entry and see if a W9 is attached and if the fields updated?",
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"content": "The Alex Rhodes Vendor account does not have it: 123 Main street nor does Alex Rhodes1 Vendor. None that I can see.",
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"content": "Ok does the company name show TEST?",
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"content": "if you see my TaxID/SSN start with a 987, then it went through good.",
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"content": "What about Bueller, don't understand question.",
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"content": "If you go into QBO do you see \"TEST\" in my company name?",
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"content": "And your saying neither have a w9 attached?",
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"content": "I see TEST as your company name, a Business ID No. of 987654321, Track Payments for 1099 is not checked and there is no attachment.",
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"content": "THANK YOU!!!",
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"content": "Would y'all want the \"track for 1099\" checked? @Lampy (Ken Purcell)",
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"content": "It would be nice, I assume you are referring to something being added to the calendar system..",
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"content": "Missing W9’s or other miscellany as to why you have not been paid:\n\nW9 - Ethan Western\nW9 - Hannah Pickett",
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"content": "@lampy do you see any documents not tied to a vendor? The API is saying the W9 is making it to QBO but you're not seeing it attached to my vendor account.",
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"content": "@finance chair I'm trying round up every one for the requirements gathering on mm/calendar revamp and we're needing your input. when is a good time on your schedule for a quick 45min meeting?",
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"content": "@finance chair I have hesitation about the makerfair money going to the fellowship fund. Doesn't the makerfair money count as \"any other income\"?",
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"content": "The application form states make check payable to Dallas Makerspace - Fellowship Fund. To the money is specifically designated for that and not Dallas Makerspace in general. This is typically how donations are made to Fellowship Fund. Just like when someone donates to Money and states \"Laser\"",
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"content": "@Robert The laser square isn't printing receipts. Power's on, it's connected and got paper. Is there a way I can test it without a cash/credit charge?",
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"content": "Also we need to update that square kiosk to have the current laser names",
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"content": "@merissa there's a printer test feature inside Square, a common issue people have is they put the roll in backwards, so the thermal doesnt transfger",
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"content": "Hmm... it's feeding fine but doesn't do anything at all when a payment is put in",
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"content": "The square menu should show \"Printer Connected\" or something, I've also had success rebooting ipad and unplugging the printer. Starting the iPad, starting square and then plugging in the printer",
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"content": "Can you talk me through getting to the test feature?",
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"content": "let me see if I can remember",
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"content": "I went through the settings and support tabs but couldn't find anything helpful",
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"content": "No printer dialog under settings?",
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"content": "says printer connected",
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"content": "receipts set to print",
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"content": "should be a Test Print option",
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"content": "I don't really understand why but there are two printers listed... we went into Printer 1 which it was set to print from and told it to print from Printer 2",
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"content": "And when you go in to choose the printer you can find the test print option",
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"content": "basically just pushed buttons till it worked \uD83D\uDE03",
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"content": "@finance chair could we get a report for VCC's budget emailed off to the committee's chair and vice chair?",
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"content": "that would be bill",
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"content": "turns out if it's under 400 one does not have to report it. so i lucked out bit thanks John :)",
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"content": "hey, is there a comprehensive list of places we have accounts setup at? I don't want to accidentally submit an expense report rather than an invoice or account purchase and just cause a headache\nexample, I know Metroplex Welding just bills us, but am unsure of something like Grainger",
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"content": "also just noticed after I hit send that the last message here was April.... so going to already call \"Bueller?\"",
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"content": "also cc bookkeeper@dallasmakerspace.org",
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"content": "I was not a fan of people other than chairs using DMS accounts. Had a few issues of either the customer or business billing us incorrectly. It moved the inconvenience from either unto the finance team. And we either never knew about it or had to track down what happened.",
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"content": "If you think an expense report is a pain for you, members placing orders directly by PO is a nightmare. The bill shows up in Finance, it's not known for what committee, what classification it is, no one to ask \"has this even been delivered\", no accountability. From a financial controls standpoint in an organization like DMS, I personally do not like them. In corporations they work great - you have authorized purchasing agents. Employees can't just \"Well we need this so I'll place an order\". I doubt you'd be an employee very long.",
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"content": "They just don't work in our situation. Especially like the Johnson Plastics deal. Sending us paid invoices for personal purchases. Whew that sucked!",
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"content": "Just getting caught up on this chat history. Apologies for the situation coming up like that; I didnt get a clean answer before I had to make the purchase (urgent need for tag out equipment since members can't apparently read a sign regarding an electrical shortage). I went on advice I had available. I put in an expense report for the invoice with a copy of it, and just listed the reimbursement info as N/A but tagged the committee etc as usual. If there is anything else you need to sort this out tag me so I see it faster.\nAgain, sorry for the trouble.",
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"content": "One of the other problems of having companies we get discounts is people order and but with the DMS discount. That's not a problem, but they don't pay sales tax of those purchases. That is a major problem and can get our Sales Tax Exemption revoked. Ken & I saw a lot of that.",
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"content": "is there a comprehensive list of places we have accounts setup at?\n\nI asked the other day about Sams Club. I still have only a partial answer to that.",
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"content": "I also would like the Sam's information should we still have something; I am looking into some toolchests for the shop, and the Sam's stuff would work well. I don't plan on invoicing it, but IIRC for Sam's they need a way to have you listed as part of the organisation.",
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"content": "Sam's and Walmart work the same in that they have a tax exempt card you're required to have and they usually issue a corporate credit card for larger corporations",
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"content": "@LukeStrickland ... do you know if Kathy is going to post the finance reports today on the wiki?",
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"content": "She's not",
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"content": "@Draco you going to be around tonight?",
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"content": "Yep",
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"content": "JJ volunteered to help set me up on a laptop, if he can't do it would you be able to?",
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"content": "I will be available to help if I can",
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"content": "Ok awesome thanks1",
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"content": "SHould just be grab laptop, plug it in, audio up, google hangouts",
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"content": "Is chuck going to be setup in the hangout?",
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"content": "As of right now he's calling in, I'll see if he's interested",
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"content": "It's impossible to hear/be heard on the phone though..",
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"content": "any chance one can proved a regular report for VCC and SDC? and no quick books did have that last I checked unless there's something I'm missing?",
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"content": "@Lampy (Ken Purcell) How do I run a report on P&L report on class that gives the current amounts in each committee? What dates should I use start end?",
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"content": "the research was done by: Erica Harris is Andrew J. Melton Jr. ’42 Associate Professor, Accounting & Information Systems, at Villanova University. Daniel Neely is an associate professor of accounting in the Lubar School of Business at the University of Wisconsin—Milwaukee.",
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"content": "the guidestar post doesn't seem to materially differ from the abstract",
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"content": "just a heads up, this might count as unrelated business income, if it's over $500/year we'll need to pay estimated income tax quarterly",
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"content": "we also have to file a 990-T yearly",
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"content": "same goes for the gallery item, though I think the storage solutions item could be argued as not UBI",
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"content": "Likewise if we offered supplies makers could use immediately, that probably wouldn't count as UBI (but would still need to pay sales tax)",
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"content": "Was the payment for the Space Bus ever logged into QBO. I do not see one yet. Likely a cash transaction and rolled into other deposits or didn't make it into the finance box. \uD83D\uDE09 Still needs good documentation.",
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"content": "I don't even know how Luke found out it had been sold. I assumed b/c it showed up in QBO... Interesting...",
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"content": "I only have reports access so I have to pull a P&L and drill down to income to search for any cash deposits or notes about the Space Bus. (None Found). Since it was a significant asset, it should be very conspicuously noted in the books. If it's \"real\" value was close to what it was listed for on Craigs List we should show a drop in value as depreciation.",
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"content": "We have a few immediate items to work on. James Henningson has been selected as President Pro-Tem and will need to go with Kris to the bank to change over our bank accounts. Checking with PureTax to verify if our 990 has been filed, if not, either file or get an extension ASAP.",
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"content": "Per the bookkeeper the tax extension has been filed",
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"content": "Yep, got that from Bob too. Finance meeting on the calendar for Wednesday 7pm.",
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"content": "@lampy begging you guys to add dates to your posts, e.g. Finance Meeting 5/15/2019 (times might be nice, too, but less important when future-kid looks back and thinks these things are relevant in 2020)",
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"content": "Bylaws:\n\n*\"Section 7.5 Checks and Notes. Except as otherwise specifically determined by resolution of the Board of Directors, these Bylaws or as otherwise required by law, checks, drafts, promissory notes, orders for the payment of money, and other evidence of indebtedness of the corporation in excess of an amount as set from time to time by the Board of Directors shall be signed by the Treasurer and countersigned by the President of the corporation except that the Treasurer shall be permitted to pay for routine, regularly occurring expenses as approved by the Board of Directors.\"*\n\n*\"Section 7.3 Purchasing Authority. No member of the corporation shall be authorized to make purchases in the name of the corporation except as directed by the Board of Directors.\"*\n\nRules:\n\n*\"Treasurer shall have the authority to sign as the official agent of Dallas Makerspace for financially related documents and records.\"*\n\n*\"Article 11 - Contracts and Instruments\n\nThe Board of Directors may authorize any member in good standing, or agent of the corporation to enter into any contract or execute and deliver any instrument in the name of and on behalf of the corporation.\"*\n\nIs there a vote in Board minutes saying Kris could enter into this contract?",
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"content": "@NobleGoblin the doc a couple items up is one of the things you asked me for the other night. It still doesn't have the credit card expenses from OPEX since Expensify has been dead most of the month and they're sorting through that backlog",
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"content": "Or was it the purchases for CAPEX? I can't recall. We're waiting on the more detailed tally.\nThe math here isn't that easy since our account software is designed for cash accounting when we need fund accounting",
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"content": "there are a lot of threads on talk about the discussion for how we chose the honorarium change going forward, and various spreadsheets posted in different places some of which were PM threads amongst the chairs",
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"content": "I'll see what I can consolidate",
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"content": "I'm running low on time this week, but if someone in finance can help fill Noble in it would be appreciated",
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"content": "I'll PM her",
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"content": "I think it might be a great idea for someone to post a thread breaking down the finances that are the reason for the change in tl;dr terms as well as make known where the disclosures in full can be found. \n\n@hon1nbo (k/j/t) exsilium why are the CC parts missing? Are they all corporately owned?",
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"content": "Chase bank once every year or so decides to force 3rd parties using their APIs to renegotiate their contracts",
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"content": "in this case our expense management service, Expensify, suddenly got locked out of Chase",
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"content": "and it had to be reset",
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"content": "this broke our expense management and proper insight into CC data on expenditures during that time",
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"content": "Then there needs to be a change. There’s no reason for private members (board or not) to technically own a companies credit. I’ve never even heard of that being accepted. \n\nI would like to see the CC disclosures as well. That’s a huge red flag and at the very least should strive to be even more transparent to erase any doubt of possible negligence. Intended or unintended. It needs oversight.",
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"content": "Talk to Brian Davis (tapper) if you'd like to help with Finance - that thankless task always needs more hours thrown at it\n*or talk to an actual Finance volunteer as has been suggested*",
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"content": "I’m not interested in helping with the finances themselves, but I might be up for discussing the overall management.",
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"content": "@NobleGoblin what do you mean by private members owning company credit?",
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"content": "Read Jim’s response above.",
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"content": "I have, I still don't follow",
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"content": "I asked if the credit cards were corporately owned. As in if they are registered under DMS. Jim stated no and gave the reasoning.",
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"content": "Which regardless of being locked out or not, I am very skeptical to believe it’s a reason to have them under anyone else. \n\nAnd by all means please correct me if I’m wrong in my understanding of Jim’s answer.",
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"content": "yeah, I think there's a misunderstanding here, Jim is talking about how transactions are tracked/processed",
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"content": "the actual ownership of the cards is DMS, though cards/accounts have to have a person's name on them that does not mean they \"own\" them and can use them as they wish",
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"content": "e.g. typically the President and Treasurer are listed on the bank accounts, but they can't pull cash from them at will (legally)",
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"content": "if you have a DMS credit card it's like most corporate cards - in your \"name\" for internal tracking purposes but otherwise draws from corporate funds",
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"content": "and similar to corporate cards, if you buy something you're not authorized to, it's a violation of your authority",
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"content": "Yeah to clarify, what I mean is the expense management system isn't owned by us nor is the technical system that is broken",
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"content": "in this case the link between expensify and chase bank",
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"content": "this was something out of our control when it happened. The cards are in the DMS org accounts, and per the issuer policies end users have their name as well as DMS on the card since they are all individually issued",
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"content": "the biggest problem is that with expensify crapping itself, we lost the ability to track expenses that had been filed / paid and those that hadn't",
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"content": "and whether they were OPEX or CAPEX",
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"content": "Ok, so what is the plan to fix that?",
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"content": "it's been in progress / may be done but have to sort through expenses that were previously submitted since chase just sends all transactions, and expensify treats the list coming in as new ones.",
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"content": "I don't know if that was fixed, but I know it was a large cause of delays in processing expenditures",
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"content": "Who adds the flair on talk? I’m not listed as the Vice Chair",
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"content": "Has anyone done a report on committee balances recently? Wondering if Motorsports has any money to spend.",
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"content": "The bookkeeper prints out monthly committee reports and makes those hard copies available in a binder in her office. Has been doing this for over a year.",
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"content": "All balances are, ahem, imperfect.\nProcurement agents are too often not assigning Committees correctly or not at all to credit card transactions. The \"not at alls\" end up being counted against the general fund, FYI.",
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"content": "So what you're saying is I need to find a purchasing agent willing to 'forget' to classify the expense... Hmmm....",
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"content": "Kidding of course, but I'll check that out when I get to the space",
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"content": "Would you? I have a 4-page action item list for Finance, I kid you not. Laying eyes on those hard copies is one of them. Why? Too many chairs don't know their balances, which made me think they just don't know these reports are on site for them and they are responsible for checking the transactions. But now I'm wondering if the bookkeeper is no longer printing the reports.",
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"content": "So if you would report back, that would be helpful. *(four pages!!)*",
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"content": "I've never heard of these reports on site",
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"content": "But I'd like to start seeing them. If there is one for metal I can take a peek at today would be nice since I'm gone another two weeks starting Sunday \nEven better if we can get these into a Google doc or similar",
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"content": "I used the reports at the end of my tenure as Laser Chair which was summer 2018-ish.",
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"content": "Saw them in the binders myself.",
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"content": "I can't make these reports every month for every committee. The point of paying PureTax was that they produce these reports and free up our volunteers.",
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"content": "This is just an observation, but the Finance room is kept locked, is it not? So how would committee chairs access the reports if they don't happen to make their space visit coincide with a bookkeeper workday?",
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"content": "My info dates to pre-expansion when conference room was not locked. @michaelb confirmed new Finance office is now kept locked. Which gives me leverage for lobbying for PDFs uploaded to a Google drive.",
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"content": "*my spirit animal*",
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"content": "Indeed. How about a google spreadsheet?",
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"content": "yes but its simpler to import a spreadsheet into that committee inventory and accounting system I built for all of us a fews back than copypasta out of pdfs",
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"content": "@Lavarocks SIGs have no authority to act on behalf of the board (aka spend money). They do not need to keep minutes to satisfy our obligation to the IRS. That said, if a SIG wants to persuade its host committee to turn lose of money, good documentation is leverage. Shows that the SIG is active and the request is not a pet project of one person.",
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"content": "Edit: They do not need to keep minutes to satisfy our obligation to the IRS because the committee will document its vote to spend money on its SIG.",
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"content": "We have them do minutes to get into the habit, it makes sense to have that paper trail. But I was more concerned on need for monthly meetings.",
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"content": "SIGS report up to their parent committee, which has the spending authority",
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"content": "They have actively told us that if we aren't in the first 45 they wont pick us, but they also wont let us leave. So I'm stuck downtown for another hour or two trying not to fall asleep.",
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"content": "*something something **civic duty***",
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"content": "with emphasis on duty",
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"content": "Which courthouse did you get summoned to? Criminal Court over by the river? Or sue people/sanity determination court across from the Old Red Courthouse?",
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"content": "Frank Crowley. They kept us forever.",
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"content": "They even kept the people that were exempt because they couldnt speak or write in English. Like let them go and dont waste their time.",
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"content": "Please take this to off topic. I'm getting unnecessary alerts for finance. Thanks.",
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"content": "I mean that makes sense but I don't have an email for them. finance@dallasmakerspace.org?",
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"content": "you can send it to Brad directly or email admin@dallasmakerspace.org and all of the directors and officers will get it",
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"content": "is this the right place to ask about invoices?",
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"content": "i was trying to make sure i was still a member, but apparently my invoice was cancelled back in may, but it doesn't say why it was cancelled",
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"content": "but they might traipse through here...",
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"content": "ok, thank you",
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"content": "Yeah, email is the best way as it creates a ticket",
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"content": "Most common issue is that the card wasn't able to be billed, usually stuff like:\n\nThought it might be fraud\nNot enough funds\nSome part of the validation criteria was wrong (address, zip, etc)\nOr the card expired or was replaced",
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"content": "if i knew which card it was i could definitely have a better idea ... 1 of my cards has been replaced twice this year, but i don't think that matches the timing ... i do now have a ticket though.",
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"content": "If you are able to get into the billing system (usually via maker manager), you can go to Billing > Payment Methods and it'll show you the last four digits of the card",
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"content": "ok, that's it ... the number in there doesn't match any of my existing card numbers so it has to be the replaced card :facepalm:",
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"content": "FYI, dropped off two of the three keys for the new cashbox in Printmaking.",
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Reference in a new issue Copy permalink