DallasMakerspace

Yea! First post!

Best room ever!

I'm about to mess that up.

7:52 PM

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

7:53 PM

And I notice I wasn't listed on this board meeting's topic of procurement officer's to renew.

7:54 PM

How should I proceed if I need to make purchases for laser?

Just ask any procurement officer.

8:07 PM

*who currently has a card, that is... Most of us do. It takes a while to get cards to newer procurement officers. @robertdavidson @Robert

So if I wasnt renewed is that a problem I need to put on the next board meeting agenda?

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.

8:23 PM

Maybe 6 total, divided by areas?

@board members and finance are better suited to answer / respond to both of y'all. @finance chair

If they are interested they'll find their way here. It's not the same as Talk.

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.

They are all on here now

@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! (edited)

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

Thanks Robert!

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

@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

^ Wow what a pain to have to call. Is it 1990 again? (edited)

Thanks Robert, will get it added soon

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.

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?

6:53 PM

The same question also for setting up an account on amazon for the committee's PO?

Honorariums checks up to 2017-06-27 These are the Honorarium checks submitted to PSK today Memo 2171 4/12/2017 Adobe Illustrator I: Basic Tools 2437 5/15/2017 CNC Plasma Cutter (PlasmaCAM) Training 2451 5/22/2017 Serger and Sewing Basics 2452 5/29/2017 Serger and Sewing Basics 2457 5/16/2017 Woodshop Basics 2487 5/22/2017 SCREEN PRINTING BASICS – PRINTING ON PAPER 2544 5/29/2017 CNC Plasma Cutter (PlasmaCAM) Training 2552 5/29/2017 Inspired! Making Cool Stuff Series! #2 Your 3D Scan or CAD Design in Metal! 2556 5/29/2017 3D Printer Basics 2557 5/29/2017 Screen Printing - Making Screens 2558 5/29/2017 Screen Printing - T-shirts and Totes 2768 6/22/2017 Learn to spin your own yarn 2778 6/26/2017 3D Scanning Using the NextEngine Scanner! 2779 6/26/2017 CNC Plasma Cutter (PlasmaCAM) Training I 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. Matthew Zeisler @Comter Amanda Miller @MrsMoose Austin Greenfield @Gigner Saul Portillo-Menchaca Tony Jolliff @Mandaris Ben Puig Benjamin Hubel @benhubel Paul Wagner David Smart @Dawsmart

@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.

I have more w9s for you Ken. Also, started the process on getting W9s directly into QBO.

5:08 PM

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?

5:08 PM

https://www.docusign.com/products-and-pricing/api-plans

API Plans

DocuSign's plans and pricing for individuals, professionals, real estate, and enterprise companies.

when is the next meeting? I don't see one on the calendar

1

Meetings are Mondays at 5pm.

4:30 PM

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.

All honorariums up to 7/12 are processed: https://talk.dallasmakerspace.org/t/honorariums-processed-up-to-7-11-17/23826/2

Honorariums Processed up to 7/11/17

Geez Louise! That's a TONNE of honorariums!

11:45 AM

Added more meetings to the schedule

11:47 AM

I would not used docusign @ $50 month unless it was part of a more automated system that wires together the calendar and QBO.

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.

11:51 AM

They verify one more time and they can then put the rest of the class info in.

ahh, that is fine, removing much of the manual process is great.

Trying to remove as much as possible.

Honorariums processed: https://talk.dallasmakerspace.org/t/honorariums-processed-up-to-7-24/24313

Honorariums processed up to 7/24

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...

@Lampy (Ken Purcell) Hey Lampy, how do reimbursements work for a member of a committee?

I need to know (reimbursements) for future reference as well...

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?

$200 single item / $200 total bill / $200 a month? @David Kessinger

Single item

@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?

Will check

The Alex Rhodes Vendor account does not have it: 123 Main street nor does Alex Rhodes1 Vendor. None that I can see.

Ok. I might ping you for other verification later.

Ok does the company name show TEST?

10:48 AM

if you see my TaxID/SSN start with a 987, then it went through good.

Bueller? @David Kessinger @Lampy (Ken Purcell)

What about Bueller, don't understand question.

If you go into QBO do you see "TEST" in my company name?

9:43 PM

And your saying neither have a w9 attached?

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.

THANK YOU!!!

Would y'all want the "track for 1099" checked? @Lampy (Ken Purcell)

It would be nice, I assume you are referring to something being added to the calendar system..

Yes.

Teacher Honorariums Paid: Expense Description 3298 8/22/2017 BLOCK PRINTING BASICS – RELIEF PRINTING 3380 8/23/2017 Jewelry - Tufa Stone Casting 3363 8/23/2017 Fusion 360 Wednesdays Workshop for Newbies and Absolute Beginners! 3353 8/23/2017 Jewelry Hydroflux Torch Training 3288 8/24/2017 Learn to create a Turner’s Cube on the Sherline Lathe 3367 8/24/2017 Inspired! Making Cool Stuff Series #4 Create Beautiful Lithophanes 3368 8/25/2017 Inspired! Making Cool Stuff Series #5 How to 3D Flip on the Multi-Cam 3307 8/25/2017 hand embroidery, couching and filling and other stitches 3287 8/25/2017 Chain/scale maille weaves and projects. 3442 8/26/2017 Lathe Basics 3385 8/26/2017 Intro and Demonstration to using the Melting Furnace 3464 8/26/2017 Training Development: How to be a Makerspace Teacher 2907 8/26/2017 Laser Basics 2898 8/26/2017 HAAS Training Part 2: Control and Operation 3470 8/26/2017 Vinyl Cutter & Button Maker 3478 8/26/2017 Metaza Impact Engraving 101 3471 8/26/2017 Midnight Makers: Laser Basics - zap! 3349 8/27/2017 Fusion 360 and MultiCam CNC for Absolute Beginners! 2911 8/27/2017 Make Soap Class 3268 8/27/2017 Make a saddle-stitch book. 3330 8/27/2017 Learn/Make Batteries! 3285 8/27/2017 Using LTSpice, part I 3482 8/27/2017 Dye Sub 101 - BYOS (Bring your own shirt) 3473 8/28/2017 Day Makers Laser Basics - zap! 3421 8/28/2017 Distillation of Essential Oils 3338 8/28/2017 Learn about Concrete 3328 8/28/2017 Microbial Fuel Cell 3472 8/28/2017 Laser Basics - zap! 3371 8/28/2017 Inspired! Making Cool Stuff Series! #1 Your Face to MultiCam 3429 8/28/2017 CNC Plasma Cutter (PlasmaCAM) Training 3444 8/28/2017 Mandarin Learning 1- session 4

5:21 PM

Committee Honorariums Paid: Event ID Event Name Committee 3390 3D Printing Techniques - How to get the best print 3D Fabrication 3236 Conversational Spanish Classroom 3464 Training Development: How to be a Makerspace Teacher Classroom 3268 Make a saddle-stitch book. Creative Arts 3298 BLOCK PRINTING BASICS – RELIEF PRINTING Creative Arts 3307 hand embroidery, couching and filling and other stitches Creative Arts 3363 Fusion 360 Wednesdays Workshop for Newbies and Absolute Beginners! Creative Arts 3437 Leatherworking Project - Hip Pouch Creative Arts 3470 Vinyl Cutter & Button Maker Creative Arts 3478 Metaza Impact Engraving 101 Creative Arts 3482 Dye Sub 101 - BYOS (Bring your own shirt) Creative Arts 3285 Using LTSpice, part I Electronics 3396 Ceramic Yarn Bowls Fired Arts 3367 Inspired! Making Cool Stuff Series #4 Create Beautiful Lithophanes Infrastructure 3287 Chain/scale maille weaves and projects. Jewelry 3353 Jewelry Hydroflux Torch Training Jewelry 3368 Inspired! Making Cool Stuff Series #5 How to 3D Flip on the Multi-Cam Jewelry 3380 Jewelry - Tufa Stone Casting Jewelry 3385 Intro and Demonstration to using the Melting Furnace Jewelry 2907 Laser Basics Laser 3444 Mandarin Learning 1- session 4 Logistics 2898 HAAS Training Part 2: Control and Operation Machine Shop 3288 Learn to create a Turner’s Cube on the Sherline Lathe Machine Shop 3402 Intro to Bench Top Sherline Mill ( FULL) Machine Shop 3404 Sherline for Bridgeport Trained Users Machine Shop 3371 Inspired! Making Cool Stuff Series! #1 Your Face to MultiCam Metal Shop 3429 CNC Plasma Cutter (PlasmaCAM) Training Metal Shop 2848 Germinate Orchid Seeds Science 2911 Make Soap Class Science 3328 Microbial Fuel Cell Science

5:21 PM

3330 Learn/Make Batteries! Science 3338 Learn about Concrete Science 3421 Distillation of Essential Oils Science 3471 Midnight Makers: Laser Basics - zap! Science 3472 Laser Basics - zap! Science 3473 Day Makers Laser Basics - zap! Science 2612 Traditional Woodcarving Wood Shop 3349 Fusion 360 and MultiCam CNC for Absolute Beginners! Wood Shop 3382 Woodshop Basics Wood Shop 3440 Advanced Multicam CNC Router Wood Shop 3442 Lathe Basics Wood Shop

5:21 PM

Missing W9’s or other miscellany as to why you have not been paid: W9 - Ethan Western W9 - Hannah Pickett

@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.

@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? (edited)

@finance chair I have hesitation about the makerfair money going to the fellowship fund. Doesn't the makerfair money count as "any other income"?

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"

1

@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?

Also we need to update that square kiosk to have the current laser names

@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

Hmm... it's feeding fine but doesn't do anything at all when a payment is put in

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

Can you talk me through getting to the test feature?

let me see if I can remember

I went through the settings and support tabs but couldn't find anything helpful

No printer dialog under settings?

says printer connected

8:01 PM

receipts set to print

should be a Test Print option

Jayson found it for me! You guys are awesome

what was it? just curious

8:04 PM

paper flipped?

Paper was good

8:06 PM

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 (edited)

8:07 PM

And when you go in to choose the printer you can find the test print option

8:08 PM

basically just pushed buttons till it worked

@finance chair could we get a report for VCC's budget emailed off to the committee's chair and vice chair?

@Denzuko.sdf.org I'm not sure there's a finance chair anymore. I can provide you QBO data though

10:22 AM

What range?

Q1 should do

@Denzuko.sdf.org Sent, I dont know who your vice chair is

3:53 PM

You can forward it

that would be bill

3:55 PM

but I'll forward to him

https://talk.dallasmakerspace.org/t/when-is-the-next-financial-committee-meeting/33585

When is the next Financial Committee Meeting?

Time to elect a new Chair. The wiki is out of date, including the names of the members. So I don’t know who is responsible for scheduling the meeting. As Laser Chair, I’ve been learning a lot about my committee finances. It’s led to que...

Hi, can anyone tell me what I was charged for on 3/18?

What's the amount?

$8

9:56 AM

there's a $5 square payment that i'm aware of but not the $8

9:56 AM

the $5 has SQ in front of it, and that makes sense, but the $8 has DALLAS MAKERSPACE 214-801-8958 TX 03/18 as the label

9:56 AM

OOh

9:56 AM

sory

9:56 AM

disregard. i remember, it's for a class

Awesome

did we issue a 1099 for a Mr. Dwight Spencer?

Dwight, this is probably late, but check with Kathy at bookkeeper@dallasmakerspace.org

turns out if it's under 400 one does not have to report it. so i lucked out bit thanks John :)

Under $600 MakerSpace doesn't have to report it.

6:58 PM

Whether you do or not, I won't comment

6:58 PM

lol

6:59 PM

hey that's from HR block so no worries there

Lol

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 example, I know Metroplex Welding just bills us, but am unsure of something like Grainger

12:20 PM

also just noticed after I hit send that the last message here was April.... so going to already call "Bueller?"

You might email finance@dallasmakerspace.org

also cc bookkeeper@dallasmakerspace.org

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.

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.

2

They just don't work in our situation. Especially like the Johnson Plastics deal. Sending us paid invoices for personal purchases. Whew that sucked!

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. Again, sorry for the trouble.

1

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.

1

is there a comprehensive list of places we have accounts setup at? I asked the other day about Sams Club. I still have only a partial answer to that.

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.

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

@LukeStrickland ... do you know if Kathy is going to post the finance reports today on the wiki?

She's not

4:36 PM

I'm doing it right now

4:36 PM

sec

4:39 PM

https://dallasmakerspace.org/wiki/Board_of_Directors_Meeting_20180917#Financial_Statement

Board of Directors Meeting 20180917

@Draco you going to be around tonight?

Yep

JJ volunteered to help set me up on a laptop, if he can't do it would you be able to?

I will be available to help if I can

Ok awesome thanks1

4:52 PM

SHould just be grab laptop, plug it in, audio up, google hangouts

Is chuck going to be setup in the hangout?

As of right now he's calling in, I'll see if he's interested

nods

It's impossible to hear/be heard on the phone though..

Sent you a PM

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?

If you remind me tomorrow I can

4:59 PM

I'm booked until the BOD meeting

I'd hate to spend the bandwidth building a spam but just to do a remind for that report.

5:01 PM

sure Luke, I'll send you a calendar reminder

5:02 PM

otherwise I'll just start cosplaying as the guy on office looking for his TPS reports

1

Please direct any finance quedtions to BoD member Steve Blanchard. I have been removed as Treasurer and he is the acting interim. Thanks.

!members

There are currently 2220 members.

Hmm, down 1 since Wednesday

It fluctuates a lot. I don't remember the url of the membership breakdown. Also does David Kessinger still do the historical graphs?

@David Kessinger ?

@Photomancer on talk, Bod member

Right. Was seeing if he could answer here

Ahh, did not realize that was his username in discord.

I've seen him online recently

@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?

You need to go all the way back to 1/1/2010. The report is P&L by class report 3

7:09 AM

This is one of the things PureTax is supposed to get "improved" We should only need to do YTD if we closed previous years properly.

Some light reading before bed

eotopich01.pdf

123.77 KB

I fell asleep after the introduction:

Overview of Inurement/Private Benefit Issues in
IRC 501(c)(3).

(edited)

https://learn.guidestar.org/news/news-releases/new-research-shows-concrete-benefits-of-nonprofit-transparency

New Research Shows Concrete Benefits of Nonprofit Transparency

New research indicates that earning a GuideStar Seal of Transparency can improve a nonprofit's fundraising efforts.

@aceat64 while I agree in non-profit transparency, don't quote biased research like that

biased how?

that's basically a sales doc

6:06 PM

guidestar is doing research on their own thing they provide

it doesn't appear that GuideStar paid for it

try and find something like that from a group other than the one that's being researched

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.

carries a lot more weight

GuideStar likely only posted it because they were mentioned, true, but that doesn't make the research biased

Not what I meant

6:08 PM

I meant don't publish the Guidestar write up; go to the journal

6:08 PM

https://journals.sagepub.com/doi/abs/10.1177/0148558X18814134?journalCode=jafa

SAGE Journals: Your gateway to world-class journal research

Subscription and open access journals from SAGE Publishing, the world's leading independent academic publisher.

6:08 PM

lack of clarity natural to IM systems I guess

they did link to the study itself

look at the highlight blurb that pops in discord and the link

6:09 PM

realize most members aren't going that deep :/

the guidestar post doesn't seem to materially differ from the abstract

6:11 PM

I'll see if I can get a copy of the full paper

https://dallasmakerspace.org/wiki/Board_of_Directors_Meeting_20190415#Gift_Shop_policy_.28Kris_Anderson.29

Board of Directors Meeting 20190415

2:25 PM

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

2:25 PM

we also have to file a 990-T yearly

2:26 PM

same goes for the gallery item, though I think the storage solutions item could be argued as not UBI

Likewise if we offered supplies makers could use immediately, that probably wouldn't count as UBI (but would still need to pay sales tax)

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.

Still needs good documentation.

I don't even know how Luke found out it had been sold. I assumed b/c it showed up in QBO... Interesting...

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. (edited)

hm not showing the :party hat: on here...

The new owner posted it on Facebook

1

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.

1

Per the bookkeeper the tax extension has been filed

11:32 AM

The extension was mostly for PureTax waiting on a current inventory.

Yep, got that from Bob too. Finance meeting on the calendar for Wednesday 7pm.

@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)

done,

THANK YOU!

We are dog paddling as fast as possible.

Still would like to see year, month, day, but thank you all the same.

2:07 PM

lol

2:08 PM

I hear you. I know ya'll have a LOT to catch up on.

2:08 PM

Thank you.

done- again also added 102 Conference Room

1

EXCELLENCE!

Meeting notes are up https://talk.dallasmakerspace.org/t/meeting-notes-board-of-directors-meeting-20190512-special-meeting/55748

2:24 PM

bah wrong place

@yashsedai thanks for the quick minutes wherever you post them.

2

your welcome

https://www.huffpost.com/entry/how-to-spot-financial-fra_b_5675873

How to Spot Financial Fraud in a Non-Profit: 2 Warning Signs

We all want to believe that nonprofit corporations are full of hard-working people committed to improving society--and most are. But even the most well-m...

1

10:55 AM

This is an interesting read, though I wish it was a bit longer

Yeah, it was just getting good.

Definitely a good read.

When was the Cintas contract signed? Need that to know who was treasurer. Did the treasurer sign the contract or only a single director?

I believe the cintas stuff got installed while Steve was acting treasurer. Doesn't mean he was treasurer when it was signed, or if he signed it, however.

The contract I've seen doesn't actually have a date or even a place for a date

8:01 PM

Kris signed it

Bylaws: "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." "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." Rules: "Treasurer shall have the authority to sign as the official agent of Dallas Makerspace for financially related documents and records." "Article 11 - Contracts and Instruments The 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." Is there a vote in Board minutes saying Kris could enter into this contract?

1

Need to pull quarterly reports for the committee. Whats the login url for quickbooks?

June_treasurers_report_2019.docx

30.88 KB

What is the point of Finance if the sales dept can set rates?

@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

11:32 AM

Or was it the purchases for CAPEX? I can't recall. We're waiting on the more detailed tally. The math here isn't that easy since our account software is designed for cash accounting when we need fund accounting

11:35 AM

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

11:35 AM

I'll see what I can consolidate

11:35 AM

I'm running low on time this week, but if someone in finance can help fill Noble in it would be appreciated

I'll PM her

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. @hon1nbo (k/j/t) exsilium why are the CC parts missing? Are they all corporately owned?

no

1:52 PM

Chase bank once every year or so decides to force 3rd parties using their APIs to renegotiate their contracts

1:52 PM

in this case our expense management service, Expensify, suddenly got locked out of Chase

1:53 PM

and it had to be reset

1:53 PM

this broke our expense management and proper insight into CC data on expenditures during that time

1

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. I 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.

Talk to Brian Davis (tapper) if you'd like to help with Finance - that thankless task always needs more hours thrown at it or talk to an actual Finance volunteer as has been suggested (edited)

Actually, talk to me about oversight.

I’m not interested in helping with the finances themselves, but I might be up for discussing the overall management.

@NobleGoblin what do you mean by private members owning company credit?

Read Jim’s response above.

I have, I still don't follow

I asked if the credit cards were corporately owned. As in if they are registered under DMS. Jim stated no and gave the reasoning.

2:40 PM

Which regardless of being locked out or not, I am very skeptical to believe it’s a reason to have them under anyone else. And by all means please correct me if I’m wrong in my understanding of Jim’s answer.

yeah, I think there's a misunderstanding here, Jim is talking about how transactions are tracked/processed

2:41 PM

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

2:42 PM

e.g. typically the President and Treasurer are listed on the bank accounts, but they can't pull cash from them at will (legally)

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

2:45 PM

and similar to corporate cards, if you buy something you're not authorized to, it's a violation of your authority

Yeah to clarify, what I mean is the expense management system isn't owned by us nor is the technical system that is broken

3:00 PM

in this case the link between expensify and chase bank

3:01 PM

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

3:01 PM

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

3:02 PM

what cost centers they were in

3:02 PM

and whether they were OPEX or CAPEX

Ok, so what is the plan to fix that?

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.

4:30 PM

I don't know if that was fixed, but I know it was a large cause of delays in processing expenditures

Who adds the flair on talk? I’m not listed as the Vice Chair

Paging Infra Chair @yashsedai

Usually Chris Marlow (aka John Marlow on Talk) but Freddy might take it on.

Has anyone done a report on committee balances recently? Wondering if Motorsports has any money to spend.

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.

9:12 AM

All balances are, ahem, imperfect. Procurement 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.

So what you're saying is I need to find a purchasing agent willing to 'forget' to classify the expense... Hmmm....

9:37 AM

Kidding of course, but I'll check that out when I get to the space

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.

9:44 AM

So if you would report back, that would be helpful. (four pages!!)

I've never heard of these reports on site

11:12 AM

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 Even better if we can get these into a Google doc or similar

I used the reports at the end of my tenure as Laser Chair which was summer 2018-ish.

11:19 AM

Saw them in the binders myself.

11:23 AM

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.

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?

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.

I love when a plan comes together!

my spirit animal (edited)

Indeed. How about a google spreadsheet?

Could have the PDFs posted to the wiki, though gdrive is likely simpler

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

https://www.irs.gov/instructions/i990#idm140359633996592

Instructions for Form 990 Return of Organization Exempt From Inco...

Instructions for Form 990Return of Organization Exempt From Income Tax - Introductory Material Future Developments Whats New

12:52 PM

12:53 PM

On our annual Form 990 we are required to answer 2 separate questions: Yes/No did our board document its meetings and actions and Yes/No did our committees document their meetings and actions..

12:56 PM

@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.

12:57 PM

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.

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.

Gotcha.

12:59 PM

SIGs are not recognized in the Rules as an entity.

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SIGS report up to their parent committee, which has the spending authority (edited)

I didnt mean to spam multiple channels with this, sorry

no worries

2:43 PM

I'm intently watching nothing happen on some servers and a concentrator we're turning up at work right now...

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. (edited)

They also won't pay for all of your parking if it's Dallas

No shit, how is that fair?

2:54 PM

Like at least let us have free parking.

*something something civic duty*

3:00 PM

with emphasis on duty

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?

Frank Crowley. They kept us forever. (edited)

10:22 PM

I was very cranky about it

10:23 PM

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.

Please take this to off topic. I'm getting unnecessary alerts for finance. Thanks.

hmmm

https://talk.dallasmakerspace.org/t/honorarium-payments/61688/59

Would finance be willing to approve $300 for laser to purchase 10 lenses? We're out of lenses and will be down at least one machine because of it in the next few days.

Email finance

3:29 PM

Brad likes to keep requests documented

I mean that makes sense but I don't have an email for them. finance@dallasmakerspace.org?

4:07 PM

I just messaged brad on talk.

That should work

Also

you can send it to Brad directly or email admin@dallasmakerspace.org and all of the directors and officers will get it (edited)

is this the right place to ask about invoices?

4:30 PM

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

I'd email accounts@dallasmakerspace.org

4:30 PM

but they might traipse through here...

ok, thank you

Yeah, email is the best way as it creates a ticket

4:56 PM

Most common issue is that the card wasn't able to be billed, usually stuff like: Thought it might be fraud Not enough funds Some part of the validation criteria was wrong (address, zip, etc) Or the card expired or was replaced (edited)

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.

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

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

FYI, dropped off two of the three keys for the new cashbox in Printmaking.

6:24 PM

Will turn in the third once we get confirmation that the first two have been received so we aren't accidentally locked out due to keys being misplaced.

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Annual Report: https://talk.dallasmakerspace.org/t/2021-annual-financial-report/87321 https://docs.google.com/spreadsheets/d/1J5zW1skdviKkCWIiziqLoQ0S_JfaEvpxdppGDNNgrsY/edit?usp=sharing

Google Sheets - create and edit spreadsheets online, for free.

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