Mesh/Accounting/29 May 2018

Sudo Mesh Accounting WG Meeting #4 - 05/29/2018 [RESCHEDULED]

Agenda

• Intros & Intention-setting
• Overview of income, expenses & assets as well as current/draft policies
• Discussion: Draft scope of responsibilities and limitations
• Discussion: Reschedule Inventory
• Action Items

Attendees & Intros

• Benny - accountant
• Mai - accountant
• Ben - accountant
• Jenny - accountant
• Robb - accountant

Past Action Items

• Read seller's permit documents: https://drive.google.com/open?id=1asN70i64Eogc8cSy5gfhSVK3ezbD-Xae (ALL?)
• Ask group whether they can come to sudomesh cage inventory on Thurs May 17 5-8pm
  • ben - Added announcement to tonight's meeting notes
  • Note: https://sudoroom.org/wiki/Mesh/Inventory exists and really needs some love, or should be deprecated for a spreedsheat.
  • Jenny - move to tonight's (05/29) meeting and suggest Monday (06/04) (consenso)
    • robb: should get some sturdy eye hooks and pulleys...
  • Ben - added announcement to tonight's notes.
• Share sketch of mesh storage reorg (jenny)
  • still looking for it.. may just rework it. mostly measurements of shelves and clusters of stuffs
• Look through Trello for grants/fundraising: https://trello.com/b/4N4GSasC/fundraising
• Integrate Incoming Purchases List to automatically be sent to Rocket.Chat [jenny] - DONE
• Locked petty cash box for discretionary funds; e.g. buying zip ties on the day of a node mount (robb/jenny)
  • still looking ofr a viable lockbox - BACKLOG
• Arrange a fundraising consulting meeting with Mei Lin (juul)
  • juul has external obligations this week, but we can ping him. - BACKLOG
• Open an account w/ Beneficial (jenny) - PENDING (submitted)
  • opened - need will's sig
• Set up a redirect for budget request form - https://sudomesh.org/budgetrequest and https://peoplesopen.net/buystuff (jenny) - DONE

Discussion: Reschedule Inventory

• When should we make this happen?
  • Suggested Monday (06/04) @ 5pm - will announce to meeting tonight

Overview Current Moneypaths & Policies

• Sudo Mesh Projected Budget: https://docs.google.com/spreadsheets/d/1QJetruKfHrO5bpaLDk_smXYpLSvGlzytda_6koMjlCc/edit#gid=0
• Sudo Mesh Fiscal Policies & Procedures (DRAFT): https://docs.google.com/document/d/1PeFoJUe4X3ww4mFKUMvbC4A-Yc_6sh5qbYdEgTdJpYQ/edit#
• Internal Logistics & Bureaucracy Trello Board: https://trello.com/b/LzVQlW3X/internal-logistics-bureaucracy-brainstorms
• Finance/Accounting Trello Board: https://trello.com/b/Hz2DAmLW/accounting-finance
• Quickbook Accounting Tutorials: https://drive.google.com/drive/folders/1w9eond-kZAMVo3Nk8k0nR4J9yXdq23P5?usp=sharing

Discussion: Draft scope of responsibilities and limitations

• For Board Meeting:
  • https://www.nonprofitaccountingbasics.org/reporting-operations/finance-committee-committee-chair-responsibilities
  • https://boardsource.org/resources/finance-committee-fundamentals/
  • https://omnicommons.org/wiki/Finances_Working_Group

Copypasta'd from Omni, draft: Mission: To ensure the continued financial health of Sudo Mesh.

The Sudo Mesh Finances Working Group is tasked with:

recording all costs and revenues and monthly reporting of this information in a transparent way;
paying bills out of Sudo Mesh's bank account or accounts;
collecting funds from member collectives and depositing them in Sudo Mesh's account or accounts;
forecasting the financial health of Sudo Mesh and highlighting risks and opportunities;
filing all paperwork regarding finances as required by law;
alerting Sudo Mesh of any breach or other variance from agreed financial contributions by member collectives.

The Sudo Mesh Finances Working Group is empowered to:

issue checks for monthly expenditures: 
basic operating supplies (TBD by the Board, not to exceed a set amount);
issue checks to designated parties for all other outlays as agreed by 3/4 consensus at the Sudo Mesh Board meeting;

ben - not sure about the 3/4 consensus bit; at the very least, it's unclear what this means benny - proposal: monthly expenditures below a certain amount ($50/monthly?) and one-time expenditures below a certain amount ($500) can be issued by a single working member otherwise, you need to go through some extra hoop (3/4 consensus or 3 signatures or something) should keep an eye on recurring costs do a monthly general report? or a weekly update? yes commitment to transparency on wiki or eg opencollective.org loomio subgroup for board members? (self-hosted?) trying to decide whether to require a quorum of board members or just 3 different signatures Options to present at tonight's meeting: Require X signatures for purchases above $Y (e.g. X=3, Y=500) Require consensus among a quorum of P% of the board for purchases above $Y. Otherwise, just get a member of AWG to help you make the purchase. (e.g. P=75, Y=1000)

mozilla round 2

• round 1: https://docs.google.com/document/d/1IMefTIKiQEXw9A68p9BoEsLup7nbwIPwdzoqZ9tnWIg/edit#
• round 2: https://docs.google.com/document/d/1jaMwjvCEiNETpSZRHJlmGPBWgi6vErHHTNoXVBOi2ow/edit
• jenny: major things i saw requested were req for a 5min demo of the working prototype
  • ben: would be great to get video working and record/stream something from terry&mary jo's to neighbor (e.g. one end of call on MJ&T's roof, the other on the roof of the Omni, over the mesh. Show a map.)
    • jenny: also clips of mounting gear at paxio/archive/peef's
      • mai: showing services that are working on the network
        • jenny: could be a good hackathon focus - take a look at maxb's service-browser/playbooks: https://github.com/sudomesh/mesh-playbooks
  • also proof of replicability - suggestion to videochat with eg OlyMesh and the forming portland mesh: https://www.facebook.com/olymesh/posts/2089061718038587 (OlyMesh)

Action Items

• add upload option if possible to jotform for reimbursement requests - jenny
  • https://www.jotform.com/help/332-How-to-Create-File-Upload-Forms

Last Meeting Notes

• https://sudoroom.org/wiki/Mesh/Accounting/8_May_2018