[ladrupal-organizing] Proposed guideline for allocation of LA Drupal Association (LADA) funds

[John Romine]

Hello all,
Rain and I have been working on some draft guidelines for spending LA Drupal
Association funds (see below). We'd like to open this up for feedback and
discussion.

John
Guideline for allocation of LA Drupal Association (LADA) funds

Funds held by the LA Drupal Association shall be used for the general
purpose for which they were solicited.


 To accept proposals for spending of funds, please provide:

   - The names and contact info for 2 principal organizers of the event.
   Proposals for events/projects with a single organizer will still be
   considered, but the proposal must show that a single organizer is enough to
   pull off a successful event/project.
   - A description of the event (dates, location, sponsorship, purpose,
   target audience, # of anticipated attendees, topic, etc.).
   - An income and expense budget estimate for the event.


Proposals will be considered by the LA Drupal Association and approved by
majority vote of the board members.


 To request funds for an expense, provide

   - For expenses over $400, written approval (can be email) for the
   expense from the 2 principal event organizers and one of the LA Drupal
   Association board members (no more than two of these individuals can be
   from the same company). At the discretion of the LADA Treasurer, approvals
   for expenses under $400 may require a full approval cycle.
   - For release of funds to a vendor:
      - Provide a written invoice from the vendor (can be email), to the LA
      Drupal Association treasurer.
      - Checks will only be written to vendors, not to individuals
      (reimbursements handled separately).
      - Requests (including invoice and approvals) must be received by the
      LA Drupal Association Treasurer at least 5 business days in advance.
      - Once the check is received by the vendor, we need a written receipt.



Reimbursements

   - Reimbursements will only be given for expenses that are pre-approved
   (*prior* to the expense) by the 2 principal event organizers, the LA Drupal
   Association Treasurer, and at least one other LA Drupal Association board
   member (in order to ensure that we have the funds and they are being spent
   in accordance with donor expectations).
   - To apply for reimbursement, attach all original receipts with clear
   scotch tape to as few pieces of 8 1/2 x 11 standard sheets of paper, and
   include a itemized document listing the expenses and the total.  Then
   provide a CLEAR scan or photocopy of these sheets in your official
   reimbursement request. Be sure to omit personal and sensitive information
   such as personal addresses, phone numbers, social security numbers, bank
   account numbers and credit card numbers from all receipts.  The document
   should also include the legal name to whom the check must be written and
   the mailing address for mailing the check.



Sponsorships

Sponsorships are solicited by event organizers for specific events and
projects. Sponsors give money to LA Drupal Association to use at our
discretion.  Sponsors don't receive anything for their donations beyond
recognition by community event organizer(s) of said sponsorship --
sometimes on a website, post, or event schwag. It is the responsibility of
each sponsor to ensure they gain any intended recognition for sponsoring.
 Any disputes must be brought-up and resolved prior to or during the event
that is being sponsored.

On occasion, the sponsorships received may exceed the amount of money
required for the success of the event or project for which the money was
solicited. In these events, the funds are then re-allocated to a general
pool for the use and benefit of the LA Drupal community at large. At times,
this may mean covering costs for events that are not otherwise fully
covered by sponsorship(s). Otherwise, this money may be used for events and
projects as proposed through the process described above.

Sponsors can, and are encouraged to, deal directly with venues and other
3rd parties directly on behalf of helping LA Drupal. If sponsors go this
route, they will want to coordinate directly with the event/project
organizers for vendor information.

Sponsorship checks given directly to LA Drupal should be written out to the LA
Drupal Association and, as of February 3, 2012, mailed to:

LA Drupal Association
℅ Treasurer Rain Breaw
P.O. Box 5945
Glendale, CA 91221-5945

Please note that the mailing address may change in the future, and if it
does, this set of guidelines will be updated accordingly.
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