Event:2018/08/15 Finance

Finance/Fundraising Meeting - 15 August 2018

Attendees

• Laura, Brian, Jenny, new volunteer Dan

Updates

• Jenny sent a joint proposal to Handshake (cryptocurrency company giving donations to aligned nonprofits) . Emailed her this morning to say that they will give $100,000 to Sudo Mesh
  • Laura - this might affect what Delegates are willing to accept in the lease. (see below)

Discussion Items

• Budget check in - how are we doing and do we have any extra for things like extra trash pick up, entrance hall lighting, or a cleaning service
  • $13K in Operating Reserve Fund (Savings Acct) - 2018 goal: $24K
  • We are a bit behind in reconciliations and big spreadsheet updating but the sense is we have enough to add additional trash pickup
  • Water bill will be going down substantially no tat leak is plugged

• Sudo Mesh contract:
  • still waiting on insurance quote before can sign lease w Omni - $100/month to Sudo for "rent," + use standard booking process and rental fees for events, use only Sudo Room space, free bandwith to Omni once get donated gigbits connected.
  • Will need to get delegates approval
  • Haven't decided about being a member collective, some are interested

• ABDC move out - keys not returned, stuff still in ticket booth room, owe rent from January
  • We did not make them pay deposit or LMR becasue they were a fiscally sponsored project
  • Marcus will give us a copy of his key

• Move bank account to Beneficial
  • Jenny has pinged Tommy multiple times, but still no online access. Maybe need to go in person tomorrow. Sent another email and copied finance wg mailing list

• Tax Exemption status for building tax, we should have heard from them by now. We should check in with them again - Brian will do so.

• Omni Office Space use/security/access
  • No action at this stage. Feel like some security stuff has gtotten better, and not much in terms of neccesary action items.
  • We will talk to Needa about clearing out the extra stuff being stored in the office.
  • Potentially organize an office work party to clean/arrange things.

• Trash - Need more trash pickup - Has this been resolved?
  • Laura will set up additional trash pickup

• New member collective recruitment and policy development
  • Several groups have recently moved out. We probably want to start creating a process to recruit new member collectives, and then start looking for new collectives.
  • Will update the wiki page: https://omnicommons.org/wiki/Join with more precise criteria (eg. min. # of members, collective process) and structure (eg decision needs to be made within 3 meetings)
  • Process meetings currently being organized by Laura in tandem with Lynn, Almaz, Anka, Ken
  • https://docs.google.com/document/d/1QV6vAXjWXfxcVNn7othRLbGvb2ozFb9VxKpWZCV9PXU/edit

• Taxes
  • Deadline: November 15
  • Laura will ask Jose/Maria if they can do taxes for OOC. IF they cannot, Laura will do it. emailed them 8/22
    • What money was in the OOC account has been nearly entirely paid out. There is just a little left to pay the Lawyer. Currently the bank account has $489.23.
  • OC

• Bookkeeper hiring process
  • Is there a way to word an independant contractor role such that hours of work are not clearly defined? Can it be project based rather than hours based? - Dan says yes.
  • CAn an independant Contractor -also- volunteer their time on a project without violating labor laws? - Brian says probably, based on vague recollections of how the Gilman works. But check.
    • Google doc for tracking the hiring process / Laws around this:
    • Make list of tasks we would want bookkeeper to do, and categorize by montly, annually, etc.
    • Doc for writing this up: https://docs.google.com/document/d/1NbEknusWMjUJvkzkAwq_sGmabQCWvwRofqMruuh6Iw4/edit
  • Guide for Nonprofit Employees / Contractors / Volunteers: https://www.mtnonprofit.org/uploadedFiles/Files/Org-Dev/Principles_and_Practices/Other_Sample_Docs/Employees-Independent-Contractors-Volunteers.pdf
  • IRS Guidelines: https://www.irs.gov/charities-non-profits/exempt-organizations-independent-contractors-vs-employees

• Ballroom measurements for fire dept
  • Do we want to send the fire inspector the actual measurements for the Ballroom. He may be able to increase the occupancy for the space if we do so.
    • Laura will send

Action Items

• Jenny send out doodle for QB training & Working Meeting - sent 8/26: https://doodle.com/poll/qseqkpe2tqafdbqi
• Jenny will talk to Evan about HNJ status and their stuff in basement closet. HNJ has dissoved so should be moved out. - Message sent 8/26
• The Village needs to create its own bank account. Brian will bring this up with the coordination team.
• Ping property tax assessor's office - Brian
• Laura will set up additional trash pick up - contacted WM 8/22
• Talk to Needa about office space usage / office workparty - Jenny - contacted but not yet convened
• Laura will ask Jose if he is willing to do the OOC taxes, if not him Maria. Laura will do it if they won't. emailed 8/22
• Work on contractor hiring process doc -all - https://docs.google.com/document/d/1NbEknusWMjUJvkzkAwq_sGmabQCWvwRofqMruuh6Iw4/edit
• Ballroom measurements - Laura
• Write up fiscal sponsorship contract for Bill - Jenny - done & sent 8/26
• Laura - check into EBMUD reimbursement for fixing leak
  • There isn't any program like the one described by the plumber. There is a customized rebate program for water saving upgrades we might be able to do if we make major changes. Must pre-apply before making plan or doing work: https://www.ebmud.com/water/conservation-and-rebates/commercial/rebates/commercial-customized-rebates/