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--- standing_rules [2023/02/23 20:52] – [7. Access] major update mpickhard
+++ standing_rules [2023/02/24 01:10] – [9. Shop Budgets and Purchase Requests] major update mpickhard
@@ Line 156: / Line 156: @@
 **8.1  Signatories **
-Signatory responsibility for the Bodgery’s bank accounts resides in the President and Treasurer of the Board. Checks and purchase cards for the Bodgery’s financial accounts shall be issued only to the President and Treasurer of the Board for their exclusive use, and will be surrendered to the Board or destroyed upon their leaving office.
+Signatory responsibility for the Bodgery’s bank accounts resides in the Board President and Treasurer. Checks and purchase cards for the Bodgery’s financial accounts shall be issued only to the President and Treasurer for their exclusive use, and will be surrendered to the Board or destroyed upon their leaving office.
 **8.2  Purchase Authority **
-The Board may delegate purchase authority to any member, ad-hoc group of members, or committee on a case-by-case basis in order to expedite necessary expenditures or ensure proper upkeep of the Bodgery and its facilities.
+Purchases and expenditures made on behalf of the Bodgery must be made within the scope defined by the Board. The Treasurer must be notified after purchase with a valid receipt. Expenditures must have approval in the manner of the first qualifying item in this list:
-The nature and amount of the purchase, the member or members to whom the purchase authority is delegated as an “assigned agent”, and the time frame for the purchase or expenditure must be approved by a majority vote of the board.
-Purchases and expenditures made on behalf of the Bodgery may be made within the scope defined by the Board, the Treasurer must be notified after purchase, and obtain require approval in the manner of the first qualifying line:
    - Expenditures that the board finds are necessary to the safety and security of the Bodgery and its members (such as liability insurance premiums, fire suppression equipment, security cameras, etc.) require a majority vote of the Board to be granted approval.
-   - Any expenditures more than $1,000 that are to be made by any member on the Bodgery’s behalf require a majority vote of the Board and a plurality vote of the membership to be granted approval.
+   - Expenditures more than $1,000 require a majority vote of the Board and a plurality vote (i.e. a majority of the votes cast) of the membership to be granted approval. The board must re-approve the expenditure if it is not made within a year of the initial board approval.
-   - Expenditures more than $100, but less than $1000 that are to be made by any member on the Bodgery’s behalf require a majority vote of the Board to be granted approval.
+   - Expenditures made by area captains, machine captains or their designee, up to the amount in their area balance, do not require prior approval.
-   - Expenditures made by area captains against their tracked balances or predetermined budgets (and within those limits) do not require prior approval, and the Treasurer must be notified after purchase.
+   - Expenditures more than $100 (but not more than $1000) require a majority vote of the Board to be granted approval. The board must re-approve the expenditure if it is not made within a year of the initial approval.
-   - Expenditures less than $100 that are to be made by any member on the Bodgery’s behalf require prior written or email approval from either the Treasurer or President.
+   - The Board may delegate purchase authority to any member, ad-hoc group of members, or committee. The nature and amount of expenditures, the members to whom the purchase authority is delegated, and the time frame for expenditures must be approved by a majority vote of the board.
+   - Expenditures less than or equal to $100 that are to be made by any member on the Bodgery’s behalf require prior written approval from either the Treasurer or President.
 **8.3  Reimbursements **
-Any member requiring reimbursement for a purchase or expenditure should send an email to treasurer@thebodgery.org with their full name, the amount requested, the date of the purchase, their desired means of reimbursement, and an attached copy of the receipt.
+Any member requesting reimbursement for a purchase or expenditure should send an email or Slack DM to the Treasurer with their full name, the amount requested, the date of the purchase and an attached copy of the receipt. Reimbursements will be made by PayPal unless other arrangements are made beforehand.
-Upon receipt of the email, the Treasurer shall confirm that the purchase was made according to the procedures outlined above. Upon confirmation, the treasurer shall issue a reimbursement to the requesting member.
+Upon receipt, the Treasurer shall confirm that the purchase was made according to the procedures outlined above. Upon confirmation, the Treasurer shall issue a reimbursement to the requesting member.
 **8.4  Financial transparency **
-The Treasurer must provide the Board with a complete and accurate financial picture of the Bodgery’s accounts at least once a month.
+  * The Treasurer should provide the Board with a complete and accurate financial picture of the Bodgery’s accounts at least once a month.
+  * The Treasurer should provide the Bodgery’s membership with an up-to-date financial report at least once per calendar year. This report should include:
-The Treasurer must provide the Bodgery’s membership with an up-to-date financial report at least once per calendar year. This report must include:
+    * A summary of the Bodgery’s income broken down by month and category
-   - A summary of the Bodgery’s income broken down by month and category, and
+    * A summary of the Bodgery’s expenditures broken down by month and category
-   - A summary of the Bodgery’s expenditures broken down by month and category
 **8.5  Transition process **
@@ Line 194: / Line 189: @@
 Until this transition is complete, the outgoing President and Treasurer shall maintain responsibility for financial concerns, but are required to inform the new officers and the Board of all transactions that take place and their outcome.
-==== 9. Shop Budgets and Purchase Requests ====
+==== 9. Shop Areas and Purchase Requests ====
-**9.1  Shop Budgets**
+**9.1  Shop Areas**
-Shop budgets are defined as a monthly allowance of funds taken from the Bodgery’s general available funds to be used towards maintenance, repair, and improvement of a specific area of the shop and may be spent by specific allowed Authorized Agents.
+Shop area budgets are defined as a monthly allowance of funds taken from the Bodgery’s general available funds to be used towards maintenance, repair, and improvement of a specific area of the shop. The monthly area budget accumulates as an area balance. The money in the area balance may be spent by Area Captains per the Purchase Authority.
+If the board decides that the available general funds are not sufficient to provide area budgets, then either no distribution will be made or the amount available will be distributed proportionally among the allocated budget amounts.
-Budget amounts will be distributed on the 1st of every month.
+Area budgets may be created, modified or eliminated by a majority vote of the board. The amount of a budget will be determined by the board’s best judgement, which may include but is not limited to historical repair/maintenance costs, frequency of space utilization, availability of funds, and fairness of distribution.
-Budgets will be funded from the Bodgery’s preceding month’s income after all other expenses or reserves (insurance savings, e.g.).  If income is less than zero, no distribution will be made. If the income is not greater than the sum amount of budgets to be distributed, then the amount available will be distributed proportionally among the allocated budget amounts.  An exception to this rule may be made if a single month had a disproportionately large one-time expense; treasurer will identify an exception of this nature in the monthly report.
+**9.2 Machine Fee Areas**
-Budgets can be created or modified by a two-thirds vote of the board. The amount and structure of a budget will be determined by the board’s best judgement, which may include but is not limited to historical repair/maintenance costs, frequency of space utilization, availability of funds, and fairness of distribution.
+Machines with a machine-specific fee may be administered by a Machine Captain rather than an Area Captain. Because Machine Captains have purchase authority, they must be approved by the board or the corresponding Area Captain, if any.
-Budget balances (not tracked balances) not spent before the end of the month in which they were distributed will will roll over into the area’s tracked balance.
+**9.3  Purchase Requests**
-**9.2  Purchase Requests**
+Assigned Agents (including but not limited to Board Members and Area Captains) may make purchases or bring requests for purchases to the board.
-Assigned Agents (this includes but is not limited to Board Members and Area Captains) may make purchases, or bring requests for purchases to the board.
 Members with purchase requests/suggestions should first bring the topic to the appropriate Area Captain(s), or Assigned Agent(s) if it doesn’t fall under a shop area’s purview.
 If members disagree with their Area Captain(s) or Assigned Agent(s) regarding the necessity of a requested purchase, they may bring the request directly to the board during the ‘member comments’ section.  In addition to the above purchasing guidelines, the Board will consider the request on the additional guidelines of sufficient member support, and should seek input from the Area Captain(s) or Assigned Agents(s) as to why they initially declined to pursue the purchase.
 ==== 10. Discipline Policy ====
 The board may terminate membership immediately if a member: