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From "Lawrence Rosen" <lro...@rosenlaw.com>
Subject RE: [REQUEST] Apache OpenOffice (incubating) - fund allocation for ACEU 2012
Date Mon, 24 Sep 2012 16:30:21 GMT
Oliver-Rainer Wittmann wrote:
> The purpose of this post is to assure ASF's charity status

If you follow the procedures described by Ross Gardler and Chris Mattmann,
there will be no effect upon our non-profit status.  Worry not!

/Larry

Lawrence Rosen
Rosenlaw & Einschlag, a technology law firm (www.rosenlaw.com)
3001 King Ranch Rd., Ukiah, CA 95482
Office: 707-485-1242


-----Original Message-----
From: Mattmann, Chris A (388J) [mailto:chris.a.mattmann@jpl.nasa.gov] 
Sent: Monday, September 24, 2012 8:15 AM
To: Oliver-Rainer Wittmann
Cc: treasurer Treasurer; ooo-dev@incubator.apache.org;
planners@apachecon.com; Ross Gardler; Melissa Warnkin; Jim Jagielski
Subject: Re: [REQUEST] Apache OpenOffice (incubating) - fund allocation for
ACEU 2012

Hi Oliver,

Thanks for your message! Comments below:

On Sep 24, 2012, at 4:48 AM, Oliver-Rainer Wittmann wrote:

> Hi ASF treasurer,
> 
> [Apache OpenOffice (incubating) community and ACEU planners on CC]
> 
> the Apache OpenOffice (incubating) community wants to spend some of its
fund for ApacheCon EU (ACEU) 2012 - see the corresponding thread on
ooo-dev@i.a.o [1].
> 
> We are currently discussing the granting processes - see [2].
> 
> The purpose of this post is to assure ASF's charity status and to clarify
the actual spending of the money regarding our planned fund allocation.
> We want to spend the following money for ACEU 2012 participants from the
Apache OpenOffice (incubating) community:
> - 10 x 300/600 EUR for travel expense subsidy
> - 30 x 100 EUR for ticket discounts for non-committers
> 
> Questions regarding assurence of charity status:
> (1) Do the planned spendings violate our charity status?

I'm not the person to definitively answer this -- I believe this has to do
with legal@ too, luckily the VP, Legal is also on the treasurer list :) so
he can help decide if there needs to be a legal@ CC here. To my knowledge
though, I think that you already have approval to proceed based on old
discussions I saw regarding this topic on board@, and also based on Ross
Gardler being a board@ guy and Apache OO mentor and bringing this up too.

> (2) What do we need to consider in our planned granting processes to
assure our charity status?

I think the most important thing is to make sure that the process is
traceable and auditable, IIRC.

> 
> Questions regarding actual spending of the money:
> (1) Is it possible to spend the "ticket discount" money via a special
promotion code in the ACEU 2012 ticket system?

Not sure about this :) The ApacheCon folks, or Mellissa, our EA, would
probably be good people to ask, so I've CC'ed Melissa here.


> (1a) If not, do you have any recommendation how the money should be spent?
> 
> (2) What are the possibilities to spend the "travel expense subsidy"
money?
> (2a) Do you have a recommendation how the money should be spent?

Regarding the above, I'd say come up with a process that is documented, you
guys decide how you want to spend it, come up with a Bill or someone to pay,
provide that information to the Treasurer@ list (me and Sam) and we'll move
forward with the approval process.

Right now, our bills are paid by having someone with the appropriate karma
put a file in:

https://svn.apache.org/repos/private/financials/Bills/received/

Then, they are reviewed by someone with the appropriate budget authority
(e.g., in Travel I believe that's Jim since he's the President) and then
placed in:

https://svn.apache.org/repos/private/financials/Bills/approved/

At that point, the Treasurer's office can pay the bill (via wire transfer;
electronic funds deposit, etc.) provided that all the information is given
to address the payee, and then once we pay, we move the bill into:

https://svn.apache.org/repos/private/financials/Bills/paid/

HTH!

Cheers,
Chris

++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
Chris Mattmann, Ph.D.
Senior Computer Scientist
NASA Jet Propulsion Laboratory Pasadena, CA 91109 USA
Office: 171-266B, Mailstop: 171-246
Email: chris.a.mattmann@nasa.gov
WWW:   http://sunset.usc.edu/~mattmann/
++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
Adjunct Assistant Professor, Computer Science Department University of
Southern California, Los Angeles, CA 90089 USA
++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++



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