[Board] OSGeo accounting and IRS filings

[Daniel Morissette]

Hi Board,

My term as board director will end with the current board election, and 
presumably my role as treasurer as well. I have started preparing a 
treasurer update that I will send to this list, but in the meantime I 
have a question for the board:

In order to facilitate passing the flag to the next treasurer, I would 
like to take advantage of my time in Portland in September for FOSS4G to 
work face to face with Alan Strand, our accountant, to review/cleanup 
the accounting for fiscal years 2011, 2012 and 2013, and prepare for 
filing required IRS 990s now that our nonprofit status has officially 
been cleared. Alan is based in Tacoma, WA, which is ~2hrs from Portland, 
and working face to face with him should make it much easier to cover 
quite a bit of ground and set things up to work more smoothly with the 
next treasurer in the future.

The reason for this email is that since my term as director will be over 
after the election, I wonder if my term as treasurer ends at the same 
time or not. Or if it ends only the day that a new treasurer is named by 
the new board. Section 5.1 of our bylaws state that treasurer does not 
need to be a director, so does this mean that even if my term as 
director ends I continue as treasurer until a new treasurer is named?

I do not want to continue as treasurer for ever (no worries) and I am 
hoping that a new treasurer will be named ASAP by the new board, but I 
am also wondering about what happens in the interim because of the 
opportunity of working face to face with the accountant in September... 
bad timing, but gotta take advantage of it.

If my role as treasurer continues until a new treasurer is named then no 
action is required in response to this email. This email just becomes a 
FYI that I will work with the accountant in September in Portland to 
wrap up the books before passing the flag.

However if the consensus is that my term as treasurer ends with the 
election, then in order to facilitate the transition I would like to either:

1- be formally mandated by the board to complete those accounting and 
filing tasks with Alan after the end of my term as director/treasurer. 
Keeping in mind that this will also incur some fees out of the 
accounting budget for Alan's time (this was already budgeted, just never 
used)

or

2- be formally appointed to continue as interim treasurer after the 
election (after my term is over as director) until a new treasurer is 
appointed by the new board. Section 5.1 of our bylaws state that the 
treasurer does not need to be a director, so this is fine with our 
bylaws, and would allow for a smoother transition until the new 
treasurer is ready to roll.

Please think about this and we can make a decision at the board meeting 
this Thursday.

-- 
Daniel Morissette
T: +1 418-696-5056 #201
http://www.mapgears.com/
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