[Board] OSGeo accounting and IRS filings

[Jeff McKenna]

Hi Daniel, I'm responding on my phone today so I'm not so settled at the moment, but regarding meeting in Portland, with the help of the Portland committee I have reserved a boardroom for the morning of the code sprint for us to use (Saturday)... will discuss all this in tomorrow's Board meeting.  It could also be a spot for you to meet the accountant.  Talk shortly,

-Jeff

On Aug 13, 2014 4:41 PM, Daniel Morissette <dmorissette at mapgears.com> wrote:
>
> 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/ 
> Provider of Professional MapServer Support since 2000 
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