<div dir="ltr">It does.  So, I'm assuming that this email from the Conservancy was sent out to all their projects and is not referring to the Evergreen Project.</div><div class="gmail_extra"><br><div class="gmail_quote">On Tue, Jun 9, 2015 at 12:31 PM, Kathy Lussier <span dir="ltr"><<a href="mailto:klussier@masslnc.org" target="_blank">klussier@masslnc.org</a>></span> wrote:<br><blockquote class="gmail_quote" style="margin:0 0 0 .8ex;border-left:1px #ccc solid;padding-left:1ex">
  
    
  
  <div bgcolor="#FFFFFF" text="#000000">
    Hi Ruth,<br>
    <br>
    With the Evergreen project, reimbursements have mostly been required
    during the conference-planning process. The Board generally approves
    the budget that comes from the conference planning team, and the
    Conservancy contact (Chris Sharp, this year) is responsible for
    sending this approved budget along to the Conservancy along with a
    link to the minutes that shows that a vote was taken. It is then the
    responsibility of the conference planning team to submit
    reimbursements in a timely manner. The Board generally doesn't get
    involved in those details. When approving the budget, it's usually a
    good idea for the Board to let the conference planning team to know
    when a budget revision is necessary. In previous years, we've
    requested budget revisions if expenditures look like they will be
    10% higher than originally budgeted (or projected income 10% lower.)
    If a conference planning team member submits an expenditure that
    does not fit within the budget, the Conservancy will raise questions
    and make sure a revised budget is approved before approving the
    expense. <br>
    <br>
    Now that we have the Outreach program going with an approved budget,
    the process is similar. The Board approved the budget for the ALA
    exhibit, and the Board-appointed members for the Outreach Committee
    are handling the expenditures/reimbursement for those exhibits. When
    possible, I try to work with the Conservancy so that they can pay
    the costs directly, but it's not always possible.<br>
    <br>
    I hope this helps.<br>
    <br>
    Kathy<div><div class="h5"><br>
    <br>
    <div>On 06/09/2015 12:11 PM, Ruth Frasur
      wrote:<br>
    </div>
    <blockquote type="cite">
      <div dir="ltr">What is the general procedure for this?  Are
        reimbursement claims generally submitted to the treasurer?  Are
        they discussed during EOB meetings?  What are some examples of
        this from the past?</div>
      <div class="gmail_extra"><br>
        <div class="gmail_quote">On Tue, Jun 9, 2015 at 11:51 AM, Chris
          Sharp <span dir="ltr"><<a href="mailto:csharp@georgialibraries.org" target="_blank">csharp@georgialibraries.org</a>></span>
          wrote:<br>
          <blockquote class="gmail_quote" style="margin:0 0 0 .8ex;border-left:1px #ccc solid;padding-left:1ex">FYI, in
            case this is relevant to anyone on our end...<br>
            <div>
              <div><br>
                ----- Forwarded Message -----<br>
                > From: "Bradley M. Kuhn" <<a href="mailto:accounting@sfconservancy.org" target="_blank">accounting@sfconservancy.org</a>><br>
                > To: <a href="mailto:project-reps@sfconservancy.org" target="_blank">project-reps@sfconservancy.org</a><br>
                > Cc: <a href="mailto:member-discuss@sfconservancy.org" target="_blank">member-discuss@sfconservancy.org</a><br>
                > Sent: Tuesday, June 9, 2015 11:38:58 AM<br>
                > Subject: *LAST* chance for reimbursement requests
                before 2015-03-01<br>
                ><br>
                > Conservancy Project Leadership Committees,<br>
                ><br>
                > I must point out to all of you that 90 days from
                2015-03-01 was about 10<br>
                > days ago, on Saturday 30 May 2015.  Per the travel
                policy, that means<br>
                > that we need Board of Directors approval for any
                expenses or travel<br>
                > reimbursement requests that you submit for
                travel/expenses that occurred<br>
                > before 2015-03-01.<br>
                ><br>
                > Meanwhile, if you or your project volunteers have
                such expenses, it's<br>
                > imperative that such expenses be submitted to<br>
                > <<a href="mailto:accounting@sfconservancy.org" target="_blank">accounting@sfconservancy.org</a>>
                by Friday 12 June 2015.  They will still<br>
                > need Board approval if travel/expenses occurred
                before 2015-03-01;<br>
                > however, for any expense reports received after the
                2015-06-12 deadline,<br>
                > I will recommend that the Board of Directors *not*
                approve those<br>
                > expenses.<br>
                ><br>
                > The reason is that we're about to close out
                Conservancy's FY 2014 (which<br>
                > ended on 2015-02-28) and we will not be able to
                modify the books for<br>
                > dates before 2015-03-01 after we close them.<br>
                ><br>
                ><br>
                > Generally speaking, there were a few serious
                problems with delayed<br>
                > reimbursement requests in FY 2014.  The 90 day rule
                is an essential part<br>
                > of our accounting process, and generally speaking,
                we may need to become<br>
                > more strict about refusing to pay late
                reimbursement requests if<br>
                > travelers continue to consistently wait more than
                90 days to submit<br>
                > reimbursement requests.<br>
                ><br>
                > BTW, if you have a reimbursement request submitted
                between 2015-05-25<br>
                > and today, it's still being processed at this time,
                and thank you for<br>
                > all who submitted them recently.<br>
                > --<br>
                > Bradley M. Kuhn<br>
                > President & Distinguished Technologist of
                Software Freedom Conservancy<br>
                >  |------> & also, de-facto Bookkeeper since
                we can't afford to hire one.<br>
                > Pls donate so we can increase staff: <a href="https://sfconservancy.org/supporter/" target="_blank">https://sfconservancy.org/supporter/</a><br>
                ><br>
                <br>
              </div>
            </div>
            --<br>
            Chris Sharp<br>
            PINES System Administrator<br>
            Georgia Public Library Service<br>
            1800 Century Place, Suite 150<br>
            Atlanta, Georgia 30345<br>
            <a href="tel:%28404%29%20235-7147" value="+14042357147" target="_blank">(404) 235-7147</a><br>
            <a href="mailto:csharp@georgialibraries.org" target="_blank">csharp@georgialibraries.org</a><br>
            <a href="http://pines.georgialibraries.org/" target="_blank">http://pines.georgialibraries.org/</a><br>
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          </blockquote>
        </div>
        <br>
        <br clear="all">
        <div><br>
        </div>
        -- <br>
        <div>Ruth Frasur<br>
          <br>
          <br>
        </div>
      </div>
      <br>
      <fieldset></fieldset>
      <br>
      <pre>_______________________________________________
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</pre>
    </blockquote>
    <br>
    </div></div><span class="HOEnZb"><font color="#888888"><pre cols="72">-- 
Kathy Lussier
Project Coordinator
Massachusetts Library Network Cooperative
<a href="tel:%28508%29%20343-0128" value="+15083430128" target="_blank">(508) 343-0128</a>
<a href="mailto:klussier@masslnc.org" target="_blank">klussier@masslnc.org</a>
Twitter: <a href="http://www.twitter.com/kmlussier" target="_blank">http://www.twitter.com/kmlussier</a></pre>
  </font></span></div>

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<br></blockquote></div><br><br clear="all"><div><br></div>-- <br><div class="gmail_signature">Ruth Frasur<br><br><br></div>
</div>