Robert Brockway | 7 Jul 18:51 2012

Business Continuity

Hi all.  As mentioned a few months ago I'm looking at business 
continuity planning.

I figured a good place to start was finance.  So to kick this off a few 
questions are below.  Topics like this may have been touched on previously 
but I'd like to establish the current state.

Questions:

(1) Who has signing rights on the bank accounts?

(2) Who has access to web banking at the moment?

(3) If the banks send paper statements, do we have scanned copies 
available?

I'm going to be developing the BCP doc here: 
http://www.spi-inc.org/drafts/bcp/

Cheers,

Rob

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Email: robert <at> spi-inc.org		Linux counter ID #16440
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Free and Open Source: The revolution that quietly changed the world
(Continue reading)

Michael Schultheiss | 8 Jul 19:45 2012

Re: Business Continuity

Robert Brockway wrote:
> Hi all.  As mentioned a few months ago I'm looking at business
> continuity planning.
> 
> I figured a good place to start was finance.  So to kick this off a
> few questions are below.  Topics like this may have been touched on
> previously but I'd like to establish the current state.
> 
> Questions:
> 
> (1) Who has signing rights on the bank accounts?

Josh Berkus and I have signing rights on the Key accounts.  Jimmy
Kaplowitz and I have signing rights on the Chase accounts.

> (2) Who has access to web banking at the moment?

Myself and Josh Berkus for Key, myself and Jimmy for Chase.

> (3) If the banks send paper statements, do we have scanned copies
> available?

All bank statements are available electronically.

--

-- 
----------------------------
Michael Schultheiss
E-mail: schultmc <at> spi-inc.org
(Continue reading)

Jimmy Kaplowitz | 8 Jul 20:05 2012

Re: Business Continuity

Thanks Robert for starting this and Michael for following up.

On Sun, Jul 08, 2012 at 01:45:39PM -0400, Michael Schultheiss wrote:
> > (1) Who has signing rights on the bank accounts?
> 
> Josh Berkus and I have signing rights on the Key accounts.  Jimmy
> Kaplowitz and I have signing rights on the Chase accounts.
> 
> > (2) Who has access to web banking at the moment?
> 
> Myself and Josh Berkus for Key, myself and Jimmy for Chase.

Might also be worth documenting who has what SPI debit/credit cards and
physical checks.

I have an SPI Visa debit card connected with the Chase account - I would be
fine putting the last 4 digits and expiration date in a non-public version of
the doc. It has ATM withdrawal ability but I'd need to reset the PIN before
doing that.

I don't believe I have any SPI checks in my possession.

Who has what access and authority to the Ameriprise and Debian-debit-card
accounts? (Signing rights, physical checks, web banking access,
paper/electronic statement access, card access, ATM access.)

Side note: I have some old receipts/invoices from past DebConfs in my
possession from when I was handling SPI or DebConf money matters. These have
all been recorded and tracked properly, it's not an issue of completeness. I'm
happy to send them to the treasurer or secretary if desired, destroy them if
(Continue reading)

Stefano Zacchiroli | 8 Jul 20:27 2012
Picon

Re: Business Continuity

On Sun, Jul 08, 2012 at 02:51:35AM +1000, Robert Brockway wrote:
> (3) If the banks send paper statements, do we have scanned copies
> available?

On this very same note:

(4) if $other_entity send paper documents, do we have scanned copies
available?

It is my understanding that the long standing Debian request of getting
transaction records for the past years is blocked by the existence of
paper documents (e.g. receipts) that have not been scanned. As long as
those documents exist in only paper form, they contribute to the
creation of SPOFs.

Cheers.
--

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Robert Brockway | 9 Jul 01:22 2012

Re: Business Continuity

On Sun, 8 Jul 2012, Michael Schultheiss wrote:

Thanks Michael.  That has made things much clearer.

>> Questions:
>>
>> (1) Who has signing rights on the bank accounts?
>
> Josh Berkus and I have signing rights on the Key accounts.  Jimmy
> Kaplowitz and I have signing rights on the Chase accounts.
>
>> (2) Who has access to web banking at the moment?
>
> Myself and Josh Berkus for Key, myself and Jimmy for Chase.

Josh, could you verify that you can log in successfully to the Key 
web banking?

Jimmy, could you verify that you can log in successfully to the Chase web 
banking?

>> (3) If the banks send paper statements, do we have scanned copies
>> available?
>
> All bank statements are available electronically.

Do you mean that they are available through web banking or that we keep 
electronic copies elsewhere?

Cheers,
(Continue reading)

Michael Schultheiss | 10 Jul 23:17 2012

Treasurer's Report as of 2012-06-30

This report uses a cash-based method of accounting, recording donations
when deposited (not when the check was written or received by us) and
recording expenses when sent or scheduled for payment (not when
incurred).

Income Statement
for the Period June 01, 2012 - June 30, 2012

 Income
   Ordinary Income
        Arch Linux                       1,653.42
        DebConf 12                      20,946.00
        Debian                             761.00
        FFmpeg                               3.14
        FreedomBox Foundation               10.00
        Gallery                             20.00
        Jenkins                             25.00
        LibreOffice                         75.00
        PostgreSQL                         150.81
        SPI General                        325.00
        SPI 5%                             138.62
        The HeliOS Project                 149.00
        YafaRay Code Sprint                 25.00

        Total Ordinary Income           24,281.99
                                        ---------

   Interest Income
        Key Bank Money Mkt Savings           0.59
        Chase BusinessClassic Checking       0.57
(Continue reading)

Robert Brockway | 12 Jul 15:40 2012

Other Business - Debian audit

Hi all.  Debian is waiting on information from SPI to conclude an internal 
financial audit.  The possibility of having Martin Michlmayr (debian 
auditor) work with Michael Schultheiss to complete this has been discussed 
in the past.

I'm conscious of the workload expected of a treasurer.  While Michael may 
need to complete some of the work, I believe quite a lot of it could be 
offloaded to someone who has the right access to the records.

As such, I suggest that at this point we appoint Martin Michlmayr as an 
assistant treasurer for a fixed period (say, 90 days) if he is still 
interested so that he can extract the information from the financial 
records that Debian needs.

I'd like to discuss this during other business at the July board meeting.

Cheers,

Rob

--

-- 
Director, Software in the Public Interest, Inc.
Email: robert <at> spi-inc.org		Linux counter ID #16440
IRC: Solver (OFTC & Freenode)
Web: http://www.spi-inc.org
Free and Open Source: The revolution that quietly changed the world
Stefano Zacchiroli | 24 Jul 12:19 2012
Picon

Re: Other Business - Debian audit

On Thu, Jul 12, 2012 at 11:40:19PM +1000, Robert Brockway wrote:
> Hi all.  Debian is waiting on information from SPI to conclude an
> internal financial audit.  The possibility of having Martin
> Michlmayr (debian auditor) work with Michael Schultheiss to complete
> this has been discussed in the past.
> 
> I'm conscious of the workload expected of a treasurer.  While
> Michael may need to complete some of the work, I believe quite a lot
> of it could be offloaded to someone who has the right access to the
> records.

Given the struggle we've been going through in Debian to get access to
our transaction records (still unsolved), I'd be totally in favor of
this. But of course I've some sort of conflict of interest in this,
given that I'm also Debian liaison at SPI. FWIW, I'd have no objection
if other projects hosted by SPI wish to have access to Debian
transactions, as they're meant (from the Debian POV at least) to be
fully public anyhow.

> As such, I suggest that at this point we appoint Martin Michlmayr as
> an assistant treasurer for a fixed period (say, 90 days) if he is
> still interested so that he can extract the information from the
> financial records that Debian needs.

To be more precise on this, Debian has as an auditor team, formed ATM by
two people: Martin Michlmayr and Martin Wuertele. They can both be
reached via the auditor <at> debian.org (Cc:-ed) role address. We'd like to
get "role" access to Debian transaction, so that members of the team
could both get access to "our" data, without adding new SPOF, this time
on our side.
(Continue reading)


Gmane