[IAEP] Motion: To append to existing bylaw for Finance Manager new procedures

[Dave Crossland]

Motion: To append to existing bylaw for Finance Manager new procedures
for requesting, obtaining, and reporting use of Sugar Labs funds.



All monetary distributions must be requested from Conservancy by the
appointed Finance Manager according to the following guidelines:

Expenses:

- Expenses under $Y do not require prior approval by SLOB.

- No expenses over $Y will be paid without prior approval by SLOB. The
amount permitted under this provision ($Y) will be set initially by a
simple majority of SLOB and may be changed as needed by a simple
majority of SLOB.

- Expenses over $Y must be presented as a Request (as defined below)
to the Finance Manager who will review the purpose, goals, location
dates, personnel, reporting procedures, and budget. The Finance
Manager may assist the person submitting the Request with suggestions
for changes and improvements. The Finance Manager will include each
Request for expenses in their next Report.

At the SLOB meeting, the Chair will coordinate the presentation of
each Request, one at a time, for voting so that it is clear which
proposal is being considered for approval in any given vote.

Once a Request is approved, all budget items in the Request will be
considered approved and will need no further action by SLOB.



Requests for budgets:

A request for a budget (Request) must be presented to the Finance
Manager via email to the IAEP list.

Requests over $Y must be presented to the Finance Manager at least 120
hours in advance of the next Meeting. The Finance Manager will present
each Request to SLOB at least 72 hours in advance of the meeting for
consideration, by posting the full text of each Request on the
wiki.sugarlabs.org website as part of their Report.

Requests under $Y can be approved or disapproved by the Finance
Manager at their sole discretion; SLOB approval is not required. The
Finance Manager will detail each request, including both those
approved or disapproved by themselves, in their Report. SLOB can
provide feedback to guide future decisions by the Finance Manager.

Requests must include, and are not be limited to, the following:

1. Purpose of the funds

2. Budget proposed (in USD)

3. Details that include, but are not limited to:

- Names, qualifications, and proposed duties of natural persons to receive funds
- Proposed expenses for materials and supplies
- Dates the project will start and finish
- Goals to be accomplished
- Services that will be rendered, or confirmation there will be none
- Deliverables that will be received by SLOB, or confirmation there will be none



Disbursements:

Once a request for funds has been approved, the Finance Manager will
manage the disbursement of funds from Conservancy.

- Any Request under $Y will be confirmed by the Finance Manager via
email to the IAEP and SLOB lists as approved or denied within 72 hours
of receipt of the Request. If approved, recipient will invoice
Conservancy for the approved amount. Conservancy will generally pay
within about 30 days of receipt of invoice.

- Any Request over $Y (for previously approved budgets) will be
confirmed by the Finance Manager in writing (typically email) as
approved or denied within 72 hours of the Meeting. If approved,
recipient will invoice Conservancy for the approved amount.
Conservancy will generally pay within about 30 days of receipt of
invoice.



Reporting:

After each Budget’s completion, the results will be reported in
writing by the Finance Manager to SLOB as part of their next Report.