Proposal to set up a credit card for the NYC Drupal Usergroup

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tom_o_t's picture

This post is a proposal to set up a credit card for the NYC Drupal Usergroup to use for Drupal Camps and other camp-like events (e.g. Intro to Drupal camps). The card will be connected to the funds that we have raised that are in the Drupal Association's bank account. This proposal contains a process for giving the NYC community visibility into the finances of the usergroup and for raising concerns. This proposal also nominates an individual to be responsible for the credit card.

Why do we need a credit card?

The NYC Drupal community has managed without a credit card for years, but it has always been a struggle:

  • For early Drupal camps, all sponsorship money went into the bank account of a willing NYC-based Drupal company, who suffered the tax implications of this and the administrative burden of accounting.
  • For one camp, we attempted to have each sponsor pay directly for one aspect of the camp, e.g. one sponsor would mail a check to the host venue, another provided cash to pay for pizza, etc. This was a massive logistical headache.
  • For the past few camps and intro-to-Drupal day we have been able to use the Drupal Association bank account. Sponsors paid the Drupal Association, and that money was ‘tagged’ for the NYC group. We were able to use Jacob’s DA credit card to pay for expenses like food; the DA accountant mailed out a check for the venue. This worked well, but it’s not really an ongoing solution to use someone else’s credit card.

The Drupal Association have said that if we as a group can choose someone to be responsible, they will give us a credit card to use to spend the funds that we raise. This will simplify the process of putting on camps and other events.

What are the logistics of how a credit card would be used by the group?

We as a group will have one person responsible for the card, and they would make payments for most of the expenses of the events, such as food, coffee, stationary, swag, etc. That person (the accountant for the group effectively) would be responsible for keeping receipts for all purchases and reporting back the accounting to the Drupal Association’s accountant.

How will the NYC Community have visibility into the finances of the group?

We want full transparency.

The accountant for the group will be responsible for sharing a document outlining the expenses after each event showing how the money was spent (both via the credit card and via checks directly from the bank account), and what money was raised through sponsorship, event tickets, etc.

What will be the process if someone has a concern about the use of the credit card or the finances of the group?

  1. In the first case, please raise your concern directly with the treasurer (an email address will be set up and shared for this purpose)
  2. If you don’t get a satisfactory response, please post your concern to the organizer’s email list. You can sign up for this list at https://lists.mayfirst.org/mailman/listinfo/drupalcampnyc
  3. If you do not get a satisfactory response from this list, please post your concern publicly to the NYC Drupal Group at http://groups.drupal.org/nyc

Who will be responsible for the credit card?

We would like to get a credit card set up soon in order to move forward with the next Drupal Camp, scheduled for December 10th, 2011. Richard Baldwin - http://drupal.org/user/405591 - has been the treasurer of the previous Drupal Camp and an active member of the NYC Drupal Community, and the organizers of DrupalCamp NYC 10 would like to have him continue in this role and take responsibility for the credit card.

All income and expenditure will have at least two sets of intentional eyes. That second person will be identified by the group organizers soon, and until chosen I will take on that role.

What’s the next step?

  • If you have any questions or need clarification, please ask in a comment.
  • If you support this move to set up a credit card please leave a positive comment.
  • If you don’t care, please re-read, this is a pretty important move!
  • If you have a concern, or think there is something that we’ve missed here, please let us know in a comment. We want to get this process right.
  • If you think that this is an awful idea that will tear the NYC community apart, please write a response, then take some time to think it over before posting your comment. We really want to hear your concerns, but please be considerate.

Comments

Well thought out!

FatherShawn's picture

This is a well thought out proposal that includes two levels of oversight to safe guard the process: local review both by an intentional review and community transparency and a higher level of review at the Drupal Association.

As much as the Drupal Association wants to support what we do, the lag time between request and response can vary from days to weeks depending on what else they have going. They have done the same, I understand, for the Denver Group. Last I heard from Jacob, that was working well. Let's do it!

Drupaling in NYC since 2009!

+1

joebachana's picture

I'll add that the entire work in progress for this (and hopefully future) NYC Drupalcamp(s) is open to inspection - not just the finance part of it. Anyone in the community is free to look at our progress and work by registering at redmine.drupalcampnyc.org.

Thanks for putting this proposal together Thomas, -JB

Joe Bachana
First Employee at DPCI
1560 Broadway
NY, NY 10036
212.575.5609
www.dpci.com

Good idea well presented

quid.oblitus's picture

Tom, this will be great going forward.

Joe's done a great job organizing this camp - for anyone involved or watching (or working) it's impressive how this camp has come together in ways that will be clearly helpful for future camps.

re: organizers

joebachana's picture

Thanks for the compliment, but my part in this camp is very small in comparison to the herculean efforts that quite a few people are undertaking. Hopefully we'll have time to prepare a page on the www.drupalcampnyc.org site as to who performed what roles. Truly a miraculous group of dedicated volunteers.

Joe Bachana
First Employee at DPCI
1560 Broadway
NY, NY 10036
212.575.5609
www.dpci.com

Excellent work as usual.

banghouse's picture

Excellent work as usual. Thank you all for being so thoughtful and aware of the community in your process. Providing transparency and a mechanism for resolving concerns is key. This proposal comes from what is clearly a very well considered effort. It makes me proud to be part of a group that strives for the highest mark in all it does and in particular its decision making process. NYC Camp 10 feels like it's shaping up to be a great event.

+1

LP's picture

I can really only speak to the "why do we need it" aspect.. finalizing payment for food during the last camp would have been significantly easier, and created fewer "waiting" tasks in my lists if we had a card, and if an NYC organizer was able to authorize payment. I appreciate the DAs assistance, but this would be even better.

Everything else seems to be well thought out and in order, as far I can see.