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From Pumping Station One

2015 Budget Vote (view source)

Revision as of 03:27, 21 January 2015

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== Sponsor ==
 
== Sponsor ==
   −
* Tom
+
* [[User:Amishhammer|Tom Judge]]
−
* Justin
+
* [[User:Justin|Justin T. Conroy]]
−
* Jenny
+
* [[User:Sylphiae|Jenny Tong]]
    
== History ==
 
== History ==
Line 10: Line 10:  
* 2014-12-04 - Sponsor Meeting 2
 
* 2014-12-04 - Sponsor Meeting 2
 
* 2014-12-11 - Sponsor Meeting 3
 
* 2014-12-11 - Sponsor Meeting 3
 +
 +
* 2015-01-06 - Vote announced on the mailing list
 +
* 2015-01-20 - Language locked in.
 +
* 2015-01-27 - Vote of the membership on this budget.
    
== Background ==
 
== Background ==
 +
 +
 +
=== Aims ===
 +
 +
This budget is designed with the following goals:
 +
 +
* Make sure there is a real operating slush based on actual spending (2 months full, 5 months min operating expenses)
 +
* Make sure that there are enough funds available to cover our upcoming tax bill
 +
* Make sure that there is an emergency cash pile available for other emergency expenses other than operating
 +
* Provide area hosts with more spending power to provide better service to the membership.
 +
* Start saving for the upcoming move in FY16
    
=== Big Picture ===
 
=== Big Picture ===
    
{| class="wikitable"
 
{| class="wikitable"
−
! "Account"
+
! Account
 
! Amount
 
! Amount
−
! Remaining
   
|-
 
|-
 
| Member dues income from PayPal
 
| Member dues income from PayPal
 
| $186,960
 
| $186,960
−
| $186,960
   
|-
 
|-
−
| Amount Currently in Bank
+
| Amount Currently in Bank accounts
−
| $
+
| $63,000
−
| $
+
|-
 +
| Operating Expenses
 +
| -$92,381.96
 +
|-
 +
| 5 months minimal operating expenses
 +
| -$46,178.70
 +
|-
 +
| Tax Savings
 +
| -$10,000
 
|-
 
|-
−
| Recurring Monthly Expenses
+
| FY16 Move savings
−
| -$95,201.96
+
| -$5,000
−
| $91,758.04
   
|-
 
|-
−
| 4 months operating expenses
+
| Area budgets
−
| -$
+
| -$47,131
−
| $
   
|-
 
|-
−
| Area hosts
+
| Votes budget
−
| -$
+
| -$35,900
−
| $
   
|-
 
|-
−
| General and Administrative
  −
| $1,000.00
  −
| $1,000.00
   
|}
 
|}
    +
=== Accounts ===
   −
After everything listed in this proposal, there will still be a projected $ available for the membership's discretion.
+
The following is a list of account budget totals for the year. They are explained in detail in the linked sheets below.  
−
 
  −
=== Area Host ===
  −
 
  −
Area hosts submitted budgets to this vote's sponsors with items that lead toward the area hosts's vision for his or her area. The process chosen for deciding is the following:
  −
 
  −
* New capital purchases over $500 were not chosen for authorization under this proposal
  −
** Filtering a specific purchase out was not a condemnation of the purchase, but to allow the members to have a more distinct voice in the expenditure decisions of the Hackerspace.
  −
** Knowing what might be purchased later this year was helpful in planning the rest of year.
  −
* Member projects were moved out.
  −
** Again, not a condemnation, but intended for these to be resubmitted as member votes by the interested parties.
  −
** Knowing these numbers is also very helpful for planning.
  −
* Any area host budget under $3,000 after removing items for separate vote was bumped up to a minimum $3,000.
  −
 
  −
Grand total: $
  −
 
  −
=== Monthly and Fixed Expenses Explained ===
  −
 
  −
The following is a list of recurring expenses. Some of them have already been paid in full, or in part. The following tables shows both what the yearly expected cost is, and the expected remaining cost for April to December.
      
{| class="wikitable"
 
{| class="wikitable"
−
!Expense
+
!Account
 
!Yearly
 
!Yearly
−
! April-December
   
|-
 
|-
−
| Rent
+
| Savings Goals
−
| $47,787.48
+
| -$10,600
−
| $
   
|-
 
|-
−
| Zoho
+
| Advertising
−
| $1,167
+
| -$1,144.00
−
| $0
   
|-
 
|-
−
| Gas
+
| Bank Charges
−
| $4,578
+
| -$7,304.16
−
| $
   
|-
 
|-
−
| Laser Loan
+
| Disposal Fees
−
| $
+
| -$100.00
−
| $
   
|-
 
|-
−
| Chase Fees
+
| Education
−
| $5,625
+
| -$2,030.00
−
| $
   
|-
 
|-
−
| Quickbooks
+
| Equipment
−
| $504
+
| -$46,875.00
−
| $
   
|-
 
|-
−
| Waste Management
+
| Furniture
−
| $3,216
+
| -$2,634.00
−
| $
   
|-
 
|-
−
| Comcast
+
| Insurance
−
| $1,934
+
| -$2,686.00
−
| $
   
|-
 
|-
−
| Pagely
+
| Job Materials
−
| $1,440
+
| -$3,260.00
−
| $
   
|-
 
|-
−
| Comed
+
| Meals & Entertainment
−
| $10,058
+
| -$1,200.00
−
| $
   
|-
 
|-
−
| Member Points
+
| Member Dues
−
| $7,200
+
| $186,960.00
−
| $
   
|-
 
|-
−
| Insurance
+
| Office Expenses
−
| $2,686
+
| -$5,667.40
−
| $
  −
|}
  −
 
  −
* Yearly Total: $
  −
* April-December Total: $
  −
 
  −
 
  −
=== Planning sheet ===
  −
 
  −
The following is the sheet used to plan the budget. Please be advised that it is poorly formatted and not written for viewing as it was written for planning.
  −
 
  −
Link here
  −
 
  −
== Language ==
  −
 
  −
* The following expenditures are approved by the membership provided that executing the purchase would not bring the cash assets of the hackerpsace below 4 month operating expenses, currently $30,500. These authorizations will be valid through December 31st, 2015.
  −
* All previous budget authorizations not made in the past 90 days are expired.
  −
 
  −
 
  −
=== Area Host ===
  −
 
  −
The Area hosts are authorized to spend the following amounts for tools, consumables, supply and maintenance for their respective areas. Capital purchases over $500 are not valid under this authorization. Capital purchases over $500 that replace or repair existing tooling and machinery are valid under this authorization.
  −
 
  −
{| class="wikitable"
  −
! Area
  −
! Amount
   
|-
 
|-
−
| Electronics
+
| Professional Services
−
| $
+
| -$5,000.00
 
|-
 
|-
−
| Woodworking
+
| Regs., Licenses, and Fees
−
| $
+
| $0.00
 
|-
 
|-
−
| CNC
+
| Rent
−
| $
+
| -$47,787.48
 
|-
 
|-
−
| Cold Metals
+
| Repair & Maintenance
−
| $
+
| -$5,782.00
 
|-
 
|-
−
| Hot Metals
+
| Safety Equipment
−
| $7
+
| -$1,920.00
 
|-
 
|-
−
| Arts
+
| Supplies
−
| $
+
| -$16,415.00
 
|-
 
|-
−
| Kitchen
+
| Tools
−
| $
+
| -$3,993.00
 
|-
 
|-
−
| Tool Cage
+
| Utilities
−
| $
+
| -$22,464.00
 
|-
 
|-
−
| General
  −
| $
   
|}
 
|}
   −
=== General and Administrative ===
+
There is an excess of $97.96 in the final budget.
   −
The following expenditures are authorized.
+
=== Account Guide ===
    
{| class="wikitable"
 
{| class="wikitable"
−
! Item
+
!Account
−
! Annual
+
!Type
−
|-
+
!Description
−
| Cleaning
+
|----
−
| $1,000
+
|Membership Projection
−
|-
+
|Income
−
| Parties
+
|Estimated revenue from member dues and costs from member points, area hosts, etc.
−
| $1,000
+
|----
−
|-
+
|Membership Dues
−
| Office Supplies
+
|Income
−
| $500
+
|Estimated revenue from member dues.
−
|-
+
|----
−
| Swag
+
|Savings Goals
−
| $200
+
|Transfer
−
|-
+
|2 months' operating expenses, tax estimation, estimated moving expenses to be transferred to savings
−
| Meals and Entertainment
+
|----
−
| $1,200
+
|Advertising
 +
|Expenses
 +
|Costs of advertising and promoting any event related to the area
 +
|----
 +
|Bank Charges
 +
|Expenses
 +
|Paypal and Chase fees
 +
|----
 +
|Disposal Fees
 +
|Expenses
 +
|Any costs associated with disposing of equipment or supplies
 +
|----
 +
|Education
 +
|Expenses
 +
|Costs of books/classes or other education materials for the area
 +
|----
 +
|Equipment
 +
|Fixed Assets
 +
|Large Long Lived Equipment
 +
|----
 +
|Furniture
 +
|Fixed Assets
 +
|Costs of furniture for the area
 +
|----
 +
|Insurance
 +
|Expenses
 +
|Insurance costs
 +
|----
 +
|Job Materials
 +
|Expenses
 +
|Costs of materials required to improve the area
 +
|----
 +
|Meals & Entertainment
 +
|Expenses
 +
|Party budgets
 +
|----
 +
|Office Expenses
 +
|Expenses
 +
|Checks
 +
|----
 +
|Professional Services
 +
|Expenses
 +
|Lawyer & accountant/bookkeeper
 +
|----
 +
|Rent
 +
|Expenses
 +
|Rent costs
 +
|----
 +
|Repair & Maintenance
 +
|Expenses
 +
|Costs for planned and unplanned repairs to tools in the area
 +
|----
 +
|Safety Equipment
 +
|Expenses
 +
|Cost of any safety equipment
 +
|----
 +
|Supplies
 +
|Expenses
 +
|Cost of consumables (drillbits/grinding wheels/ink/fillament)
 +
|----
 +
|Tools
 +
|Expenses
 +
|Small Tools that cost less than $75
 +
|----
 +
|Utilities
 +
|Expenses
 +
|Gas, electric, Internet, trash, & cleaning costs
 
|}
 
|}
   −
=== Board of Directors Expenditures ===
+
=== Additional Notes ===
 +
 
 +
* Office of the CTO is not a new department. It was created for organizational purposes. It does not authorize the CTO to spend money at all; it only allows the board to spend that money, just like for the rest of the expenses in G&A.
 +
 
 +
* The language states that there is no real spending limit for repairing or replacing a piece of equipment in an area. This is to allow area hosts to maintain their areas as normal. If the area host or another member decides it would be best to replace a broken tool with a better tool, there would need to be a member vote to authorize it.
 +
 
 +
* Keep in mind that there are checks and balances on area host spending already. They are generally not able to spend more than $500 at a time without asking the board of directors. When a tool breaks, the membership is always informed about it, so if the membership wanted to upgrade, there would be plenty of opportunities to tell the area host this before they are able to buy a replacement tool.
 +
 
 +
* The sheets we used to plan this budget were transcribed to the following wiki pages:
 +
** [[2015 Budget Vote/FY2015 Master Budget]]
 +
** [[2015 Budget Vote/Minimal Operating Expenses Plan]]
 +
** [[2015 Budget Vote/General & Administrative Budget]]
 +
** [[2015 Budget Vote/G&A - CTO]]
 +
** [[2015 Budget Vote/General Area Budget]]
 +
** [[2015 Budget Vote/CNC Area Budget]]
 +
** [[2015 Budget Vote/Electronics Area Budget]]
 +
** [[2015 Budget Vote/Cold Metals Area Host]]
 +
** [[2015 Budget Vote/Hot Metals Area Host]]
 +
** [[2015 Budget Vote/Kitchen Area Budget]]
 +
** [[2015 Budget Vote/Tool Cage Area Budget]]
 +
** [[2015 Budget Vote/Arts and Crafts Area Budget]]
 +
** [[2015 Budget Vote/Woodshop Area Budget]]
   −
The following expenditures are authorizable by the Board of Directors for any amount, but listed here to represent expectation.
+
== Language ==
   −
{| class="wikitable"
+
This vote is to authorize the budget for the 2015 Fiscal Year which lasts from January 1, 2015 to December 31, 2015. This vote authorization will expire on December 31, 2015.
−
! Item
+
 
−
! Annual
+
The official, itemized budget we are voting on can be found in the following subpages:
−
|-
+
 
−
| Legal
+
* [[2015 Budget Vote/FY2015 Master Budget]]
−
| $3,000
+
* [[2015 Budget Vote/Minimal Operating Expenses Plan]]
−
|-
+
 
−
| Space Maintenance
+
In addition to this the following rules apply:
−
| $5,316.40
+
 
−
|-
+
=== Previous Spending Authorization Expiration ===
−
| Member Points
+
 
−
| $7,200
+
* All previous spending authorizations are expired except for the following votes:
−
|}
+
** [[Vote to Repair SEM Vacuum Pump]]
 +
** [[CNC Milling Machine Vote]]
 +
 
 +
=== Reporting on Spending ===
 +
* Pumping Station: One will adopt an expense reporting tool for area hosts and board members to use for reporting on spending.
   −
=== Recurring Expenses ===
+
=== Account Balances ===
   −
The following expenses are authorized.
+
* The savings account must have a balance consisting of:
 +
** 5 months minimum operating expenses ($46,664.95). This is to be an emergency fund that should only be used in cases of emergency, at the discretion of the Board of Directors.
 +
** Funds to cover an estimate of Pumping Station: One's tax deficit ($10,000).
 +
** By the end of the Fiscal Year, it should also contain a contribution of $5,000 towards the cost of moving the organization in the future.
 +
* Note: Funds required to reach these balances are covered as the savings goals line item in the master budget.
 +
* Funding of savings goals/accounts should be amortized over the year. Spending in other categories can still occur before these goals are met. After the required balances are met, all money may be used for area host and vote spending.
   −
{| class="wikitable"
+
=== Area Host Spending ===
−
!Expense
  −
!Yearly
  −
|-
  −
| Rent
  −
| $47,787.48
  −
|-
  −
| Zoho
  −
| $1,167
  −
|-
  −
| Laser Loan
  −
| $
  −
|-
  −
| Chase Fees
  −
| $5,625
  −
|-
  −
| Quickbooks
  −
| $504
  −
|-
  −
| Waste Management
  −
| $3,216
  −
|-
  −
| Comcast
  −
| $1,934
  −
|-
  −
| Pagely
  −
| $1,440
  −
|-
  −
| Insurance
  −
| $2,686
  −
|}
     −
=== Recurring Variable Expenses ===
+
* Area hosts are authorized to spend up to the budgeted amount listed in the master budget page. The spending of this amount should be prorated over the year to allow the organization to collect the required income to fund the spending.
 +
* Area hosts are authorized to spend up to $750 for any single capital expenditure.
 +
* Area hosts may spend any amount within their budget to replace or repair existing tooling or machinery. Replacements must be the exact same item. Any upgrade or different tooling or machinery that serves the same purpose would require a member vote to authorize spending.
 +
* The categories in each individual area host budget are guidelines and area hosts are not required to spend their money exactly as allocated on the master budget page.
 +
* Area hosts will be issued a expense card with an initial value of $500.
 +
** Area hosts must complete an itemized expense report after spending any money on an expense card.
 +
** Area hosts expense cards will only be replenished after the board has processed the expense reports.
 +
** Area hosts must request additional funds be placed on their card to cover purchases over $500. Funds will not be added to cards with missing expense reports.
   −
Electrical and Gas are authorized to the amount the hacker space is billed, which may be more or less than the estimates below.
+
=== Board of Directors Spending ===
 +
* The Board of Directors is authorized to spend from the General and Administrative and the Office of the CTO budgets. Budgets that are already authorized to the Board of Directors from [[Bylaws#Board Budget|the bylaws]] are guidelines, as the bylaws take precedence.
   −
{| class="wikitable"
+
=== Reporting ===
−
!Expense
+
* The treasurer must produce a report for each month, showing spending/income against all budgets. The reports should be released in a reasonable amount of time after the end of each month.
−
!Yearly
+
* The treasurer must produce a report showing spending/income against all budgets when requested by any member.
−
|-
  −
| Gas
  −
| $4,578
  −
|-
  −
| Comed
  −
| $10,058
  −
|}
      
[[Category:Votes]]
 
[[Category:Votes]]
−
[[Category:2014 Votes]]
+
[[Category:2015 Votes]]
Justin
1,183

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