[Imc-makerspace] [Imc-bookkeeper] keys for makerspace members & financial situation

[Mike Lehman]

Isak,
Thanks for clarifying things by following up.

This reinforces the importance of both documenting biz actions of 
significance with an email, then following-up promptly if the desired 
action or communication doesn't develop.

Don't assume that simply dropping stuff in the safe provides enough info 
to process things properly. There's a long, long history of people at 
the IMC -- just so everyone knows I'm not at all picking on anyone 
specifically about the present case -- dumping stuff on Finance without 
proper documentation, then coming back months, even years later, 
wondering about accounting for the funds, etc.

This creates a lot of unnecessary work for Finance and suspicion about 
accountability by those who typically could have done a better job of 
communicating details. This is irritating and creates a superfluous 
hassle for everyone involved. If we communicated clearly in the first 
place about what the purpose and destination of funding is, as well as 
its source for proper attribution of it, we'd have more time for media 
by spending less time and resources on bureaucracy.

Sum: Finance can't read minds. Be clear about what you expect and 
follow-up proactively. That solved the problem here, but might have also 
avoided it entirely, as it would have in many other cases.

Also,
Finance should probably re-evaluate forms currently in use so that there 
is more clarity about how things are to be handled according to current 
office practices. We haven't done this for awhile, so it's probably 
needed. Comments from users are also solicited. Are some of the current 
forms mysterious to you as a user? Having trouble finding a form? Let us 
know.
Mike Lehman

On 6/23/2011 10:16 AM, Isak Griffiths wrote:
> All,
>
> This is resolved. This was an issue of timing. Brian had turned 
> everything in; Sally had deposited monies and filed the forms.
>
> When Brian went to Finance, to ask about the status of the keys for 
> the 12 people, this seemed to Sally a new request. Combined with the 
> confusing factor that there had been only six forms -- six already had 
> forms on file -- this was a perfectly reasonable response. Sally was 
> looking for a packet of 12 forms that had never existed.
>
> Mystery solved. Invoices for remaining charges have been turned in to 
> make sure the IMC doesn't pay for anything out of pocket. Keys are 
> currently being made. Leon, Brian, and I are working on a plan to 
> distribute these keys promptly.
>
> Please let me know if you have any questions.
>
> Isak
>