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

[Sally K. Carter]

On Thu, 23 Jun 2011 10:51:08 -0500, Mike Lehman <rebelmike at earthlink.net>
wrote:

Thanks Isak!

Sally


> 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
>>
> 
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-- 
Sally K. Carter, MBA

Office Manager/Book Keeper
UCIMC
202 S. Broadway Avenue
Urbana, IL 61802
217-344-8820 (office)
http://www.ucimc.org
sally at ucimc.org