2009 October 26 SEDS-USA Exec Minutes

From SEDSWiki

SEDS-USA Executive Board Meeting, October 26, 2009

Time: 9:00 PM EST Location: AOL Instant Messenger Attendance: Josh Nelson, Basant Sagar, Rick Hanton, Bruce Davis, Grant Atkinson, Keri Bean, Ryan McLinko, Justin Graves, Matt Cannella Absent: Keri Hancock, Josh Sosa

Meeting Minutes

• Agenda:
  • Space Vision Update / Planning
  • Finances and Accounts (making sure money goes where it needs to)
  • 501c3 Procedures
  • SEDS Space Vision session planning

Rough Draft for 501c3 procedures:

So here is a first draft of a procedure for chapters to following in order to use 501(c)3. I think in the future we could probably set up a form on the seds website to take care of I and III so that once its submitted the info gets forwarded to finance. Comments?

For each SEDS chapter to use 501(c)3 a representative must complete the following:

I. The chapter representative must inform the Director of Finance of an incoming donation. This should include the amount of the donation, who the donor is, the donor's mailing address and email address, and the purpose of the donation.

II. The chapter representative must have the donor make the check out to SEDS-USA and have the check mailed to the current Director of Finance. If the donation is electronic, contact the Director of Finance for the appropiate account information. All donations must pass through the Director of Finance before 501(c)3 acknowledgement letters can be sent to donors. If possible have the donor indicate on the check for purpose to which SEDS chapter the donation is going to.

III. The chapter representative must provide the Director of Finance with an address, account number, or similar account information so that the donation(s) can reach the final destination of its respective chapter. If the latter is a address, provide the Director of Finance with whom the check should be made out to.