[North-NV-Greens] Fwd: [usgp-coo] Discussion Has Started for USGP
Proposal: Revised GPUS Fiscal Policy
Paul Etxeberri
eusko at earthlink.net
Tue Nov 30 00:19:03 PST 2004
>
>
>The following proposal has now entered the discussion phase. Talk
>amongst yourselves!
>
>Full proposal details are also online at:
>
>http://green.gpus.org/vote/displayproposal.php?proposalId=118
>
>_______________________________
>
>Proposal: Revised GPUS Fiscal Policy
>Presenter: The Steering, Finance, and Fundraising Committees
>Floor Manager: Jake Schneider, jakeschneider at myexcel.com
>
>Discussion: Mon 11/29/04 - Sun 12/12/04 (Midnight Eastern Time)
>Voting: Mon 12/13/04 - Sun 12/19/04 (Midnight Eastern Time)
>
>Quorum: (0.6666)
>Threshold: (0.5)
>
>Background: <p>The Green Party of The United States Rules and
>Procedures were put into effect
>on March 14, 2002. Obviously much has changed since that time in
>particular with
>the fiscal policies. The Finance Committee has been working on revisions for
>the current version for most of 2004. This version that will be discussed and
>voted on shall become effective January 1, 2005 if approved. The Finance
>Committee in coordination with Steering and Fundraising Committees have
>consensus on this draft that you see before you. It is a compilation of
>previously passed proposals, committee, caucus and network bylaws, rules,
>policies and procedures as well as new and revised content of the
>current Rules
>and Procedures.</p>
>
>Proposal:
><p>RULES AND PROCEDURES OF THE GREEN PARTY OF THE UNITED STATES<br>
>Updated January 1, 2005</p>
>
><p>RULES AND PROCEDURES:</p>
>
><p>1. POWERS OF THE STEERING COMMITTEE</p>
>
><p>The Steering Committee shall review recommendations
>by the Finance Committee and administer Green Party
>fundraising and proposed expenditures.</p>
>
><p>5. FISCAL POLICY</p>
>
><p>INTRODUCTION</p>
>
><p>These fiscal policies are intended to make possible a higher
>level of Green political
>activity, while safeguarding the independence of the Green Party,
>the autonomy of its
>member parties, and the accountability of its political and fiscal
>officers.</p>
>
><p>INCOME</p>
>
><p>Individuals: Contributions from individuals will be accepted in
>amounts as permitted
>by law and all excess contributions will be returned. The names of
>all individuals
>contributors will be in the public domain.</p>
>
><p>Organizations: No contributions will be accepted from political
>action committees
>(PACs) without the express authorization of the National Committee. Grants or
>contributions from foundations or other non-profit organizations
>will be accepted
>up to a limit of $2000 per year per grantor.</p>
>
><p>No contributions will be accepted from for-profit corporations.</p>
>
><p>The Treasurer's annual report to the National Committee will
>partially consist
>of the most recent Federal Elections Commission report which is
>viewable in the
>public domain and includes details on contributions by category as well as the
>names and addresses of all contributing parties, individuals, and
>organizations.</p>
>
><p>MERCHANDISING</p>
>
><p>Green Party merchandising projects (T-shirts, bumper stickers,
>supplies, etc) shall
>be authorized by the National Committee or the Steering Committee. Any such
>merchandising must be consistent with the Green Party's purpose in
>design, materials,
>production, marketing and distribution, and should always reflect
>the dual goals of
>building public awareness and support for our member Green parties,
>while generating
>income for the Green Party.<br>
>Merchandising project leaders and committees shall be designated by
>the Steering
>Committee or by the National Committee.<br>
>The Treasurer's annual report to the National Committee will detail
>all merchandising
>activities including expenses, income, type and quantities, for each
>merchandise item
>or project.</p>
>
><p>LOANS</p>
>
><p>To cover emergencies, sudden expenses, or seed funds for special
>projects, amounts of $2000 or less may be borrowed, with the express
>written authorization of the Green Party Steering Committee.<br>
>Larger loans must be approved by a vote of the full National Committee.<br>
>Whether or not the National Committee approval is required,
>proposals to borrow in any amount (including the loan's source,
>amount, terms, and purposes) must be reported to the National
>Committee prior to the final execution of any loan agreement. Any
>such loan agreement must be signed by the Treasurer and at least one
>other member of the Steering
>Committee, on behalf of the Green Party.</p>
>
><p>Loan proceeds will be deposited in the Green Party's general
>operating account.</p>
>
><p>The Treasurer's annual report to the National Committee will
>include a full report
>on the status of all outstanding loans.</p>
>
><p>INVESTMENTS</p>
>
><p>Green Party funds may not be placed in any instrument whatsoever other than
>Green Party bank accounts without the express, advance, and specific
>authorization
>of the National Committee.</p>
>
><p>EXPENDITURES</p>
>
><p>Expenditures from the Green Party's general operating account shall be made
>by Treasurer upon written request only when such expenditures have
>been authorized
>in the Green Party's interim, annual, or revised annual budget.</p>
>
><p>All expenditures must be made by check or credit card.</p>
>
><p>The Treasurer, when authorized in an approved budget, may make expenditures
>from the general funds up to a maximum of $2000 for individual payment without
>additional signatures from another designated Steering Committee member.<br>
>For payments in excess of the amount of $2000 the Treasurer shall request and
>obtain an electronic approval from the designated Steering Committee
>member for
>each payment.<br>
>The designated Steering Committee member shall be on the banking
>signature card.</p>
>
><p>The Treasurer shall also make individuals payments when the
>Steering Committee approves discretionary expenditures under
>policies set forth in these rules.</p>
>
><p>A petty cash fund will be managed in the national office for the
>handling of small
>local expenses with monthly reports of this fund to the accountant
>and treasurer.</p>
>
><p>All expenditures will be recorded and accounted for using
>accepted banking and
>accounting practices, and a report of all expenditures, including
>payees and amounts,
>will be available for member review at the national office.</p>
>
><p>Bank statements along with their associated banks
>reconciliation's will be available
>to any member of the National Committee or Steering Committee upon
>request.</p>
>
><p>REVENUE SHARING</p>
>
><p>Once per calendar year, state parties are expected to make available to the
>Green Party their donor lists for the purpose of fundraising for the
>Green Party.</p>
>
><p>The Fundraising Committee as well other committees/ caucuses/ networks
>shall coordinate with the duly designated authority of each such state party
>the timing of any solicitation of state donors so as to avoid conflict between
>the state and national party fundraising efforts.</p>
>
><p>Representatives of the Green Party and representatives of accredited state
>parties shall negotiate the percentage of revenue which shall be remitted by
>the Green Party to each state party from the use of each state donor list for
>direct mailing and events. The Green Party shall, upon request of
>any state party,
>make an accounting to the state party of the receipts attributable
>to donor's of
>the state's donor lists.</p>
>
><p>In those instances where donations are so shared between the state and the
>national parties the maximum contribution allowed by state and
>federal regulations
>shall be allowed to the state and national parties and all sharing
>shall be done on
>a net revenue basis. Before any shared contribution in a given year
>is accepted
>from a donor it will need to be determined by the Treasurer as to whether the
>donor's state can accept their full share of the money for use by
>the state party.
>If not, the assistance of the state treasurer and the national
>Treasurer shall be
>required for a decision as to the disposition of the states share of
>the donor's
>contribution.</p>
>
><p>Every Green Party request for donations will include a check off
>box for up to 50%
>of state sharing at the donor's request.</p>
>
><p>FUNDRAISING POLICY</p>
>
><p>The Green Party of The United States Fundraising Committee is the committee
>primarily responsible for the raising of funds for the operation of
>The Green Party
>of The United States.</p>
>
><p>The Green Party will be making ongoing personal solicitations to donors
>in all states throughout the year.</p>
>
><p>Caucuses, other committees and networks may engage in the raising of funds
>solely for their own operations as long as they provide timely
>notice of their efforts
>to the Green Party Fundraising Committee.<br>
>They may also choose to coordinate their fundraising efforts with
>the Green Party
>of The United States. In either case whether the fundraising is done
>jointly or solely
>there shall be coordination with the Green Party Treasurer or
>designee (i.e. the
>accountant, the fundraising director, or the political director) for
>the completion
>of the necessary record keeping, the filing of any required reports
>and the banking
>of the monies being generated from the fundraising efforts. In
>addition there shall
>be an accounting of all monies expended in the fundraising efforts and in the
>operations following the fundraising efforts.</p>
>
><p>The Green Party Treasurer or designee shall provide each Treasurer of each
>accredited caucus, committee, and network the requisite financial
>forms, either
>in hardcopy or electronic format, to carry out their duties.</p>
>
><p>The Green Party Treasurer or designee shall provide, on a monthly basis,
>each Treasurer of each accredited caucus, committee, and network statements
>reflecting all monies deposited and spent.</p>
>
><p>Each accredited caucus, committee and network will provide to the
>Treasurer or
>designee a working budget for each fundraising event.<br>
>At a minimum the following will be provided to the Treasurer or
>designee: date of
>event, type of event, purpose of event, projected startup costs, and receipts
>expected.<br>
>Any state participating in combined fundraising efforts with the
>Green Party will
>provide the same information as above. The Green Party Treasurer or designee
>shall provide copies of all appropriate documents to the Steering Committee,
>Finance Committee, and Fundraising Committee upon request or when
>appropriate.</p>
>
><p>Each accredited caucus, committee and network will create a yearly
>fundraising plan and provide a copy of same to the Green Party
>Fundraising Committee.</p>
>
><p>FISCAL MANAGEMENT</p>
>
><p>BANK ACCOUNTS</p>
>
><p>The Green Party shall maintain at a minimum a general operating account
>for check writing and depository purposes and a general reserve account
>for placement of the party's reserve funds.<br>
>Transfers between these accounts may be made by the Treasurer as
>needed in accordance with annual budget or upon specific directives from
>the Steering Committee.</p>
>
><p>CREDIT CARD POLICY</p>
>
><p>The Treasurer, in consultation with the Steering Committee and the
>Finance Committee, is authorized to obtain credit cards under
>the name of The Green Party of The United States, in order to
>facilitate normal fiscal operations of The Green Party of The United
>States.</p>
>
><p>The use of the Green Party credit card or any other person's credit card
>for Green Party expenditures does not constitute a loan under this
>fiscal policy as long as the bill is paid in full each month.<br>
>It is the intention of the Green Party to pay all credit cards
>charges in full when due except for any disputed items
>that were charged on the card. Any decision not to pay the full amount is
>subject to the loan provisions of this fiscal policy.</p>
>
><p>Only the Treasurer is automatically authorized to hold a credit card for
>which the Green Party is responsible. For any other person, such as staff
>or committee members to be issued a credit card, the Finance Committee
>must make a recommendation for the Steering Committee approval
>and that card must be designated for that individual so that the
>charges to it can be traced to each cardholder.</p>
>
><p>The Finance Committee shall institute guidelines for credit limits and
>authorized usage limits for any credit card issued under the name of the
>Green Party based upon the authorized monthly budgetary needs of each
>cardholder.<br>
>All people herein issued credit cards are required to file a report to
>the Treasurer and/or accountant each month by the 10th day of the
>following month, indicating what each charge to the credit card is for,
>and what budgetary line item covers that expense.<br>
>Repeated failure to provide this information is grounds for cancellation
>of charging privileges and return of the card at the Treasurer's request.</p>
>
><p>The Green Party credit card may not be used for non-party expenses, or
>any unauthorized expenses, under any circumstance. If any person issued
>a Green Party credit card uses it for any unauthorized expense,
>the Treasurer may cancel the charging privileges of that card and
>request immediate return of the card as well as require immediate
>repayment of the unauthorized expenses.</p>
>
><p>The Finance Committee, or any staff and/or volunteers assigned by it, is
>authorized and required to monitor the use of the Green Party credit card
>to ensure that this policy is followed and enforced.</p>
>
><p>BUDGETING</p>
>
><p>Interim budget: Until a budget is approved, funds may only be spent for
>administrative expenses for the Green Party, including but not limited to
>personnel costs, literature costs, post office box, communications
>(postage, phones and website maintenance) and expenses associated
>with Green Party meetings or an Green Party sponsored nominating
>convention.<br>
>All such expenses must be approved by the National Committee.<br>
>Moneys may be spent on dues, or for co-sponsorships with
>non-Green Party organizations, only with the advance and specific
>approval of the National Committee.</p>
>
><p>Annual budget: The Steering Committee will propose an annual budget to
>the National Committee at each year's National Committee meeting which falls
>next prior to December 31st or propose it on line before November 15.<br>
>The National Committee will then vote to approve or reject the proposed
>budget at the meeting or on line.<br>
>The annual budget will only be considered approved
>after it has been passed by a vote of the National Committee.</p>
>
><p>The Green Party's fiscal year will be the calendar year ( January 1-
>December 31).</p>
>
><p>The annual budget will incorporate anticipated expenses and income from
>all sources. A Green Party reserve fund will be established with a
>target of three months of Green Party operating expenses.<br>
>Once approved, the annual budget will limit the
>purposes and amounts of the Green Party's allowable expenditures, and no
>expenditures may be made that are not in that budget.<br>
>Appropriate mid-year revisions to the annual budget may be
>proposed by the Steering Committee at any time, but require approval by
>the National Committee. The Green Party's budget will be a public
>document.</p>
>
><p>The Green Party Steering Committee is authorized to approve minor
>expenditures not included in the budget for administrative or emergency
>matters without prior approval of the National Committee up to a
>limit of $1000 per month.<br>
>The National Committee must be informed by email of such an expenditure
>within one week. The Steering Committee is also authorized to modify
>expenditures for administrative purposes due to unforeseen changes
>in costs or plans, limited to total expenditure of $1000 per month.</p>
>
><p>APPROPRIATIONS AND REIMBURSEMENTS</p>
>
><p>Authorization of expenditures in the budget does not authorize Green
>Party committees, employees or other representatives to actually spend
>these funds without specific and separate written permission of the
>Treasurer or the Steering Committee. A budget is a projection of the desired
>expenditures and does not guarantee that funds will be available.</p>
>
><p>In order to guarantee reimbursement of expenditure by any committee,
>employee or other representative, such person must have written
>permission to spend funds as authorized by the budget or this fiscal
>policy.<br>
>The Treasurer may choose to authorize, and any individual may choose to
>make an expenditure, based on oral permission, but this does not
>constitute a binding debt on the Green Party.</p>
>
><p>In order to avoid confusion regarding reimbursement, simplify Green
>Party reporting and assure a proper fiscal practice, committees, employees and
>representatives of the Green Party should make every effort to plan
>ahead and have expenses paid directly by the Green Party to avoid the need for
>reimbursements.</p>
>
><p>It is the policy of the Green Party of the United States to pay
>actual and necessary expenses incurred by authorized Party members and
>employees when they travel outside their city of residency while
>conducting official business for the Green Party.</p>
>
><p>All travel by Party members and employees must be approved by the
>committee on which the person serves or for employees by their
>supervisor(s).<br>
>Committees should not expect the Green Party to pay for all committee
>members to attend events.</p>
>
><p>It is not the intention of the Green Party to pay for delegates or
>committee members travel to and from the annual meetings and conventions
>except to enhance diversity.<br>
>Specifically, to increase the number of participants
>who are people of color, women, L.G.B.T.I . (lesbian, gay, bisexual,
>transgender, inter sex), youth, the disabled, and any other traditionally
>disenfranchised group. While the primary responsibility for travel
>assistance for delegates and committee members rests with the state
>parties that those individuals represent, it is of such vital importance
>to the growth of the Green Party to enhance diversity that the national party
>will allow the Diversity Committee to allocate funds from the annual
>budget and to raise additional funds to provide financial assistance for
>delegates and committee members who represent the above mentioned groups.</p>
>
><p>Per the fiscal policy on expenditures, all travel expenditures must be
>approved by the treasurer prior to commitment of any funds.</p>
>
><p>In the case of Steering Committee (SC) members each receives an equal
>amount of travel funds at the beginning of each budget year. If a SC
>member's travel exceeds the budgeted amount the SC can vote to disburse
>discretionary travel funds for a one time allocation to that member for
>specific activity.<br>
>Travel expenditures by each SC member will be limited by the amount of
>funds in their travel account. A SC member may transfer funds from his
>or her own account to that of authorized use for a portion of their
>allocation to another SC member if authorized by a vote of the SC.</p>
>
><p>The treasurer will provide periodic updates of travel expenses for
>committees and Steering Committee members. All committees and SC members
>are advised to keep track of their spending.</p>
>
><p>Reimbursable travel expenses will include but not limited to:
>registration fees, lodging, transportation, meals and a child care
>allowance.<br>
>The reimbursable amount for mileage and food will be paid as determined
>by the Internal Revenue Service for business travel. For example in 2002
>mileage was on average $.365 per mile. See
><a href="http://www.irs.gov">http://www.irs.gov</a> for details
>prior to travel.</p>
>
><p>Every effort must be taken to purchase the least expensive travel. This
>may include staying over on a Saturday night by some airlines. The least
>expensive class of ticket must be purchased. Purchase tickets well in
>advance for best price. When possible negotiate for an exception for
>refund and flight changes with airlines.</p>
>
><p>When selecting lodging the least expensive union facilities will be given
>first choice. If a union facility is not available then the least
>expensive guideline applies. In all cases members should select lodging
>where they feel safe and comfortable.</p>
>
><p>At the point where the Green Party has contracted with a travel agency,
>all travel will be scheduled through that agency.</p>
>
><p>Party members who require advances before traveling must request the
>funds in a timely manner from the Treasurer.</p>
>
><p>All authorized travel by party members and employees will be reimbursed
>for all reasonable and necessary expenses upon presentation of receipts,
>paid bills, etc.</p>
>
><p>All reimbursable travel must be reconciled with receipts within 30 days
>of reimbursable travel.</p>
>
><p>Prohibited travel expenses:</p>
>
><p>Travel by family or companions, except expenses for child care, meals or
>other expenses incurred prior to or after the end of the official travel
>with the exception of meals while traveling directly to and from
>activities</p>
>
><p>Parties and entertainment that are not sponsored by Green Party</p>
>
><p>Portions of official travel hosted or paid by others</p>
>
><p>Mileage traveled using personal vehicle while not on official
>travel status</p>
>
><p>Guest travel</p>
>
><p>The party may host guests in their official capacities that require
>travel funds. The Green Party SC will vote to approve funds from the
>discretionary travel funds prior to extending the invitation.<br>
>The proposal for such funds will include the name of the guest, the official
>purpose of the travel, the itinerary, and the maximum amount to be
>disbursed.</p>
>
><p>REPORTING AND AUDITING</p>
>
><p>At each year's National Committee meeting next following the end of the
>fiscal year (December 31st), the Treasurer shall make an annual report
>to the National Committee, detailing the prior year's fiscal activities
>which will partially consist of the appropriate Federal Elections
>Commission report(s) which are viewable in the public domain and include many
>details on these fiscal activities.</p>
>
><p>There will be a standing Finance Committee whose primary task is to
>monitor fiscal activities only. In addition it is to ensure these
>fiscal policies are complied with, consult with staff and officers to make
>recommendations to the National Committee for fiscal policy changes, prepare
>annual budgets and draft occasional budget amendments for the consideration
>of the National Committee. The Finance Committee will oversee the
>daily affairs of party
>finances such as bank accounts, methods of disbursement, etc., as well
>as obtain an independent annual audit of our financial affairs by a
>certified public accountant, as the Finance Committee shall be considered
>our audit committee.</p>
>
><p>The Treasurer and accountant will consult with the Finance Committee on
>our fiscal policies, and the Finance Committee is authorized to bring
>issues concern to the Steering or National Committee and temporarily
>halt transactions if they raise concern. The Steering Committee with the
>direction of the National Committee shall implement whatever actions are
>recommended in order to continue financial transactions.</p>
>
><p>Membership on the Finance Committee will be, at a minimum, the
>Treasurer, the accountant, the designated Steering Committee member
>who is on the
>banking signatory card, and any Steering Committee members who choose to
>join. Any member of the National Committee may join with voted approval
>of the National Committee. With the approval of their affiliated state
>party, persons who are Green Party members but not National Committee
>members may join if approved by the National Committee.<br>
>Volunteers for the Finance Committee shall inform the Steering Committee
>of their interest, so that the Steering Committee may call for a timely
>election for approval of the new member.<br>
>Members may serve until they resign or are removed by their state
>party. Members may also be removed for cause by the National
>Committee upon a proposal from the Green Party Steering Committee.<br>
>The Treasurer shall be the one of the chairpersons of the
>Finance Committee and the designated Steering Committee person who is on
>the banking signatory card shall be the other co-chairperson of this
>committee.</p>
>
><p>AMENDMENTS TO THESE FISCAL POLICIES</p>
>
><p>Amendments to these policies may be proposed by any member of
>the Green Party National Committee at any time, in according to
>accordance with the same rules used to adopt or amend any other
> procedure of the Green Party of The United States.<br>
> All committee, caucus, and network bylaws, rules and procedures are
> superseded by these fiscal policies of the Rules and Procedures of
> The Green Party of The United States.</p>
>
>
>
>
>Resources:
>
>References:
>
>_______________________________
>
>Thank you and have a fabulous day!
>--USGP Voting Genie
>
>_______________________________________________
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>
>If your state delegation changes, please see:
>http://gp.org/committees/cc/documents/delegate_change.html
>
>For other information about the Coordinating Committee, see:
>http://gp.org/committees/cc/
--
Paul Etxeberri
"Forests precede civilizations and deserts follow" ---Chateaubriand
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