those of you heading a team, please could you provide the projected costs for your respective team for Q3 and 4 in the ASBL budget sheet, column E: Login – Nextcloud
Remember that the ASBL should be billed with ancillary, team building, recruitment, education and community related costs, whereas anything directly related to constructing the future Reef (i.e. architect bills) would go to the SoSim.
Please also leave a short explanatory in column F for each projected cost item.
In column D, I reflected costs incurred for each team in Q1 and 2 as reported on our accounting tool FreeAgent. If you see that the reported number for your team is too low then this most likely means that there are expenses you haven’t uploaded yet on FreeAgent.
If you have not incured costs you had projected for the first half of 2025 and you believe they may follow later on this year, then you can carry these unused funds forward into the second half - please just mention “Carry Forward” in column E.
Please could you do this by 21 June so that we can discuss this in the upcoming plenary meeting?
@els,
do you think you could give this some thought on behalf of (dormant) team building? I think Mark will only bill us in early Q3 for Q1/2 - do you have an idea how many hours of his budget were used (6h/month were initially foreseen). I take we won’t need much of his consultancy in Q3/4 for Team Building. Anything else that should be charged to Team Building?
@alberto on behalf of Team Finance, we had foreseen a budget for the ASBL’s board insurance, but I don’t think anything was received, it’ll probably come in the second half of the year. Any other costs you think should be charged to the ASBL, I personally don’t foresee much.
I saw Mark only once, with Lee and that was on the 10% safety margin, so not TB but rather coordination budget. We saw him during 0,5 and he replied us per mail on a question (which is billed at 15 minutes of time i think) => so 0,75 h.
for the future: now it’s a bit flue: what is on budget of coordinator and what on budget of dormant team building. I agree with you and probably the budget that lee foresees as coordinator will do (but don’t have a view on that budget).
I would propose to keep everything as it used to be:
I ask Mark to send us a bill every one or two quarters (I will do it shortly).
We keep the budget for consulting with Mark at the level of group Coordination (so not only building). My plan was to put it on the agenda for the next Coordination Team meeting.
as some of you may remember, we didn’t have the time to go through the ASBL budget for the second half of 2025 during our last plenary . Let’s therefore call an online consent.
Please find the budget up for consent/objection on the second to last column of slide two. The last column provides a short explanatory of the budgeted items.
Does team logistics really need 750 euros if in the first half of the year, we only spent 250 euros (with a lot of presentations) and realised that online presentations work really well? Not a problem, just wondering…
We would like to close the budget now, so in the worst case can you maybe budget the full sum, and get in touch with Julius later?
It’s always been like this,and a bit the consequence of our system of needing consent to do unforeseen expenses. Now that the group is getting bigger and we still have a lot of presentations to go, I don’t think it’s overkill. And as usual, there will be accountability afterwards, and nobody will is really gonna spend the money just because we have it. Does that work for you?
Hello @RichardB and all, a couple of notes from me.
Team IT: when you add the payments that go directly to my credit card (Proton + OpenTalk), team IT is actually on budget. The correct amount is 236.06 (see). I have not yet paid myself back for those expenses, though, so the money is actually still in the bank account. Also, I am trying to get a refund from OpenTalk.
Team Building: why is Mark budgeted both in building (with no hours used up) and Coordination (with under 2 hours used up)? This seems unnecessary, and it keeps the bad habit of overbudgeting and underspending.
Team Conflict Mgmt: we did reimburse 100 EUR against an NVC training. This was encoded in early July, so it goes to Q3-Q4, and your table is formally correct that the team spent 0. But the budget of 200 for Q3 -Q4 looks at least a bit more realistic.
I have added 152 EUR (the equivalent of 180 $ according to google) of 1 year meetup subscription. Since the budget forecast is until Dec, I’m not sure if this is correct but i hope it’s fine.
I think during the budgeting exercise for Q1/2 (which was done before our governance reform) both teams independently mentioned a need to consult with Mark. I believe some of his bills allocated to team coordination may still follow, as suggested by Lee further up in this thread.
I have now reflected the 236,- under the budget spent column of team IT.
At tonight’s coordination team meeting we discussed adding a budget of 1.000 to consult our lawyer in Q3/4, related to work on the SoSim’s statutes, the reservation document and other legal advice. This has now been added to the coordination team’s budget, see above link to the budget proposal/ presentation.
There was also an item added to the budget of Team External (see previous posts in this thread), it therefore seems a good idea to call out for another round of consent, which we assume granted if you heart this message or do not object by coming Friday 11 July 8pm. Any questions are very welcome.
