Internal:2024 Bylaws amendment proposal

Status: Draft

The Board of Directors has approved the following proposed amendment to the Bylaws, and recommends to the members of the Corporation that the Bylaws be so amended:

(a) Article X of the Bylaws is amended to read:

ARTICLE X - FISCAL CONTROLS

1. Disbursements. Disbursements over $25.00 shall be made only by check drawn on the Corporation's bank account or by electronic means, except where a resolution of the Board allows for cash disbursements in excess of $25.00 for specific purposes. Any disbursement over $5.00 shall be supported by appropriate documentation as determined by the Board. All checks, drafts, notes and evidence of indebtedness of the Corporation shall be signed by the Treasurer, the President, or other such person(s) authorized by the Board. Disbursements in excess of $2,500.00 shall require the signature or written approval of both the President and the Treasurer.

2. Annual Budget. Prior to the commencement of each fiscal year, the Board shall publicly post a draft estimated budget for public review and comment by the membership on the Corporation’s website and shall subsequently approve the estimated budget for the following fiscal year and shall present the estimated budget at a membership meeting.

3. Fiscal Year. The fiscal year of the Corporation shall be from October 1 to September 30.

4. Capital Expenditures. Capital expenditures in excess of $1,000.00 must be approved by the Board.

(b) The existing Article X reads as below. Italics are added in this copy to highlight the parts that the Board proposes to change in the above proposal:

ARTICLE X - FISCAL CONTROLS

1. Disbursements. Disbursements over $25.00 shall be made only by check drawn on the Corporation's bank account or by electronic means, except where a resolution of the Board allows for cash disbursements in excess of $25.00 for specific purposes. Any disbursement over $5.00 shall be supported by voucher or receipt. All checks, drafts, notes and evidence of indebtedness of the Corporation shall be signed by either the Treasurer or the President. Disbursements in excess of $2,500.00 shall require the signature or written approval of both the President and the Treasurer.

2. Annual Budget. Prior to the commencement of each fiscal year, the Board shall prepare an estimated budget for the following fiscal year for the approval of a majority of those present and voting at a membership meeting.

3. Fiscal Year. The fiscal year of the Corporation shall be from October 1 to September 30.

4. Capital Expenditures. Capital expenditures in excess of $1,000.00 must be approved by a majority of those present and voting at a membership meeting. Approval of a line item in the annual budget shall constitute membership approval of a capital expenditure.

Explanatory notes

• The board passed three resolutions in its meeting on 2 December 2024, each of which approved a small change to Article X, "Fiscal Controls" section of the Bylaws. The changes are combined in the version above.

• The intent of the package of changes is to make normal operation of the chapter's business easier. The change in paragraph 1 will enable the Board to authorize the chapter staff to have a credit card. We envision taking this step so staff or partners can make small expenditures related to events. The change in paragraph 2 is meant to allow members to participate and comment in the budget process in a meaningful way, with a substantive exchange, earlier in the process rather than by voting yes or no. The change in paragraph 4 is meant to make it feasible for the chapter to buy a computer or other equipment without having to call the whole membership to a meeting.

• These changes will not take effect until they are approved by the chapter's membership in the December 2024 ballot.

• Wikimedia DC last changed its bylaws in 2015.