The purpose of these rules are to provide a framework for the Treasurer and other leaders of the Milwaukee DSA in which to conduct the financial business of the Milwaukee Democratic Socialists of America, Inc. as it “seek[s] to facilitate the transition to a truly democratic and socialist society, one in which the means and resources of production are democratically and socially controlled.”
Section 2:Review
The Executive Committee of the Milwaukee DSA will review these rules at their discretion, and amend as necessary. Review dates will be noted in the rules to ensure compliance. Amendments will be recorded in Appendix B
Section 3: Scope
These rules apply to Milwaukee DSA, its Working Groups, Committees, Subcommittees, Campaigns, Officers, Chairs, Members, and any person or group of people (formally or informally organized) conducting the business of Milwaukee DSA. These rules also apply to arrangements made where Milwaukee DSA is a fiscal agent or sponsor of a project or group.
Section 4: Fiscal year
The fiscal year of the Milwaukee DSA will start on January 1st and end on December 31st.
Section 5: Providers
The Treasurer will maintain an account with and, when necessary, use approved financial product providers. These providers, described in Appendix A, are the sole providers of financial products to the Milwaukee DSA.
Providers are approved by the Executive Committee or by other means compliant with the bylaws. When choosing providers, the Executive Committee of the Milwaukee DSA will consider many factors, including, but not limited to: the price, quality, and social impact of the product or service offered. The Milwaukee DSA will always use credit unions as financial institutions.
Section 6:Receipt and Payment of Money
Whenever possible, DSA Members and leaders will endeavor to use the DSA payment systems to provide a payment to a provider when it is required (i.e. a Member will attempt to use money drawn from the DSA checking or savings account to pay for a duly authorized service or product). In the event that circumstances prohibit the efficient use of payment methods using the accounts with providers listed in these rules, the member conducting the transaction will be reimbursed, as provided in Section 7. Receipts will be provided to the Treasurer in order to receive a reimbursement.
It is required under these rules that purchases, reimbursements, and any other financial transactions will require a receipt that will be retained as part of the financial records of the chapter.
Members must contact the Treasurer or the Executive Committee for funding approval before committing to any expense on behalf of Milwaukee DSA.
Purchases of $250 or less may be approved at the Treasurer’s sole discretion, although payments made under this provision shall not exceed $750 per month. Purchases over $250 must be approved by the Executive Committee.
The Executive Committee shall review all transactions at its discretion. The Treasurer shall be responsible for sharing a complete transaction history with the Executive Committee upon request of the Committee.
When receiving money as an agent of Milwaukee DSA, members and leaders will endeavor to use the most transparent and efficient methods of receiving money. This means, when possible, using the approved providers and systems set up by the elected leaders of Milwaukee, including the Treasurer. Under no circumstances will a Milwaukee DSA member, officer, chair, or anyone else designated in any way to receive money for the chapter deposit that money (which is the property of Milwaukee DSA), including cash, in any bank account besides the bank accounts of the Milwaukee DSA. It is expressly stated in these rules that this action is 100% prohibited, and doing so constitutes a direct violation of these rules.
Section 7:Reimbursement of Organizational Expenses
In some cases, an individual may need to charge Milwaukee DSA expenses to their own personal accounts. Every attempt should be made beforehand to:
verify that these expenses are proper expenses of Milwaukee DSA, meaning that these expenses can be correctly attributed to the operation, maintenance, and/or facilitation of official business of Milwaukee DSA or its Working Groups, Committees, Subcommittees, or Campaigns, and are not attributable to the business of any Caucus or other outside organization that participates or conducts business within Milwaukee DSA;
receive prior authorization to charge these expenses to a personal account from the Treasurer or Executive Committee, as described in Section 6.3.
If Section 7, paragraph 1(a) and (b) are performed, the individual will be reimbursed by Milwaukee DSA. If Section 7, paragraph 1(a) or (b) are not performed to the best of one’s ability, the individual who is charging costs understands that they may not be eligible to receive reimbursement of organizational expenses.
If an individual is determined to be eligible for reimbursement of organizational expenses, the Treasurer will reimburse the individual covering the organizational expenses charged to the individual’s personal account.
Under no circumstances is an individual allowed to reimburse themselves through funds they may or may not handle as part of official Milwaukee DSA business. All reimbursement of organizational expenses must follow the procedure laid out above, in Section 7, paragraphs 1 through 3.
If the individual noted is the Treasurer, they must receive permission from the Executive Committee per Section 1, paragraph 1(b) in order to receive reimbursement of organizational expenses.
If, through regular business operations, or in the course of an audit (internal or external), a reimbursement of organizational expenses was found to be erroneously paid, an individual is required to repay Milwaukee DSA the amount of the reimbursement so long as the date of reimbursement is within two calendar years of the date of discovery of erroneous reimbursement.
Reimbursement requests must be submitted within two months of the purchase.
Section 8:Authorized Administrators
The Executive Committee of the Milwaukee DSA will designate individuals, listed in these rules, as authorized administrators of accounts with financial providers. An example of this would be the comrade who is listed as an “authorized user” on the business checking account. Authorized administrators will be given access to the financial product login credentials, or be assigned their own credentials by the provider or Treasurer.
Authorized administrators are listed in the table in Appendix A. Working with the Treasurer of Milwaukee DSA, authorized administrators will familiarize themselves with these rules and will endeavor to not violate it. The Treasurer shall always be an Authorized administrator of every provider.
Under certain circumstances it may not be possible or efficient for a Milwaukee DSA officer, member, or chair to be approved as an authorized administrator, or it may not make sense, such as someone helping to sell merchandise at an event booth for a single event such as Center Street Daze in Riverwest. To ensure that under those circumstances, which may be allowed from time to time, there is no violation of these rules it will be understood by all leaders of Milwaukee DSA that anyone who falls under this provision be, at minimum, required to have a conversation with the Treasurer of Milwaukee DSA before the event to ensure they are familiar with the general components of these rules.
Section 9: Audits and Auditors
An ad hoc Audit Committee shall be formed upon a majority vote of the General Membership in favor of its formation. The Audit Committee will consist of three Members of Milwaukee DSA elected by the General Membership. Executive Committee members are not eligible to be members of the Auditing Committee.
Upon formation, the Audit Committee will proceed with the work of examining the books and accounts of Milwaukee DSA for the prior fiscal year with a deadline of three (3) months after the date of its formation. They shall request from the Treasurer financial records from all Milwaukee DSA accounts for the purposes of reconciling all transactions that have occurred in the previous year. The Treasurer will supply the Audit Committee with all necessary forms and information in order to complete the audit.
The Audit Committee will give its report on its findings to the Executive Committee. The report of the Committee must be approved by the Executive Committee and made available to any member in good standing upon request. The Audit Committee shall dissolve upon successful completion and presentation of this report.
The Audit Committee, with the consent of the Executive Committee, may employ a certified public accountant, professional bookkeeper, or other professional to audit or assist the Audit Committee in auditing the books. However, this accountant may not develop bookkeeping practices contrary to these Financial Rules.
For reasons of security, no member or former member of the Audit Committee may retain any financial records of Milwaukee DSA, acquired through the course of the audit, after completion of the Committee’s tasks and/or after the Committee’s dissolution.
Section 10:Violations
Violations of these rules shall be brought to and discussed by the Executive Committee and violators may be subject to disciplinary action that is compliant with the bylaws of the Chapter and the laws of the State of Wisconsin.
