Report visita WMF 2017
Financial Review Report. Amical Wikimedia
- Date of Review
- June 2017
- Date of Report
- July 2017
- Legal Compliance: Fail: Amical has no written Conflict of Interest policy in place.
- Audit: Pass
- Accounting and Financial Records: Pass
- Risk assessment and insurance: Pass
- Bank records and cash controls: Pass
- Hiring and Payroll: Pass
- Taxes: Pass
- Fixed assets: Pass
- Liability and Procurement: Fail: Amical lacks a procurement procedure that includes separation of duties.
- Financial reviews: Pass
- Amical Wikimedia has passed the financial review.
- Amical Wikimedia functions very well in the areas of finance and governance, which is especially notable for an organization with a smaller budget.
Amical’s staff are devoted to programs and so the volunteer board is responsible for managing these areas of Amical’s operations. Board members take a very active role in the day to day management of the organization. Amical is careful about succession planning, and former board members work with new members to share skills and experience in order to ensure that new board members are ready to perform core operational tasks. Amical contracts an external firm that provides them with a suite of services on an as-needed basis. This includes professional accounting services, as well as consultations on legal and regulatory matters. This firm works with Amical to conduct an annual risk assessment, which is a good practice. Outsourcing some of these functions that require professional expertise is an intelligent strategy that enables Amical to make their program-focus staffing model work.
While Amical is a very transparent organization that values group decision-making and sharing information openly, the organization still lacks some basic formal processes that would strengthen their internal controls. Notably, Amical lacks a written Conflict of Interest policy and lacks a clearly defined process for approving some contracts or purchases prior to payment. While segregation of duties is in place in the field of disbursements, and there is a "practical" process in place involving transparency of accounting and scrutiny by third parties, notably the members, Amical needs to make sure that the processes are defined officially. This will ensure sustainability of those processes should the existing "in practice" oversight fail.
- Amical should consider implementing the following high priority recommendations (in order of importance):
- Amical should create a written COI policy, ensure this policy is approved by and shared with the board. Have a process by which Amical board members formally acknowledge the organization’s conflict of interest policy, such as a process by which all board members sign the policy or vote to renew their commitment on an annual basis.
- Amical should institute formal procedures for procurement and the advance approval of travel expenses that include adequate separation of duties.
- Amical should acquire a secure place to store physical copies of financial records, and also ensure that digital records stored on the Google Drive are backed up.
- While it is laudable that Amical thinks carefully about how board and staff can work together effectively, and works with old and new board members to transfer skills, we recommend that Amical formally document board roles and responsibilities in the form of a board handbook or board guidelines.
- Amical can also consider the following lower priority recommendations (in order of importance):
- Amical may consider forms of liability insurance that would protect the organization were incidents to occur during the course of events not held at another location covered by insurance (e.g. photowalks), as appropriate in their local context.
- Amical may consider providing a company computer and cellular telephone to staff to use for work purposes, rather than relying on their staff person’s personal hardware.
- Amical may evaluate whether or not it would be useful to design an internal process to evaluate whether or not the organization is accomplishing its objectives.