MakeHaven · Compliance & recurring obligations← Process registry

What is due, what proves it, who hears if it slips

One page for the Executive Director and for whoever comes next. Every row is computed from the obligations register at build time. Credentials and runbook detail live with staff, not on this page.

As of Wed 7 Oct 2026 19 obligations Rendered from data/obligations.yaml

Start here

2overdue or unresolvedXero↔Gusto check, M-3 exemption
2due in the next 30 daysWorkers' Comp, Personal property
6no evidence the last cycle closedXero↔Gusto check, WC premium audit, 1099-NEC, Cultural District, Board conflict-of-interest, +1 more

The next twelve months

Each dot is a due date. The dashed line is today. Anything left of it that is not green is late. Where a working window opens before the date, the label says when. Open rings are the twice-monthly contractor approvals, which the site prepares and a person signs off.

OctNovDecJan 27FebMarAprMayJunJulAugSepOctTax & filingsInsuranceMoney & peopleToday◦ contractor payment approval & pay run, 1st and 15th — prepared by the site, signed off in XeroM-3 exemptionsince Nov 2025Personal propertyNov 1Form 990Nov 15Charity renewalNov 30 · start Nov 16State annual reportMar 22 · start Mar 18868 extensionMay 15 · start Apr 15Cultural District~Jun · start May 25CPA reviewJun 30 · start Mar 15Workers' CompOct 7WC premium audit~Dec · start Nov 15Liability & umbrella~Feb · start Jan 1D&O~Apr · start Mar 1Board conflict-of-interest~Jul · start Jun 15Xero↔Gusto checksince Sep 2026Staff reimbursementsDec 31 · start Dec 15Gusto mailing cutoffJan 23 · start Jan 51099-NECJan 31 · start Dec 1
at risk / unresolved due within 30 days on track, evidence on file no evidence found changing prepared by software

The register

Every obligation, its next real due date, and the artefact that proves the last cycle closed. "None found" is a fact about the evidence folder, not about the filing.

Next dueObligationStateLast evidenceIf it slips
Tax & filings
1 Nov 2025340 days agoQuadrennial Tax Exempt Application (M-3)Assessor's Nov 2025 question never answered; next cycle 1 Nov 2029UnresolvedNone foundProperty tax assessed — already happened
1 Nov 2026in 25 daysDeclaration of Personal Property (New Haven)Assessor account UID 017402Due soon2025 zero-asset filing, per the assessorPenalty assessment on an estimated value
15 Nov 2026in 39 daysIRS Form 990Extended from May 15 by Form 8868; ZZSCPA prepares, Treasurer signs; 2025 review still openAt risk8868 accepted 28 Apr 2026 · 2024 return filed late, finedDaily penalty; charity renewal blocked
30 Nov 2026in 54 daysCT Charitable Solicitation renewalCHR.0067264 · $50 · requires the 990 filed first · notices go to admin@At riskCertificate 15 Dec 2025 · lapsed Dec 2024Cannot solicit in CT or apply for state and municipal grants
22 Mar 2027in 166 daysCT Secretary of the State Annual ReportALEI 1066239 · $50 · the old calendar said 26 March and produced two late filingsCurrentFiling 0013848474, 26 Mar 2026 (four days late)Administrative dissolution, eventually
15 May 2027in 220 daysIRS Form 8868 extensionThe control that prevents the 990 penaltyCurrentIRS acknowledgment 28 Apr 2026990 due May 15 with no slack — this is how the 2024 fine happened
~Jun 2027in 251 daysCT Cultural District annual reportConfirm this is MakeHaven's to file; three reminders in June 2026 unreadUnverifiedNone foundUnknown
30 Jun 2027in 266 daysCPA financial reviewZZSCPA · request list late April, draft mid-June · feeds the 990 and the charity attestationAt risk2025 request list 1 Jul 2026 · still open990 slips; charity renewal cannot attest
Insurance
7 Oct 2026todayWorkers' Compensation renewalConfirm carrier in force after 7 Oct (Liberty Mutual bills monthly on the 7th); officer exclusionsDue soonRenewal packet from Wellstone 14 Aug 2026 (The Hartford)Uninsured payroll; statutory penalties
~Dec 2026in 69 daysWorkers' Comp premium audit — staff-time formArrives after the term ends; actual payroll by classification for the expired termUnverifiedNone foundEstimated audit at the carrier's number; possible cancellation
~Feb 2027in 131 daysGeneral Liability & Commercial Umbrella renewalPHLY · issue COI naming 770 Chapel Street LLCCurrentRenewal packet Jan 2026, sent to governance committeeLease default on the certificate-of-insurance clause
~Apr 2027in 190 daysDirectors & Officers renewalManagement liabilityCurrentPolicy received 22 May 2026, sent to boardBoard exposure; recruiting harder
~Jul 2027in 281 daysBoard conflict-of-interest disclosuresmakehaven.org/conflict-interest-policy; also on onboardingUnverifiedNone found990 Part VI answer weakens
Money & people
28 Sep 20269 days agoCheck Xero ↔ Gusto connectionGusto asked for a reconnect on 15 Sep; may already be connected — a two-minute checkAt riskNone foundPayroll stops syncing to the ledger; 1099 reconciliation loses its payroll half
1st & 15thin 8 daysContractor payment approval & pay runSite consolidates timesheet drafts → one Xero bill per contractor → approve → pay in MelioPreparedPayments scheduled 15 & 18 Sep 2026Contractors unpaid
31 Dec 2026in 85 daysQuarterly staff reimbursement formWebform 26999 · health, commuter, other · receipts to personal Drive folder firstCurrentSubmissions arrive by emailStaff under-reimbursed; health-benefit substantiation thins
23 Jan 2027in 108 daysGusto tax-form mailing orderPrecedes the IRS date; confirm the exact day from Gusto's January emailCurrent2025 forms distributed via GustoDistribution becomes manual
31 Jan 2027in 116 daysContractor 1099-NEC issuance2026 split across Gusto (to ~May) and Melio/Xero (from ~July) — totals must be addedAt riskNone foundMissed forms for anyone over $600 in aggregate
ongoingFacility lease review770 Chapel Street LLC · negotiation live with MacDermid Reynolds & GlissmanChangingCounsel engaged Jun 2026—

How this page is fed

Five parts, built in this order. Purple is the machine's job, blue is a person's, grey is not built yet. The machine never files, pays, or invents an obligation.

1 · Register

One record per obligation

data/obligations.yaml — cadence, owner, evidence, consequence. Edited by pull request.

Person edits · built
2 · Clock

Computes next-due, writes calendar events

This page's dates are computed at every deploy. Calendar events on "Grants, Reporting and Filing Requirements" are hand-entered for now.

Page built · calendar script next
3 · Watcher

Reads both mailboxes, matches senders

Due notice → confirms. Acknowledgment → files evidence. Unknown agency → triage queue.

Not built
4 · Escalation

Overdue items go to the Treasurer too

What survives a personnel gap.

Not built
5 · Checks

Two Xero queries

1st/15th: bills awaiting approval. December: per-contractor totals from Gusto + Xero for 1099s.

Not built

Source: github.com/makehaven/Process-Registry — data/obligations.yaml for the rows, data/obligations.md for history and runbook pointers, build/obligations.py for this page.