Board Orientation

Email

Email Addresses

Each board member has their own email address. It is usually [email protected]. The previous board member should hand over the account to the new board member.

As of 2014, we have been giving the directors at large an official ps1 email address using their name/pseudonym.

Director only list

Update the members of the directors only list.

Bank account

• Electricity Payments - Tony Stuff

Things to update payments for

• Quickbooks
• ComEd - ACH payment
• People's Gas
• Rent ACH
• Internet
• Pagely
• Creative Cloud
  • This is tied to the secretary@ email address

Online accounts

Credentials

We are storing credentials in a corporate LastPass account - check with CTO for details. We pay per-user.

Annual Report

As of 2015/05: According to the Illinois Secretary of State's office, amending the annual report is unnecessary since our registered agent or address has not changed. A new annual report must be filed at the end of the year, which will list the soon-to-be-outgoing Board.

Business Cards

There are patterns in zoho. We use vistaprint, as they are pretty cheap. I would only recommend getting 250.

Member Payments

Accepted

We technically accept PayPal, cash, and check. Anything other than PayPal has significant overhead -- both for the person trying to find someone to give the money to and for the board for tracking payments.

Handling Cash Payments

All cash payments are to be deposited in the dropbox in the safe; it's currently mounted on the wall. On the envelope should be their name and the date of the deposit.

Members should be informed that cash payments can take a while to be processed and that they really should pay with paypal if possible

Processing the Payments

For each cash payment, update the member's record in not zoho.

• Set their membership level to their payment amount (if applicable.)
• Set the "End Date" to be one month after the payment.
• Add a note to their file, indicating when the payment was dated and how much it was for.
• Make sure their payment type is set to "cash".
• Set the "Last Payment Date" to the payment received date.
• Immediately deposit the payment (after signing the checks.) DO NOT allow payments to accumulate. Anything over two weeks is unacceptable.
• Take a photo of the receipt and send the image to info@, with a breakdown of the deposit.

Member Points

Members can receive $30 off via Member Rewards.

Current procedure for giving them the $30 off:

1. Check a spreadsheet to see how many points have been used this pay cycle. Check the current month and the previous month.
2. In PayPal, find their most recent payment.
3. Via the refund button, give them $30 per member point used -- up to how much they paid that month.
4. Deduct the points from their total in Zoho.
5. Track the expenditure in a spreadsheet.

Members can't refund more than the cost of their membership, and we don't track fractional member points.

Running Votes

Most of the business conducted by PS:1 is decided by member votes. The burden of most of the record keeping is on the secretary.

The process I've been using this year seems to work for the most part, it is detailed below. --Dbever (talk) 21:03, 11 November 2014 (CST)

• A new vote should go here: 2014 Votes (or the equivalent page for the current year)
• When a vote is officially proposed (usually at a member meeting, though mailing list works as well) - that is, the vote date is announced and there will be no further changes to the language, an email informing the membership of the vote (and soliciting electronic votes) goes out.
  • 2015 note: This has been transitioned from Zoho to the new members.pumpingstationone.org site.
• I keep a tally of votes in a google spreadsheet - tracking votes in person, electronic and proxy (A list of proxied votes is maintained in another spreadsheet. This should be checked periodically to make sure the names on it belong to current members).
  • 2015 update: I have started storing the results, including the proxy vs. in person breakdown, in the member minutes.
  • Proxies should be emailed directly to the secretary@ email account.
• Once the voting is done, update 2014 Votes as well as the votes page. I also generally note whether a vote passed in the minutes and on the vote page. Mailing list announcement also isn't a bad idea.

Checks

Need to pass along the blank checks.

Task Management

We use RT for tracking tasks. Emails from info, money, ...? get forwarded to RT and placed in to RT categories such as Member Payments, Treasury, General, etc. During board meetings, part of the meeting is dedicated to RT triage to adjudicate and assign tasks.

RTs can have attachments, comments, email replies, and statue changes. It is good to record status updates in tickets so that there is no bottleneck in case someone else needs to pick up the ticket, or has a question.

Meetings

Board meeting schedules can be determined by the board, but the board needs to meet at least once a year. Traditionally, boards meet on Tuesdays before the member meeting either weekly, or twice a month. Board meetings are recorded on wiki pages and organized in the category page for board meetings [1].