Difference between revisions of "Board Orientation"

Revision as of 01:10, 18 July 2014

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 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
Zoho
People's Gas
Rent ACH
Internet
Paigely
vm.pumpingstationone.org?

Online accounts

Zoho

Zoho account names are set to "President", "Vice President", et cetera. This is so actions aren't attached to individual people.

Annual Report

To file an amended annual report, you (quite literally) fill out the annual report with the new information and write "AMENDED" at the top. Mail it in like normal.

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, check, and Amazon. 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.

Processing the Payments

For each cash payment, update the member's record in 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:

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

@@ Line 35: / Line 35: @@
 === Accepted ===
 We technically accept PayPal, cash, check, and Amazon. 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.
+==== Processing the Payments ====
+For each cash payment, update the member's record in 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 ===