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Line 99: − What I would recommend (Ray, PR) is that you secure yourself a durable PS1 email address rather than a "role" account, and forward that to either your role or your personal email account ... the reason is that it would be great if your contacts that you develop with business cards last longer than one year. There may be times when you want to direct someone to your role account rather than to your enduring email account, but ... try it this way, see how it works: get a PS1 card that isn't about your BOD role, and use that. It will count for more and last longer. You can't really order less than 500 cards cost-effectively anymore, and the cool thing about you advocating for PS1 is that you are a member, more than your BOD position. − − If you want your role/title on them, no argument ... I'll format a set up for you. - Ray Line 109:
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Line 141: + + − === 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. --[[User:Dbever|Dbever]] ([[User talk:Dbever|talk]]) 21:03, 11 November 2014 (CST)+ − + − + − + − + − + − + − + − + − + − + − === Checks ===+ − Need to pass along the blank checks. − + + +
→Handling Cash Payments
== Google Groups/Mailing Lists ==
== Google Groups/Mailing Lists ==
We have two main mailing lists that our members use to interact with each other online. The [[https://groups.google.com/forum/#!forum/pumping-station-one-public public list]] and the [[https://groups.google.com/forum/#!forum/pumping-station-one private list]]. All board members should at least get the '''Manager''' role to be able to do moderation and to approve join requests and such. During orientation, new board members will need to be shown the interface for managing membership of these lists and how to approve posts to the public list. They should also be given some rough guidelines on what to approve or not approve on the public list. Generally anyone can post to it (member or not) and we'll only block them from posting if their message is obvious spam.
We have two main mailing lists that our members use to interact with each other online. The [[https://groups.google.com/forum/#!forum/pumping-station-one-public public list]] and the [[https://groups.google.com/forum/#!forum/pumping-station-one private list]]. All board members should at least get the '''Manager''' role to be able to do moderation and to approve join requests and such.
When handling a request to join the member's group, check the member's site. If the requester is a member, [[https://support.google.com/groups/answer/2465464?hl=en approve them]]. Proposed procedure: after adding somebody to the list, reply to the directors-only@ list letting others know that the member has been added.
During orientation, new board members will need to be shown the interface for managing membership of these lists and how to approve posts to the public list. They should also be given some rough guidelines on what to approve or not approve on the public list. Generally anyone can post to it (member or not) and we'll only block them from posting if their message is obvious spam.
* Moderating a member: Occasionally there is a need to require moderation for a member for some period of time and follows this process:
* Moderating a member: Occasionally there is a need to require moderation for a member for some period of time and follows this process:
* Online banking
* Online banking
* PEX Cards
* PEX Cards
== Annual Report ==
== Annual Report ==
== Business Cards ==
== Business Cards ==
The PR director has newish templates for business cards. Might as well get 500 if you get any. They will be stored on our Google Drive.
The PR director has newish templates for business cards. Might as well get 500 if you get any. They will be stored on our Google Drive.
There is a supply of generic PS1 cards available stored with our office supplies (currently in the safe) if you don't want to get any personalized cards, or for you to use until your personalized cards arrive.
There is a supply of generic PS1 cards available stored with our office supplies (currently in the safe) if you don't want to get any personalized cards, or for you to use until your personalized cards arrive.
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.
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'''
'''Members should be informed that cash payments can take a while to be processed and that they really establish recurring payments through the member management system - [[Wild Apricot]] and [[Stripe]].'''
==== Processing the Payments ====
==== Processing the Payments ====
For each cash payment, update the member's record in not zoho.
For each cash payment, update the member's record in Wild Apricot.
NOTE INSTRUCTIONS WERE FOR ZOHO, NOT WILD APRICOT, VERY OUTDATED
* Set their membership level to their payment amount (if applicable.)
* Set their membership level to their payment amount (if applicable.)
Members can receive $30 off via [[Member Rewards]].
Members can receive $30 off via [[Member Rewards]].
Procedure as of 8/2016 can be found here [https://wiki.pumpingstationone.org/Redeeming_Member_Points Redeeming Member Points]
Procedure as of 8/2016 can be found here [[Redeeming Member Points]]
Current procedure for giving them the $30 off:
Current procedure for giving them the $30 off:
'''To add''': how to handle members who spend member points on a temporary upgrade instead of a refund
'''To add''': how to handle members who spend member points on a temporary upgrade instead of a refund
=== Checks ===
Need to pass along the blank checks.
== Running Votes ==
Most of the business conducted by PS:1 is decided by member votes. Running votes is the responsibility of the Secretary.
* A new vote should go here: [[2014 Votes]] (or the equivalent page for the current year)
* A new vote should go here: [[2017 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.
* When the vote sponsor has informed the board that a proposal is ready for a vote (usually after discussion on the mailing list), a proxy statement needs to be emailed to all full members.
* This email needs to be sent at least 5 days before the vote - so the Thursday before a Tuesday vote.
* This email needs to be sent at least 5 days before the vote - so the Thursday before a Tuesday vote.
* To send the vote notification email, select "Mass Mail" from the dropdown menu when logged in to the members.pumpingstationone.org. Edit an existing vote email changing the dates (they're in bold), save, and send to full members.
* To send the vote notification email, select "Mass Mail" from the dropdown menu when logged in to the members.pumpingstationone.org. Edit an existing vote email changing the link to the vote and the dates (they're in bold), save, and send to full members.
* Make a note of the quorum on the day that you send out the proxy statement.
** Don't forget to change the dates in the email subject line!
* 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).
* In addition to a proxy statement announcement, it's helpful to send out a reminder email the day before proxies are due.
** 2015 update: I have started storing the results, including the proxy vs. in person breakdown, in the member minutes.
* Proxies are sent to the votes@ account. (Credentials in LastPass) Try to check this account before the deadline for proxy votes; if a proxy is incorrectly completed, you can let people know that they can re-send a proxy.
** Proxies should be emailed directly to the secretary@ email account.
* Copy one of the spreadsheets in the Google Drive to track proxy votes. There's also a space there to track who voted in person and vote totals.
** 2015 update: proxies seem to be emailed to the votes@ account.
* At the meeting for the in-person vote, have all full members sign in on a [[https://drive.google.com/open?id=0ByyGnsLiSGNWRkhnLU1YY2J3WjQ Vote Roll Call Sheet]]
* Once the voting is done, update [[2016 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.
** Any members who are present should have their proxy votes removed from the vote spreadsheet.
** Record which members are present for the vote.
* Once the voting is done, update [[2017 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.
== Task Management ==
== Task Management ==
We use [https://rt.pumpingstationone.org/ 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.
We use [https://rt.pumpingstationone.org/ RT] for tracking tasks. Emails from info@ and money@ get forwarded to RT and placed in RT categories such as Member Payments, Treasury, General, etc. During board meetings, part of the meeting was historically dedicated to RT triage to adjudicate and assign tasks, but we're trying to handle more of this outside of meetings.
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.
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.
[[RT Procedures]] documents RT basics as well as how to handle the most common RT tickets (general questions, new members, paypal cancellations, member points, etc.)
== Meetings ==
== Meetings ==