How to Run HeatSync Labs: Difference between revisions

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This is a list of responsibilities (what is expected of the position), as well as a knowledgebase of how to practically accomplish those responsibilities.
The role of the Board of HeatSync Labs has three parts:
* To Guide the Community in the fulfillment of our mission and goals.
* To Represent the Will of the Community where an official representation is necessary to interface with other organizations and to fulfill the Law of the land.
* To Empower the Individuals that make up the Community of HeatSync Labs to take Action towards the ends of fulfilling our goals and mission.
 
* Current [[Board Members]]
* Elections: October, with November transition.


== Everyone ==
== Everyone ==


* Try to be physically at the lab as often as possible
* Try to be physically at the lab as often as possible
* Specifically be at the lab for [[Hack Your Hackerspace]] night
* Convert strangers into members
* Convert strangers into members
* Serve on committees
* Serve on committees
* Fundraise
* Fund raise
* Evangelize HeatSync
* Promote HeatSync
* Ensure that the charitable purpose of our 501(c)3 is upheld. (See our [[501(c)3 Filings]])


== Champion ==
== Champion ==


* Physical face of HeatSync, primary contact point
* Physical face of HeatSync, primary contact point
* Present for most events
* Host/life of the party
* Leader
* Checks/Balances (treasurer, etc)
* Checks/Balances (treasurer, etc)
* Vision, on track and clearly conveyed, the "why"
* Vision, on track and clearly conveyed, the "why"
* Set and clarify expectations of positions
* Find holes in responsibility and plug them personally if need be
* Understand/track all aspects of HeatSync
* Lead or make sure initiatives important to HSL are lead, for instance (and entirely for example):
* Accountability, Follow-up
*build out of individual stations (3d printing, microcontrollers)
* Empower/motivate
* Delegator
* Focus
* Mediate
* Communication (to/from board, to new people "no wallflowers!", connect people, to partners, getting and keeping contacts)
* Communication (to/from board, to new people "no wallflowers!", connect people, to partners, getting and keeping contacts)
* Decider
*Be:
* Clarity
** Present for most events
* Soliciting for membership
** [[Hosting |Host]]/life of the party
* Presentation
** a Leader
 
** able to understand/track all aspects of HeatSync
== Resource Manager ==
** in charge of Accountability, Follow-up
 
** Empowering/motivating
* In charge of Tear Apart Nights
** Delegating
* Handle incoming items (donations,
** Mediating
* Handle outgoing items (recycling, auctioning, donating, trashing)
** Deciding
* Inventory management (resource tracking, sellable item tracking, toolshare, with IT's help)
* Responsible for space (organization, cleanliness)
* Manage storage (onsite, offsite)
* Submit orders to Treasurer
* Policies/guidelines, lab safety, waivers, signage
* Facilities management
* Tool buildouts/installation
* Utilities management (with treasurer's help)


== Treasurer ==
== Treasurer ==
Also see [[Treasurer_Howto | Office of Treasurer HowTo]]


* Manage bank accounts (with accountant's help)
* Manage bank accounts (with accountant's help)
* Collect dues and monetary donations
* Collect dues and monetary donations
* Initiating and revoking memberships (with secretary's help)
* Timely updates to the board
* Timely updates to the board
* Taxes, IRS communication
* Taxes, IRS communication
* Collecting receipts for sales
* Collecting receipts for sales
* Delivering receipts to donators, with tax exempt notification (as easy as possible)
* Delivering receipts to donors, with tax exempt notification (as easy as possible)
* Improving sales process to make it easy for customers (with IT/Marketing help)
* Improving sales process to make it easy for customers (with IT/Marketing help)
* Set up accounts with vendors
* Set up accounts with vendors
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* Accounts payable
* Accounts payable
* 501c3 status (account switchovers)
* 501c3 status (account switchovers)
* Record when a donation worth more than $500 is sold or disposed of, we [http://www.irs.gov/Charities-&-Non-Profits/Charitable-Organizations/Charitable-Organizations-Substantiating-Noncash-Contributions must document that sale for the IRS.]
=== Notes Captured From Eric Wood 2022-08-23 ===
* HSL has an accounting firm, which charges about $300 per month.
* Most bills are auto-paid, but there are some manual outliers that need to be handled.
* Payments to instructors:
** Money transfer from PayPal to Instructor done by Treasurer.
** Recorded in QuickBooks by Treasurer.
** Customer payments are collected in PayPal by Website.
** Instructor provides info to Treasurer about financial breakdown.
** Treasurer *does not* do 1099 - Accountant does that.
*** Treasurer does categorize instructor payments in docs provided to accountant.
* Reimbursements are paid by Treasurer.
** Receipts are stored primarily as images in DropBox.
** Some noteworthy receipts are also kept as paper.
* Books are done in QuickBooks.
* Member Database integration would be nice. (has been on the wish list for a long time)
* Keep about $nn in checking account. (number known but not disclosed here, ask Eric)
** When checking goes below $nn, transfer money from savings.
** Consider pinging Jim Tolar from Bike Saviours regarding using a CD ladder for improved interest.
* Currently we do not have a purchaser of paper towels and toilet paper, which should be expenses sent to Treasurer.
* Rent is our highest expense at about $1/foot/month.
* Electricity is our #2 expense.
* Sprinklers are the big thing we don't want to do that makes us consider leaving our otherwise pleasant location. Estimate was $50k, but that included $25k to extend the City of Mesa water main, which may have been partially extended already. $50k is probably more like an upper bound right now.


== Secretary ==
== Secretary ==
*Check PO box
*send thank yous, etc
* Initiating and revoking memberships (keys, documents, etc, with treasurer's help)
*find presenters for biweekly thursday talks
**get bio, info on talk, picture for blog post and calendar
**put info in calendar
**be point of contact on thursdays for these presenters, set up any resources they need (projector, mic, etc)
**send thank yous, etc
**post presentations on wiki and maybe a private list of emails so we can reschedule speakers http://wiki.heatsynclabs.org/w/index.php?title=Presentations
**post presentations on wiki and maybe a private list of emails so we can reschedule speakers http://wiki.heatsynclabs.org/w/index.php?title=Presentations
*post agenda to lab and discussion board 1 week prior to board meeting
*post agenda to lab and discussion board 1 week prior to board meeting
*take minutes during board
*take minutes during board
*post draft minutes directly after board meeting finishes to discussion board
*post draft minutes directly after board meeting finishes to discussion board
*add approved minutes to wiki directly after board meeting finishes
*take minutes staff meetings--email minutes to attendees immediately after staff meetings
*take minutes staff meetings--email minutes to attendees immediately after staff meetings
* Reminders (reporting, taxes, due dates)
* Reminders (reporting, taxes, due dates)
* Operations/Events accountability
* Operations/Events accountability
* Contacting lawyer/insurance
*Organize organization documents and maintain document compliance for 501c3 status
*Organize organization documents and maintain document compliance for 501c3 status
*PUBLIC Accountability
1023 (and attachments), determination letter(1023 acceptance)XX,  all correspondence!(the letter from IRS that told us to fix stuffXX) and last 3 filed 990 and 990ts at any time (not including donors schedule (b?))
if in person, MUST REMIT SAME DAY! per day($20/day capped at 10k per document) penalties!,
(can ASK reasonable copying fee, but we can't withhold for payment)
or request by writing, we have 30 days to comply
*MEMBER Accountability
Articles, bylaws(WIKI), resolutions dealing with member rights(none atm?), minutes for past 3 years(in binder),actions taken by committees, written communications to members for 3 years(we dont have single channel for this, can we just say google groups?), names and business addresses of current directors and officers(make list), most recent annual report(state corporation commission report), member agreements, accounting records, membership list, most recent financial statements (very broad discretion here...)
== Editor ==
Also see: [[Editor_Howto | Office of Editor HowTo]]
* Blog management
* Creating content
** Photojournalism
** Written journalism
*** Regularly published focus pieces
****  Monthly news stories (focused articles)
****  "Happening this week" (photos of wacky things that happened)
****  Project updates
* Publicization and evangelism
* Copyediting, review (with marketing help)
* Wiki content
* Publishing official documents (with help of secretary)


== Marketing/PR ==
== Operations ==
 
Also see [[MarketingPR_Howto | Office of Marketing/PR HowTo]]
* Facebook, Twitter (social media management)
** Event hype (before, during, after)
** Personality
** Finding and re-sharing community content
** Community involvement
** Additional streams (with IT help)
* Promote HeatSync
* Ensuring sales items are displayed well (tables/sales are pretty)
* Branding/Image/Logo/Elevator Pitch (consistency, applied everywhere)
* Swag, Collateral, promo/info materials
* Sales
* Final review of content?
* News/PR contacts
* Demographics, marketing to the right crowd
** Obtain marketing lists
** Metrics/Analytics/Effectiveness
** Conversion & Retention
* Looking into other/new media, outlets, news, press


== IT ==
The Operations manager should be good at inspiring volunteers, delegating, following up, and taking tasks on themselves as necessary. In order to be effective and to keep HeatSync a community-oriented endeavor, they should not attempt to do everything themselves or dictate policy. Rather, they should help community members reach a productive consensus and achieve common goals together, only rarely stepping in to make decisions when the community is deeply divided.


* Server/website/email/wiki/docs design/implementation/support/management
* Delegate and coordinate ongoing tasks including:
* Web development and design (with marketing help)
* Membership (welcoming, tracking, training, card access, suspension/revocation)
* eCommerce (with treasurer account)
* Propose adjustments to the space or behavior to help newcomers feel welcomed and transition to a user of the space/tools, possibly a member, or possibly a volunteer.
* Online account management (passwords, integration)
* Update and refine the Walk Through Orientation on a regular basis
* Computer/hardware design/implementation/management/support
* Community Governance (community voting, mailing list moderation, mediation)
* Network support
* IT:
* Webcams, twitter bots, etc
** Website
* Physical security (with resource manager)
** Wiki
* Public notification of outages/downtime
** Internet
* Technological recommendations/reviews/ordering (with resource manager and treasurer)
** Internets
* Technical training
** Door Access
* On call?
** WiFi
* Marketing
** Websites
** Social media
** print
** signage
** t-shirts
* Facility Maintenance
* Safety
* At least yearly, audit the MSDS binder and update it to reflect chemicals and materials in the lab
* Facilitate communication between the community, volunteers, operations team, and board as necessary

Latest revision as of 20:29, 30 March 2024

The role of the Board of HeatSync Labs has three parts:

  • To Guide the Community in the fulfillment of our mission and goals.
  • To Represent the Will of the Community where an official representation is necessary to interface with other organizations and to fulfill the Law of the land.
  • To Empower the Individuals that make up the Community of HeatSync Labs to take Action towards the ends of fulfilling our goals and mission.
  • Current Board Members
  • Elections: October, with November transition.

Everyone

  • Try to be physically at the lab as often as possible
  • Specifically be at the lab for Hack Your Hackerspace night
  • Convert strangers into members
  • Serve on committees
  • Fund raise
  • Promote HeatSync
  • Ensure that the charitable purpose of our 501(c)3 is upheld. (See our 501(c)3 Filings)

Champion

  • Physical face of HeatSync, primary contact point
  • Checks/Balances (treasurer, etc)
  • Vision, on track and clearly conveyed, the "why"
  • Find holes in responsibility and plug them personally if need be
  • Lead or make sure initiatives important to HSL are lead, for instance (and entirely for example):
  • build out of individual stations (3d printing, microcontrollers)
  • Communication (to/from board, to new people "no wallflowers!", connect people, to partners, getting and keeping contacts)
  • Be:
    • Present for most events
    • Host/life of the party
    • a Leader
    • able to understand/track all aspects of HeatSync
    • in charge of Accountability, Follow-up
    • Empowering/motivating
    • Delegating
    • Mediating
    • Deciding

Treasurer

  • Manage bank accounts (with accountant's help)
  • Collect dues and monetary donations
  • Timely updates to the board
  • Taxes, IRS communication
  • Collecting receipts for sales
  • Delivering receipts to donors, with tax exempt notification (as easy as possible)
  • Improving sales process to make it easy for customers (with IT/Marketing help)
  • Set up accounts with vendors
  • Purchasing (processing orders)
  • Capital value (asset tracking with resource manager's help)
  • Budgets
  • Expenses (monthly/yearly)
  • Building and debt management
  • Accounts payable
  • 501c3 status (account switchovers)
  • Record when a donation worth more than $500 is sold or disposed of, we must document that sale for the IRS.

Notes Captured From Eric Wood 2022-08-23

  • HSL has an accounting firm, which charges about $300 per month.
  • Most bills are auto-paid, but there are some manual outliers that need to be handled.
  • Payments to instructors:
    • Money transfer from PayPal to Instructor done by Treasurer.
    • Recorded in QuickBooks by Treasurer.
    • Customer payments are collected in PayPal by Website.
    • Instructor provides info to Treasurer about financial breakdown.
    • Treasurer *does not* do 1099 - Accountant does that.
      • Treasurer does categorize instructor payments in docs provided to accountant.
  • Reimbursements are paid by Treasurer.
    • Receipts are stored primarily as images in DropBox.
    • Some noteworthy receipts are also kept as paper.
  • Books are done in QuickBooks.
  • Member Database integration would be nice. (has been on the wish list for a long time)
  • Keep about $nn in checking account. (number known but not disclosed here, ask Eric)
    • When checking goes below $nn, transfer money from savings.
    • Consider pinging Jim Tolar from Bike Saviours regarding using a CD ladder for improved interest.
  • Currently we do not have a purchaser of paper towels and toilet paper, which should be expenses sent to Treasurer.
  • Rent is our highest expense at about $1/foot/month.
  • Electricity is our #2 expense.
  • Sprinklers are the big thing we don't want to do that makes us consider leaving our otherwise pleasant location. Estimate was $50k, but that included $25k to extend the City of Mesa water main, which may have been partially extended already. $50k is probably more like an upper bound right now.

Secretary

  • send thank yous, etc
  • post agenda to lab and discussion board 1 week prior to board meeting
  • take minutes during board
  • post draft minutes directly after board meeting finishes to discussion board
  • take minutes staff meetings--email minutes to attendees immediately after staff meetings
  • Reminders (reporting, taxes, due dates)
  • Operations/Events accountability
  • Organize organization documents and maintain document compliance for 501c3 status

Operations

The Operations manager should be good at inspiring volunteers, delegating, following up, and taking tasks on themselves as necessary. In order to be effective and to keep HeatSync a community-oriented endeavor, they should not attempt to do everything themselves or dictate policy. Rather, they should help community members reach a productive consensus and achieve common goals together, only rarely stepping in to make decisions when the community is deeply divided.

  • Delegate and coordinate ongoing tasks including:
  • Membership (welcoming, tracking, training, card access, suspension/revocation)
  • Propose adjustments to the space or behavior to help newcomers feel welcomed and transition to a user of the space/tools, possibly a member, or possibly a volunteer.
  • Update and refine the Walk Through Orientation on a regular basis
  • Community Governance (community voting, mailing list moderation, mediation)
  • IT:
    • Website
    • Wiki
    • Internet
    • Internets
    • Door Access
    • WiFi
  • Marketing
    • Websites
    • Social media
    • print
    • signage
    • t-shirts
  • Facility Maintenance
  • Safety
  • At least yearly, audit the MSDS binder and update it to reflect chemicals and materials in the lab
  • Facilitate communication between the community, volunteers, operations team, and board as necessary
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