How to Run HeatSync Labs

This is a list of responsibilities (what is expected of the position), as well as a knowledgebase of how to practically accomplish those responsibilities.

• • • Office of Editor
    • Office of Treasurer

Champion

• Physical face of HeatSync, primary contact point
• Present for most events
• Host/life of the party
• Leader
• Checks/Balances (treasurer, etc)
• Vision, on track and clearly conveyed, the "why"
• Set and clarify expectations of positions
• Understand/track all aspects of HeatSync
• Accountability, Follow-up
• Empower/motivate
• Delegator
• Focus
• Mediate
• Communication (to/from board, to new people "no wallflowers!", connect people, to partners, getting and keeping contacts)
• Decider
• Clarity
• Soliciting for membership
• Presentation

Resource Manager

• In charge of Tear Apart Nights
• Handle incoming items (donations,
• Handle outgoing items (recycling, auctioning, donating, trashing)
• 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

• Manage bank accounts (with accountant's help)
• Collect dues and monetary donations
• Initiating and revoking memberships (with secretary's help)
• Timely updates to the board
• Taxes, IRS communication
• Collecting receipts for sales
• Delivering receipts to donators, 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)

Secretary

• Initiating and revoking memberships (keys, documents, etc, with treasurer's help)
• Templatize meeting minutes, make minutes easy
• Agendas
• Document storage, recordkeeping
• Reminders (reporting, taxes, due dates)
• Calendar (operational, events, point of contact)
• Coordinate presenters (before, during, after)
• Operations/Events accountability
• Contacting lawyer/insurance

Editor

• 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

• Ensuring sales items are displayed well