How to Run HeatSync Labs

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Revision as of 09:14, 14 September 2013 by en>Will (→‎Operations)
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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 fulfil 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.

This is an OUTDATED list of responsibilities (what is expected of the position), as well as a knowledgebase of how to practically accomplish those responsibilities. We are trying to move as much responsibility to the community as possible so that the board is not a bottleneck to everyday tasks.

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
  • Fundraise
  • Evangelize HeatSync
  • Staff HSL personally or find someone to to make sure we're 'open' 7pm-10pm

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):
    • Makerfaire committee
    • build out of individual stations (3d printing, microcontrollers)
    • grand opening/birthday party
    • donor relations
    • lego league/young inventors
  • 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
  • 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

  • Check PO box
  • Initiating and revoking memberships (keys, documents, etc, with treasurer's help)
  • find and enter speakers using the Procedures#Speaker_Process
  • 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
  • add approved minutes to wiki directly after board meeting finishes
  • take minutes staff meetings--email minutes to attendees immediately after staff meetings
  • Reminders (reporting, taxes, due dates)
  • Operations/Events accountability
  • Contacting lawyer/insurance
  • 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...)

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)
      • Welcoming
        • 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.
      • Training
        • Update and refine the Walk Through Orientation on a regular basis
        • At least yearly, audit to ensure everyone is "on the same page"
    • Community Governance (community voting, mailing list moderation, mediation)
    • IT (upkeep of tech behind website, wiki, internet, door access, wifi)
    • Marketing (websites, social media, signage, print, t-shirts, stickers, etc)
    • Location (cleaning, maintenance, building projects, allocation, provisioning/placement, quoting and construction)
      • Donations
      • Safety
        • At least yearly, audit the MSDS binder and update it to reflect chemicals in the lab
        • When the Operations board member changes, update the phone contact number near the First Aid Kit.
  • Facilitate communication between the community, volunteers, operations team, and board as necessary
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