Board/Bureaucracy

Bureaucracy

This page is mainly for the members of the Board, but everyone is free to view it. This page will document procedures for new or forgetful board members.

Procedures

New member

When a new member joins TechInc:

• Show the member around, inform him or her about our informal and formal rules.
• Notify member of preferred payment amount (What is required to "keep TechInc alive")
• Fill out the Membership form with the member. (Empty membership forms are found in the Board box)
• Write your (Board member) name on the form, as well as the date the form was filled in, somewhere at the top
• If the member wishes a fob, see the section titled "Board/Bureaucracy#New_fob (New) fob".

• Put the membership form in the Board box.

• Email board@ with details of who you added, what actions have been done and which need to still be taken care of.

• • Please include email-address so that a doorfob pin can be mailed (if not already provided in person)
  • Include fob-id!
  • Please note if payment was done for fob, and how.
  • Please include on form and in email how photo-id was handled and who has the copy.

Leaving member

• In a mail to the member, please:
  • Remind the member that he or she can return their fob.
  • Remind member to check their revbank (if needed)
  • Ask member if there are belongings in a memberbox or loans to the space he/she might want to pick up.
  • Thank the person for his/her patronage and wish him/her well.

• See "Deactivate fob" if there is a fob involved.
• Make a note to check revbank for the member involved

• Mail board@ about the actions taken and actions still outstanding.
• Deactivate the member in the system (or bug User:Wizzup)

New fob

• Every member that holds a fob needs to give us a (partially blanked out) copy of their ID
• If a new member wants a fob, make sure you get a (paper) copy of his or her ID.
• Take a fob from the board box. Note down the number; send a mail to board@ with the number and the member.
• Mail UR (marijke) about the fob activation, providing the fob id.
• If a member previously lost a fob, deactivate it (as per "Deactivate fob")

Remark: We also need the fobid in the database, but for now there are no scripts to do this yet, so bug User:Wizzup.

Deactivate fob

• Send a mail to board@ about the deactivation.
• Mail UR (Stefanie, stefanie@) about the fob deactivation.

Financial

TODO: Write this section.

Some links:

• https://github.com/MerlijnWajer/TInance/blob/master/doc/financial.rst

Reminders

See this section specifically:

   https://github.com/MerlijnWajer/TInance/blob/master/doc/financial.rst#finding-out-which-members-are-overdue-with-their-payments

• Ensure bank information is fully up to date. (See "Bank imports")
• Use the ti.py program to get a list of all members that are overdue in their payments. Generate a CSV format for the mailing script.
• Remove some people from that list; apply common sense. (We may be sorting out details with some; others are only a few minutes late; don't mail those if we can help it)
• Remove people from the list who pay regularly but somehow have a weird join data in our system which means they show up as regularly late. (This sentence isn't particularly useful and this will be resolved in the system in the future)
• Mail the members (automated ; please document)

TODO

• Automatically keep track of how many times we reminded a member (since they last became 'up to date').
•  ???