The Secretary is one of the three required officers of Ace Monster Toys, Inc. (dba Ace Makerspace), along with the President and Treasurer, serving in accordance with the organization’s bylaws. The secretary is elected by the Board of Directors and works closely with them as part of the AMT Officer team. The Secretary is responsible …
Category: Secretary Resources
Administrative process for State of the Organization Reports
State of the organization reports (SOO’s) are monthly reports created by the officers and org that provide transparency about how the organization is doing with goals, marketing, and financial status. These reports are used for analysis and drive decisions. They are data-heavy and tend not to be very narrative. The Secretary manages the SOO’s as …
How to process membership scholarship applications
This details the setup and processing instructions for membership scholarship applications. There is a google form link on the membership page of the website. For processing class scholarship applications, see Processing Class Scholarship Requests. When an applicant fills out and submits an application a copy of the thank you email is sent to the secretary …
Troubleshoot your ACE Fob
It is very frustrating when your fob doesn’t work. We understand that. The following information is set up to empower you to participate and expedite your access solutions. How to request help Before you request help or assume a door is broken do the following: Check your account status Make sure your fob isn’t broken …
How to activate a replacement fob
If a member asks for a replacement fob to be activated do the following. In the WP Dashboard look up the user. Overwrite their existing RFID Number with the new one, click save to update the user account. Send a new fob activation email Click the Customer Data tab From the right-hand Schedule Emails Menu …
How to use the Asset Shortcode Plugin
We have a new plugin that adds information from AMT Grand Central to wiki articles, posts or pages. Summary use the following shortcodes between brackets to get a variety of information from AMT Grand Central about AMT Assets. amt-asset id=ASSET NUMBER (basic asset information including the latest status) amt-location-assets id=ASSET NUMBER (All the assets in …
Secretary Howto
Terminate Full Members It’s important to terminate full members who’s membership accounts have expired at least 30 days prior to a membership or board election because it reduces the number of non-participating full members and thus reduces the necessary number of participants required to achieve quorum. Export a list of the fill members and …
How to set up a board election
Call for nominees Create google form for people to use to self-nominate (I usually update the old form or make a copy) Create Wiki page for this election (pick up and edit the page from the last election) Post in the Newsletter Announce on Slack. The call for nominations should last about 2-3 weeks. Set …
Changing Governance
(This page is out of date and needs to be updated – see onboarding and offboarding for a more current list) All old and new officers and directors will need to collaborate on these processes, it’s not something that can be done by just one person. Change of Officers Update the wiki at Officers Notify …
Docusign integration
After a user orders a membership, if we don’t have a record in the WordPress database of them filling out the required forms, then we show a status box alerting them that they need to fill out forms (this status box is also always displayed in the My Account page). For forms that need signing, …