Stewards Role & Responsibilities

Engaging with a vendor or independent contractor to perform a single service

1. Identify a contractor/vendor for the desired service. Feel free to solicit quotes, but get approval before making any offers on behalf of Ace Monster Toys.
2. Notify the treasurer of contractor/vendor and provide the name, estimated cost, proposed date of service, payment terms, vendor contact information, and any written documentation received so far.

Please note: That to sign any contracts on behalf of Ace Monster Toys it requires the president’s signature. Stewards may not contract for building/space alterations or electrical work directly as there are lease considerations.

Hiring an independent contractor to lead programs/classes

Independent contractors are one way for programs to offer classes when volunteers are unavailable. Stewards and/or officers can engage independent contractors to teach recurring classes by following the steps.

1. Identify a contractor. Get approval before making any formal offers on behalf of Ace Monster Toys.
2. Work with Executive Director to develop a class model, pricing, and rollout plan
3. Make an offer to the contractor

Treasurer’s Role & Responsibilities

Onboarding Protocol

To add new contractors – Asana task

1. In Gusto, select the People option in the Sidebar. Click Hire, and select contractor. Enter the vendor’s information, select the box having Gusto file the new hire report, and enter the vendor’s e-mail. This will allow Gusto to securely collect the vendor’s tax and payment information.
2. Using Docusign, send the contractor the W9 Form for Contractors template. Save W9 to Google Drive in Vendor folder (create Subfolder if necessary).
3. Using Docusign, send the contractor the Release of Liability. Save to Google Drive in Vendor folder (create Subfolder if necessary).
4. Follow up with something like,

“You should have recently received a few messages, one from Gusto and some from Docusign. Gusto is our payment processing platform, and you should be able to use their platform to securely record your tax and payment information. The Docusign agreement is for the W9 and Liability Release we need you to sign and return to us. We also suggest retaining copies for your records. “