Thursday, January 16, 2014

Elections: Survey Monkey & Random Order & Candidate Statements

Survey Monkey

This has been a good program to use for elections.
The ballots are sent to the membership list (that is downloaded from vertical response and the latest bounce list and then uploaded to survey monkey), in the settings click so the responses are not tied to an email address.  Then reminders can be sent only to the people who have not voted (or to the people who have voted, or to all I think too).  CUE has a much larger membership than SDCUE but I think I heard they only had 200 votes last election - we had over 100 for our 2011 and our 2013 elections.  The words for the emails must have been successful to get that kind of turn out!  
SDCUE has an free account set up and could have paid the fee for a month to be able to send emails out to all members, but since my husband's personal account had been used and I could see the older email words I just used that account.

 There are other systems to use that cost more, and on investigation didn’t seem to have more features.  CUE has been looking in to different programs to use for elections.

At the end of the election the officers received all the vote totals, only the top 11 (of 13 names) were reported to the membership.

 Order of Names on the Ballot

 Previously we listed names in alphabetical order on our ballots. This time we put the list in random order. To get the random order we put the names in google spreadsheet, then in a different column we put this formula by each name: =INT(1000*RAND()) When you click refresh then the numbers in front of the names change. We established the order with a committee of two by saying we would refresh three times then that would be the order of the names on the ballot. One person created another spreadsheet and typed in the numbers then we sorted to see the order for the candidate statements and the names on the ballot.

 Candidate Statements

 Previously candidates were just asked to submit statements and what ever they returned was posted on the candidate statement page. CUE limits statements to 250 words. The statements should be long enough that members actually can get an overview of who the people are. We asked candidates to submit photos too. The photos were then resized so they were all the same - could request a particular size to save time!

 June Dodge
Former Affiliate Board Member

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Thursday, January 9, 2014

Vertical Response

Vertical Response is a mail list program that offers non-profits up to 10,000 email to be sent out at no cost.  It's pretty simple to sign up - and now CUE is using this program to update the membership database, saving affiliates the task of uploading the data themselves.

The affiliate should have one person in charge of the account.

Before an email is sent out a draft should be sent around to be sure information is correct and to see if any notice is missing.

Within the program one can override the default and put perhaps a better return address - the one of the person sending the email is best.

Also, I'm finding now that I am stepping out of the this role, that I should have consistently taken time to fill out the description of each list - that would have been more helpful to others when they are deciding to send targeted emails.

It's good for there to be an initial or name in the email so people know who to direct questions to, etc.  In the backend the initials of the person can be put in the title too.

Once an email bounces then it is not possible to upload via another list upload, so the membership chair needs to monitor the new lists and take time to unbounce people so the receive emails.  It takes time though, but that should be something done.

We noticed an issue with the uploaded lists and have found at least one person that should have been on the membership lists for our affiliate but they were not.  CUE has been written so they are aware of this issue.


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Monday, December 17, 2012

IRS - Bookkeeping - Helpful Bank Features

Took at peek at the IRS listing of affiliates - looks to me like many are not filing taxes via the online system.  It would just take a few minutes as basically just have to saw your affiliate took in less than $50K during that time period.  If the information is submitted by phone or with the paper form, the IRS told me it will not show on the website listing.

SDCUE is using Quickbooks now to keep track of income and expenses, and has opened a new account that allows us to download the images of deposit slips and checks, and to have the bank send the checks out.  That will save a lot of time for the treasurer - but will take some training to show the rest of the board how much time it saves in bookkeeping so they stop using a regular paper checkbook (that requires the treasurer to type information in rather than just reconciling).  Sure people will need to wait five days to get their check, but it will save so much time for the volunteer treasurer, that it is worth it, and I think will result that other than the board members with the checkbook, the other people should get their reimbursements in a more timely manner.  We set up an online form for people to submit reimbursement forms with copies of their receipts - they just upload the image to google docs then provide the URL in the form.

We had to shop around to find a bank that met these criteria:

  • downloadable statements
  • downloadable data in different formats (the old bank only displayed the statements, the data was not downloadable in any format)
  • different access accounts for various board members (the old bank had only one access so the president and treasurer had to know the secret answers.)
  • debit cards for board members and being able to see which card was used for various transactions
  • many local branches that can be used as needed
  • free transactions (with new bank we can have 200 transactions, the old bank charged when more than 25 checks were deposited in a month, so the previous treasurers would wait to deposit things)

Once we get a new copy of the letter verifying out non-profit status, from CUE saying we are under their non-profit umbrella we will not be required to have a minimum balance - until then we have to have $6K in the checking account or be charged $10/month. Added later: There is a link on the State of CA website to get this letter.  Later in August we'll turn in to bank to see if that meets their requirement.

With the patriot act we were required to have a form on file at the county office before the new bank would deposit checks made out to SDCUE or San Diego CUE.  Went to the County Office to add SDCUE and San Diego CUE to the list of DBAs.... This has to be renewed every five years. Cost about $70.00.  (The bank actually didn't accept the form the way the county office ladies had me fill it out so I have to go back to have that redone again...)


EIN Sorted AscendingLegal Name (Doing Business As) Sorted AscendingCity Sorted AscendingState Sorted AscendingZIP/Postal Code Sorted AscendingCountry Sorted AscendingTax Year Sorted Ascending

33-0044198COMPUTER USING EDUCATORSPowayCA92064United States2007
33-0044198COMPUTER USING EDUCATORS
(Computer-Using Educators)
PowayCA92064United States2009

33-0088282COMPUTER USING EDUCATORS INC
(Orange County Computer Using Educators)
IrvineCA92603United States2007
33-0088282COMPUTER USING EDUCATORS INC
(Orange County Computer Using Educators)
Newport BeachCA92660United States2008
33-0088282COMPUTER USING EDUCATORS INC
(Orange County Computer Using Educators)
Aliso ViejoCA92656United States2009
33-0088282COMPUTER USING EDUCATORS INC
(Orange County Computer Using Educators)
Aliso ViejoCA92656United States2010
33-0088282COMPUTER USING EDUCATORS INCSan Juan CapistranoCA92675United States2011

33-0197365COMPUTER USING EDUCATORSRancho Palos VerdesCA90275United States2007
33-0197365COMPUTER USING EDUCATORSLong BeachCA90808United States2008
33-0197365COMPUTER USING EDUCATORSLong BeachCA90808United States2009
33-0197365COMPUTER USING EDUCATORSLong BeachCA90808United States2010
33-0334970COMPUTER USING EDUCATORSBeaumontCA92223United States2007
33-0334970COMPUTER USING EDUCATORS
(Inland Area Computer Using Eduators)
San BernardinoCA92407United States2009
33-0334970COMPUTER USING EDUCATORSBeaumontCA92223United States2010
33-0334970COMPUTER USING EDUCATORSBeaumontCA92223United States2011
33-0369757COMPUTER USING EDUCATORSPalm SpringsCA92262United States2007
33-0369757COMPUTER USING EDUCATORS
(Cahuilla CUE )
Palm SpringsCA92262United States2008
33-0369757COMPUTER USING EDUCATORS
(Cahuilla CUE )
Palm SpringsCA92262United States2009

59-3823949COMPUTER USING EDUCATORS - LOS ANGELESbeverly hillsCA90211United States2009
68-0169853COMPUTER USING EDUCATORS
(Capital Computer Using Educators (CapCUE))
SacramentoCA95822United States2007
68-0169853COMPUTER USING EDUCATORS
(Capitol CUE )
West SacramentoCA95691United States2008
68-0169853COMPUTER USING EDUCATORSWest SacramentoCA95691United States2009

68-0211919COMPUTER USING EDUCATORSWillitsCA95490United States2007

68-0399455COMPUTER CLUB OF ROSSMOORWALNUT CREEKCA94595United States2010
68-0409430COMPUTER USING EDUCATORS
(Wine Country Computer Using Educators)
NapaCA94558United States2007
68-0409430COMPUTER USING EDUCATORS
(Wine Country CUE )
NapaCA94558United States2009

75-2997650COMPUTER USING EDUCATORS
(Imperial Valley Computer Using Educators)
ImperialCA92251United States2007
77-0085606COMPUTER USING EDUCATORS
(Central California Computer Using Educators)
ModestoCA95354United States2007
77-0085606COMPUTER USING EDUCATORS
(Central California Computer Using Educators)
ModestoCA95354United States2008
77-0085606COMPUTER USING EDUCATORS
(Central California CUE)
StocktonCA95207United States2010
77-0157259COMPUTER USING EDUCATORS
(Gold Coast CUE )
CamarilloCA93012United States2007
77-0157259COMPUTER USING EDUCATORS
(Gold Coast CUE )
CamarilloCA93012United States2009
77-0157259COMPUTER USING EDUCATORS
(Gold Coast CUE )
CamarilloCA93012United States2010
77-0157259COMPUTER USING EDUCATORS
(Gold Coast CUE )
CamarilloCA93012United States2011
77-0157259COMPUTER USING EDUCATORS
(Gold Coast CUE )
CamarilloCA93012United States2010
77-0157259COMPUTER USING EDUCATORS
(Gold Coast CUE )
CamarilloCA93012United States2011
77-0175780COMPUTER USING EDUCATORS
(Silicon Valley CUE )
SunnyvaleCA94086United States2007
77-0175780COMPUTER USING EDUCATORS
(Silicon Valley CUE SVCUE)
SunnyvaleCA94086United States2008
77-0175780COMPUTER USING EDUCATORS
(Silicon Valley CUE SVCUE)
SunnyvaleCA94086United States2009
77-0175780COMPUTER USING EDUCATORS
(Silicon Valley CUE SVCUE)
SunnyvaleCA94086United States2010
77-0184447COMPUTER USING EDUCATORS
(San Luis Obispo Computer-Using Educators)
Los OsosCA93402United States2008
77-0187814COMPUTER USING EDUCATORS
(TriCUE )
CapitolaCA95010United States2009
77-0187814COMPUTER USING EDUCATORS
(TRiCUE )
Pacific GroveCA93950United States2011
77-0219192COMPUTER USING EDUCATORS
(CVCUE Central Valley CUE)
FresnoCA93712United States2007
77-0219192COMPUTER USING EDUCATORS
(CVCUE Central Valley CUE)
FresnoCA93712United States2009
77-0219192COMPUTER USING EDUCATORS
(CVCUE Central Valley CUE)
FresnoCA93712United States2010
77-0335379COMPUTER USING EDUCATORS
(Kern Computer Using Educators)
BakersfieldCA93309United States2007
77-0335379COMPUTER USING EDUCATORS
(KERN Computer Using Educators)
BakersfieldCA93309United States2008
77-0335379COMPUTER USING EDUCATORS
(KernCUE Kern Computer Using Educators)
BakersfieldCA93308United States2009
77-0335379COMPUTER USING EDUCATORS
(Kern Computer Using Educators)
BakersfieldCA93302United States2011
94-2967739COMPUTER USING EDUCATORSCastro ValleyCA94546United States2007
94-2967739COMPUTER USING EDUCATORS
(East Bay CUE )
OaklandCA94605United States2009
95-3936137COMPUTER USING EDUCATORS
(Computer-Using Educators of Los Angeles)
AzusaCA91702United States2007
95-4079310COMPUTER USING EDUCATORS
(San Gabriel Valley Computer-Using Educators SGVCUE)
ClaremontCA91711United States2007



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Thursday, July 26, 2012

LDI2012: Creating Engaging Events They'll Want to Attend - Overview

Welcome

5 topics

1. Facilities

What are the various key elements that will help you have a great event?

2. Materials/Resources

What are the materials/resources that you want to try to provide attendees of your event?

3. Speakers/Presenters

Getting speakers is key to the success of a Tech Fair. You are invited to put a link below to share your Call for Speakers and then please either create a new post with more information, or click to leave a comment below.

It would be interesting to hear your timeline for getting speakers (the real and the dream one), the perks you give your speakers, how you invite them, etc.

4. Political/Scheduling

What are the behind the scenes issues to be aware of?

5. Communication

There are many aspects to communication. What can make or break your event?

Presented by Kim Harrison and June Dodge
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Sunday, July 15, 2012

LDI2012: Creating Engaging Events They’ll Want to Attend Notes

Creating Engaging Events They’ll Want to Attend 
There is more than one way to do this, but you don’t have to start from scratch!  Start small.
Share:  http://affiliateshare.blogspot.com/  
Keep doing it to build your base.  If you stop you will lose attendees...

1.    Facilities
a.    Location – vary location of events - north south east west county
b.    Small and deep – make sure have room in the program for groups that have a deep interest but not large numbers
c.    Exhibitor space dedicated time for them, passport, insurance,
d.    Food arrangements - policies and space
e.    Insurance writers
f.      Equipment for presenters, chairs and tables
g.    Wi-fi for all users
h.    Custodial support (trash, restrooms, etc.)
i.      IT support
j.      Have a back up plan for rain

2.    Materials/Resources:
a.    Freebees – doorprizes - snacks
b.    Speakers post resources so available before and after - can use CUE Community/Ning
c.    Attendee bags with vendor goodies
d.    Sponsors

3.    Speakers
a.    Keynotes – as is don’t have one - messes up schedule - might not be on target for your group - hard to find room for 1000 people - cost
b.    Spotlight speakers – ID people who have following put in bigger rooms ask to do same presentation twice (provide video of the session on the website) 
c.    Let them know who the audience will be and the room and event set up

4.    Political - Scheduling
a.    Don’t schedule same time as other event - don’t step on toes
b.    Time of sessions and passing time – provide time for them to chat too
c.    Matrixing – once you have speaker applications, id the strands and put in rooms near each other don’t have them at the same time

5.    Communicate – let people know what’s going on!  The more people who come the more engaging the event will be to everyone!
a.    Post program before preregistration close
b.    Social Media for communicating - Twitter
c.    Email - Vertical Response - free for non-profits good for sending out emails
Mailman - good for a group of people to be able to send and receive emails
d.    Be clear on deadlines
e.    Timeline for speaker chair - sequence of events to report to the larger group
f.      Organizing the event
g.    Online forms (Google) for registration/evaluation/vendor forms/speaker forms/volunteer forms.  For voting Surveymonkey is good - can have blind ballots only for members - and can send email reminders to only the people who have not voted.  For setting up meetings Doodle.com lets people share when they are available - or vote on something - everyone sees everyone elses contributions.  
h.    Accept paypal payments (Wild Apricot keeps pretty good records, can invoice within PayPal for non-individual payments) Added summer 2013 JD: eventbrite is easy to use, but charges per paid registration. Wild Apricot charges per month - the fee is way less.

i.      Evaluate - make changes as needed (keep track of things so you can remember where rough spots were or started)

Presented by Kim Harrison and June Dodge

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