Messages in ICG #boardofdirectors (Slack) <2019-10-13 2019-10-16>
2019-10-15
Jeanine
Swick 6:49
AM
There is currently 8 chapters who have not provided full member information and
this will be going out to all of them. It will go to the Treasurer, President, BoD Rep and Membership Coordinator if the chapter uses one.
The Standing Rules and By-Laws state the information is required. So if it is
not going to be provided those persons should to be removed from the ICG
roster. There again it is Social Club status if it won't be provided.
I
do not know of any organization where you pay membership dues that lets one get
away with NOT providing full mailing contact information. Phone and email are
generally optional but not an address.
Jeanine
--------------------------------
Greetings,
Following
are the ICG requirements for a person to be a "Member in Good Standing".
Standing
Rule #7
Each
chapter shall send to the Corporation Treasurer monthly, by the 7th day of each
month, an updated list of the names and addresses, (where provided) electronic
mail addresses and phone numbers of all new and/or renewing members. The
chapter shall remit the dues set in Standing Rule 3 for all new and/or renewing
members included with each monthly update.
By-Laws
Article III Membership
Section
1, Becoming a member. Persons become members of the Corporation by becoming
members of one or more of its chapters. Any person who has paid the dues of the
Corporation and, if applicable, the local chapter shall be a member. The local
chapter shall promptly inform the Corresponding Secretary of the new member’s
name and address. The local chapter shall present to and review with each new
member the By-Laws of the Corporation.
If
the missing information is not provided by the end of the next membership
reporting date. The following members will be removed from the ICG roster and
the dues refunded to your chapter.
Member Name Member Code Missing
Information
Thank
you,
Jeanine Swick
ICG Treasurer
icg-treasurer@costume.org
[25 replies Last reply 2019-10-15 4:31
PM]
Vicky Assarattanakul 2 years ago
Starting the Yahoo group response thread here, as it makes the most sense since
Jeanine started the conversation:
Vicky Assarattanakul 2 years ago
Thank you, Jeanine. This looks to be in order.
I agree with your interpretation of documents
in question.
Betsy R. Marks
SiW President, ICG BoD Rep.
Vicky Assarattanakul 2 years ago
Why would we want to kick out members who want to be part of our organization
simply because they don't want to give us their mailing address? Unlike when
the ICG was founded and the original standing rule was written, we aren't
physically mailing anything to them when they receive the newsletter via email.
We have no need to keep their addresses (which may change regularly due to
changing apartments, school, etc) on file.
Furthermore, this appears to be a purely retaliatory act when I responded to
you this past month that several of the NoVA members
prefer to keep that information private. This hasn't been an issue until now
when memberships without physical addresses have been on the books for years.
-Marianne
Vicky Assarattanakul 2 years ago
Then you are in fact saying that the ICG does not need to follow the By-Laws
and Standing Rules in any form. Plain and simple that is a violation of them.
Jeanine
Vicky Assarattanakul 2 years ago
That's a ridiculous statement. Thankfully, we have mechanisms in place to
update our standing rules as necessary. We can resolve the issue with a motion
to modernize the outdated rule with relevant requirements and privacy policies
to protect the personal information that our members do entrust us with. I'll
get that drafted this afternoon..
Marianne
Vicky Assarattanakul 2 years ago
WOW! Talk about retaliation! It has become a 2 person show of Marianne and Mera making all the decisions.
In case you have forgotten they were the only
ones who worked on the 5 Year Plan or the Guidelines recently. No requests went
out to either the BoD or the general membership to
take part in either project.
Jeanine
Vicky Assarattanakul 2 years ago
Mailing addresses are far more reliable to reach members for important matters.
Most organizations have them and a written policy and system to follow to keep
that information secure. Email companies change, bought/sold and email address
change just as often if not more then people moving.
We aren't asking for birth dates, SS#, or even telephone numbers. Mailing
addresses and email addresses are not a big ask to be a member of an
organization. Members should have a preferred communication option with the
other as a backup.
This does bring up do we have a privacy policy
for the information we have (names, addresses, and email)?
Merrily
GCFCG
Vicky Assarattanakul 2 years ago
If we don't, we should.
Betsy
Vicky Assarattanakul 2 years ago
I privacy policy should be written or at least reviewed by a privacy specialist
or lawyer before it is voted on by the board.
Merrily
GCFCG
Vicky Assarattanakul 2 years ago
The only ones who see the full membership list are the treasurer, newsletter
(for obvious reasons) and corresponding secretary who currently gets it as
being part of the newsletter group it is not sent a second time, if things
change then that will change. I have no idea of how secure any of the others
systems are. I have multiple in place.
Chapters get a copy of their roster once a year
in Dec to cross check that the information I have is current with what they
have. The list also includes any member who expired and was removed from the
active list that year.
Jeanine
Vicky Assarattanakul 2 years ago
And most members have no problem giving their mailing addresses. Are we really
going to tell the ones who aren't comfortable giving their mailing addresses
(for whatever reasons) that we don't want them as members at all?
-Marianne
Vicky Assarattanakul 2 years ago
There is nothing stopping them from being members of the chapter.
Rejecting the ICG's rules means they shouldn't
be counted as members of the ICG..
It says that chapters are responsible for
reviewing our governing documents with each member. In theory, they understand
those documents.
Sorry, but until the rules are changed, that's
how it must be. Either they provide that information or they are removed from
the rolls.
It's been that way for over 30 years, since
before the ICG's incorporation.
Betsy,
Speaking from institutional memory as well as a
chapter president and BOD rep.
Betsy
Vicky Assarattanakul 2 years ago
May I suggest that where no address is provided, the default mailing address
for a member is the business address of their chapter? That way ICG
has the help of the chapter secretary when someone needs to be found.
Back when I was doing an active renfaire merchant, random strangers would sometimes come knocking
at my apartment door, apparently clueless that I did mail order and event sales
only. That's when I took out a PO box.
Later, when I became secretary for my chapter,
that PO box became the SWCG official address. This address has remained active
as I have moved from one officer position to another and from one dwelling to
another.
Randall
Vicky Assarattanakul 2 years ago
Meant, "Back when I was an active renfair
merchant." Kinda sounded like I was over-sharing
about my personal life. Bad text editing, not Freudian slip.
Randall
Vicky Assarattanakul 2 years ago
This address requirement dates back to PYMWYA (sp?),
a now defunct Pittsburgh area chapter which existed solely to vote on the
guidelines during a previous discussion.
Only one address was ever provided to the
treasurer, who then was unable to verify the memberships. It was as if someone
wanted to stuff the ballot box.
Unsurprisingly, the chapter evaporated
immediately after the Guidelines vote was taken.
I'm sure that isn't the case here.
However, if we let chapters arbitrarily choose
which rules to follow and which to ignore, how do we enforce anything?
Furthermore an auditor WILL look at our governing
documents and compare what we require with what we actually do, and
discrepancies like this could lead to deeper investigations of our chapters,
which I'm reasonably sure none of them want.
Your mileage may vary.
Betsy
Vicky Assarattanakul 2 years ago
Personally, I love Randall’s suggestion. There’s no reason that
shouldn’t be allowed.
Cordially,
Mera Babineaux
Vicky Assarattanakul 2 years ago
It is a requirement of membership. So it is the responsibility of ICG and their
chapter elected officials to let them know that it is part of their membership
obligations as well as why, who, and when it would be used. It falls into it
should have been stated when they joined. If it is presented in a positive
light and with transparency it should be no issue.
Merrily
GCFCG
Vicky Assarattanakul 2 years ago
A part of any policy is just stating what is collected, why, how it is used,
and where it is stored. You just provided most of that. It doesn't have to be
too complicated, just enough to be compliant with basic privacy. Which
countries our members are in can also determine how detailed the policy would
need to be.
Merrily
GCFCG
Vicky Assarattanakul 2 years ago
Hard to imagine anyone today feels motivated enough to try to manipulate such a
vote.
Still, I take your point about membership
verification if the chapter contact is the one trying to manipulate things.
Randall
Vicky Assarattanakul 2 years ago
Again, as Marianne and I suggested back in March and again last month, it’s
time to update the standing rules to include privacy and non-discrimination
policies.
No worries, draft language is already in
process. We’ll post it for review shortly.
Cordially,
Mera Babineaux
Vicky Assarattanakul 2 years ago
As a member who holds more than 1 restraining order in more than 1 state,
against more than 1 person, I would prefer that my information, and my
children’s as that order covers them and they are ICG members, not be in any
directories. This is why our address is our business address, and is
a locked and gated property.
That said, not everyone who has issues with
stalkers has that option for many reasons. In this day and age, it’s
very common for Cosplayers to have stalkers. It’s also not unheard
of for them to be doxxed if they offend their
competition (name, address, personal details released online
publicly). This is a common issue in Virginia, and I’m sure that’s
why NOVA members are, understandably, nervous, especially since they witnessed
the release of information (which should have been kept confidential) for two
of their members publicly on Slack by our treasurer within the last month.
Privacy is essential. We must have a
strong policy on privacy and we must have options in place that permit the
member to control their own information, whether that is updating information,
removing information, or how the information is used.
The standing rules and bylaws must be updated
immediately to reflect the changes in culture, privacy laws,
etc. Merrily is absolutely right that we must take other countries’
laws into account as well.
Cordially,
Mera Babineaux
Vicky Assarattanakul 2 years ago
What personal information was released, other than that they are not members in
good standing of the ICG? There is NO public database of ICG members, there is
NO accessible member directory.
From my perspective I am seeing a small group
of individuals attempting to manipulate an entity to serve their own goals and
purposes.
---
Elaine Sims
Cattails Bookkeeping Services, LLC
Vicky Assarattanakul 2 years ago
Which is exactly why any membership directory should ALWAYS be opt-IN, not opt-OUT.As was the case in the 1990s, the only
members with contact information of any description were those who provided a
questionnaire that authorized publishing the info they provided for the
purpose. The directory is part of the Archives, by the way. The database is
gone, but that part remained.
Betsy
Vicky Assarattanakul 2 years ago
Personally, my name, name, address, and email are for the membership rolls,
they are NOT for any public directory. These are 2 separate issues. Any public
directory should be an opt-in. Opt-in is typically the safest way to comply
internationally (again, not a lawyer, just work in the legal department of an
international company who has lots of member, customer, and other interaction).
Why are we talking about a pubic or even member2member directory? Do members
want one? We should survey members to see if this is even an issue. If we do
anything like that it should most definitely be opt-in with option to have
alias information pubic with real information visible to a select group of ICG
officers or appointed representative(s).
Merrily
GCFCG
Vicky Assarattanakul 2 years ago
The ICG does not maintain a public directory anywhere nor as far as I know
there has never been one.
There are a lot of things being pushed to be
approved that had never been presented to the membership in general to see if
the members were interested. The big issue with the plan is that it
was made by only 2 people without any representation from the general
membership. No survey was done to see what members wanted to see as benefits
before starting the process either.
The membership needs to have a chance to have
input into and be involved in any planning before one is created. We have 17
active chapters so there should have been representation by at least half of
them.
Making a Power Point "pretty" by
putting colored text in colored blocks turns many off as it is too difficult to
read. It would not surprise me than many gave up on reading it due to eye
strain.
Jeanine
Mera Rose 7:06 AM
Ok - so if we’re taking this mindset of “be damned who we piss off” with our
chapter reps, then why was this whole mindset of “we must soften our language
to avoid making people mad” on the guidelines?
I
really think jumping to attack chapter reps to force them into compliance is a
bad idea. I think if we improve the options for their submission
process through an automated option on the website including a membership
database and then prompt ALL chapter reps to use it and send reminders
electronically and then we will see more compliance. I’m from the
south, and well, we have that saying “you get more flies with honey...”. And
it’s totally true.
I
hope you won’t send out those emails and risk alienating 8 chapter reps.
[11 replies Last reply 2019-10-24 9:07
PM]
Jacalyn Boggs 2 years ago
It does seem a little harsh.
Lorien Fletcher 2 years ago
10/17/2019
Time Travelers Costume Guild, TTCG (Portland Oregon) often has members who pay
dues on our online square account or at a meeting and then do not fill out our
online google membership form in a timely fashion.
FYI this is what we have devised: NEW
Membership Form (change contact info):
https://docs.google.com/forms/d/e/1FAIpQLSfGnEmDkBNf9AsHIeqp1frAj7GCZs4D1diJXbA4t04ZzMD8Mg/viewformRENEWALs/PAYMENT: https://squareup.com/store/time-travelers-costume-guild
We do our best to follow up with these people
who do not fill out the form- especially those who have dropped off our roles
and then "renew" and do not fill out a new form...and get their full
information, including street address and send in updates monthly . If we are
not fully in compliance, it is not willful omission-- just that our volunteer
board is busy with their personal lives and costume activities.
Additionally since none of our members receive
he ICG newsletter or any other info by mail, we are unconcerned about having
their addresses, Since all communication is by e-mail, we try to report that
info.
Additionally, our treasurer has been very ill
and I have been doing her job as well as keeping a very active and
I believe the largest ICG chapter going. We hold over 50 events a year. We will
always err on the side of spending our time there and not chasing paper work.
I will be doing my best to follow up with thank I do not have addresses for by
our annual meeting on November 16th.I am very happy to see the move to SLACK,
and receive too many e-mails to participate in a list serve. SLACK is the superior
choice
.
squareup.com
Join our non-profit 501(c)3 TTCG group for
costume events! We are multi-genre cosplayers, fantasy, historical, vintage and
creative thrift costumers in the Portland, Oregon and Vancouver, WA Metro area.
Please fill out online membership form at: http://goo.gl/forms/4Xgu0PNsR31BpBwG2
Jacalyn Boggs 2 years ago
Nova also does stuff online. It is just so much easier to take care of things
using Google and PayPal (and etc) than anything else.
I know with Starfleet and the American Sewing Guild, I update everything on
their website and then I just go to whatever local groups I want which is so
very easy. Thank you for sharing how you guys do things!
Lorien Fletcher 2 years ago
Of course. I'm happy o help anyone set this up , if
they would like to copy what we do. I shared the method of creating a
membership card in Mailchimp with Phil G.
BTW: PayPal is heinous. We love dealing with square!
Happy to say that we are now (as of 10/18) only
missing one street address for our members and will send off update on Monday
to ICG . I have a daughter getting married this weekend!
Jacalyn Boggs 2 years ago
Omg you do the wedding! That’s way more important and fun! Nothing is going to
break if you wait till after the wedding. But send photos to the random or
general!
Mera Rose 2 years ago
I prefer Square too. We took all of our business transactions off of
PayPal because of the issues with fees, holds, and weird errors in transfers. Haven’t
had a single issue with Square in 2 years of using it.And
congrats on getting a new family member! Weddings are awesome.
Jacalyn Boggs 2 years ago
Nova uses PayPal and has square. I always send my dues friends and family to
avoid fees. Query: is there any benefit to these things for nonprofits? Might
be able to avoid fees that way.
Jeanine Swick 2 years ago
By the way it is now Oct 23rd and there is nothing from TTCG in hand yet. I
hope the wedding went off with out a hitch. Pun not
intended.
Lorien Fletcher 2 years ago
Sorry Jeanine. Have been gathering addresses for you. Report and new member
payment coming soon!
Also sent to the channel
Jeanine Swick 2 years ago
Banking regulations have been tightening up on how often you can make transfers
between accounts and it will get worse going forward.
Lorien Fletcher 2 years ago
I'll send a check.
Mera Rose 7:10 AM
Perhaps something like this instead: “Your chapter reports have not
been received since (date). We are contacting you to offer any help
or assistance in ensuring that your chapter is brought up to date with the ICG
and your members are able to continue accessing the benefits of being ICG
members including our Fabric.com and
Spoonflower discounts. Please respond as soon as possible and let us
know what is preventing the reports from being sent and we will work with you
to remedy this issue. Cordially, blah blah blah”
[1 reply Last reply 2019-10-15 8:58 AM]
Jacalyn Boggs 2 years ago
This does sound a lot better. I would definitely prefer a more polite and
helpful tone in communications.
Elaine 7:15 AM
Speaking as non- voting GEL admin assistant: They have been ignoring the
requests for months already. This isn't new, i have to deal with the same BS for certain GEL chapters as
well. They know when the information is due. If they
stayed on top of their responsibilities, this reporting would not be
an issue. Instead, they force it to fall to the
individuals who are expected to keep the 501(c)3 status in
order, and you're saying that she's being too harsh?
Jeanine
Swick 7:17
AM
They have been reached out to and no replies are received or I am told members
don't have to provide it if they don't want to. That is against the By-Laws and
Standing Rules and this has been a problem for years.
Jeanine
Swick 7:24
AM
If we can't follow our By-Laws and Standing Rule or be bothered to made sure
all chapters are following them are we going to be putting the Non-Profit
status in jeopardy?
Elaine 7:55 AM
non-voting member observation: there are only five individuals participating in
any conversation. That speaks volumes as to the participation of the various
chapters and board members.
[1 reply Last reply 2019-10-15 8:21 AM]
Elaine 2 years ago
Oh grow up and stop with the cutsie emoji responses.
Jeanine
Swick 8:19
AM
Slack reports I receive state the following BoD
members are inactive: Martha Eby, Robin
Egger, Elaine Mami, Vicki Warren
I don't know it "inactive" means they turned off notifications or
they left. Either way it means their chapters and no longer represented here.
Marianne
Pease 8:23
AM
It just means they haven't participated in the past two
weeks. (edited)
[1 reply Last reply 2019-10-15 8:27 AM]
Elaine 2 years ago
Thanks.
Jeanine
Swick 8:36
AM
Thank you, that information was not possible to be found.
----
Hi
Jeanine,
Thank
you for reaching out to us.
I'm
not sure if it is required for you to list it on the Personal Property Return.
I recommend reaching out to an accountant.
Let
me know if you have any more questions.
Thank
you,
Kelsey HolmesMaryland Resident Agent LLC
5000 Thayer Center Suite C
Oakland, MD 21550
(301)-533-7770
agent@marylandresidentagent.com
www.marylandresidentagent.com
----
Greetings,
A
question has recently arisen about computer and AV equipment the ICG
owns but is not kept in the state of MD. The equipment is in the hands
of our Archivists who live in other states. Are we required to report it
one the Personal Property filings as fixtures? I have included the
list
they compiled earlier this year after I had completed our last filing.
Thank
you,
Jeanine Swick
508-981-5194
ICG Treasurer
icg-treasurer@costume.org
Jeanine
Swick 8:45
AM
I did send the file of equipment listing so there would be not questions about
what was being asked about reporting.
Mera Rose 9:46 AM
We need to contact the Maryland Department of Taxation for clarification
Betsy
R. Marks 10:19
AM
Why should we have any rules at all, if chapters decide to simply ignore the
ones they don't like?
Silicon
Web is up to date and has turned in all of the required data and funds for its
members. If our chapter (the largest in the ICG) can do it, with a Treasurer
who is dealing with serious personal issues at the same time, why can't other
smaller chapters?
This
is exactly why the ICG Newsletter was a hard copy document mailed via USPS at
bulk rates, to every member of the ICG. It served as a reminder that we exist,
put expiration dates in the hands of our members, and reported when chapters
fell behind in reporting. I believe it was a serious mistake to convert to an
electronically delivered version, because now we have chapters over a year in
arrears, members who may have no idea why they no longer receive their
newsletters, who could easily assume we just stopped publishing altogether
[3 replies Last reply 2019-10-15 10:49
AM]
Jacalyn Boggs 2 years ago
Perhaps it is time to update the standing rules. We no longer need to
physically mail anyone anything. I get nothing but junk mail and
packages. Literally anything not a package gets dumped in the
shredder at my house.
Betsy R. Marks 2 years ago
If the value of our newsletter is worth instant shredding, then no wonder our
chapters aren't renewing.
Jacalyn Boggs 2 years ago
I don’t get one mailed to me. I’ve never had one mailed to me. It’s on the
website. That’s how we read it. Now we should be releasing that as actual
content on the website instead of trapping it permanent as non SEO
optimized PDF but that’s a whole other discussion.
Jeanine
Swick 10:29
AM
I highly doubt that most members read their newsletters. If they did
they would know when their membership expired. It is the chapter's treasurer or
membership coordinator to remind members in a timely fashion before their
membership expires.
Then
again there are the members who have paid their dues to the chapter on time but
the chapter does not send it in in a timely fashion. That then
screws up the membership expiration dates. If a member has been expired more
than 3 months they get a new expiration date one year from the last day of the
month that the check was written.
I
also know of one member who renews for multiple years at a time but the chapter
does not report the extended expiration date it on the rare occasions a
membership report or dues are submitted.
Marianne
Pease 10:42
AM
These are all very good arguments for modernizing our membership system to
allow for more personal accountability by our members!
[2 replies Last reply 2019-10-15 1:18 PM]
Jacalyn Boggs 2 years ago
I agree.
Mera Rose 2 years ago
I do also
Jeanine
Swick 10:45
AM
The majority if left on their own with no reminders to do something like pay
their dues to the chapter, they won't do anything. It is the nature of people.
One
chapter sends in renewals and new members that span several months at a time
and do not bother correct the expiration dates on the roster to match the month
payment is finally made.
Jeanine
Swick 12:29
PM
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Jacalyn Boggs 12:33 PM
Please use threads. It helps keep things organized better and aids in people
reading later. Also, if you are posting multiple pictures, you can
post at one time.
[1 reply Last reply 2019-10-15 12:40 PM]
Jacalyn Boggs 2 years ago
How to start a thread in Slack:
https://youtu.be/gT4MIMmQN5A
Mera Rose 1:21
PM
Thanks for sending all of these, though threading them would have made it much
simpler. Can you please also add the 2015 - 2019 bank statements as
requested? Thanks!
[1 reply Last reply 2019-10-15 1:40 PM]
Jacalyn Boggs 2 years ago
And threaded. Please threaded.
Jeanine Swick 4:30 PM
Sorry but I want file folders.
[7 replies Last reply 2019-10-16 10:57
AM]
Elaine 2 years ago
That would make past finding files so much easier.
Jacalyn Boggs 2 years ago
Using Google Docs and Slack Together:
https://youtu.be/BixbqRAUNtE
Jacalyn Boggs 2 years ago
Sharing Files in Slack
https://youtu.be/duVAj8TqGRc
Jeanine Swick 2 years ago
Threads are not files.
Jacalyn Boggs 2 years ago
If you want folders with files in it for easy searching please see the helpful
videos above to learn how to effectively use this feature of Slack for ease in
searching, posting, and more.
Jeanine Swick 2 years ago
Says the person who can make Yahoo work.
Also sent to the channel
Jacalyn Boggs 2 years ago
As I said at the meeting in March, yahoo groups is dying. My contacts on it at
AOL had told me that they were aware of the issues with many users accessing
yahoo groups. At that time yahoo was not letting anyone without a
yahoo email even access groups anymore and that the project was no longer going
to be supported and that it was only a matter of time before yahoo groups was
completely and totally shut down for good.
Yahoo groups is fickle. Sometimes it allows me
to log in, more often than not, I cannot. Thankfully we took a vote at the
meeting in March to move ourselves from Yahoo groups to Slack before yahoo
groups became unusable for all people or shut down. You were there
and you voted yes to move. The only person who didn’t vote yes was Byron, who
abstained.
Elaine 5:39 PM
Can we please stop with the technical condescension?