How to be a member in good standing

Max Dana Updated by Max Dana

ArtsPool is built on a partnership and clear communication between members and staff. To be a member in good standing that is supporting this partnership means that, in general, you are responsive and communicative with ArtsPool staff and you are following your own corporate policies and ArtsPool’s procedures, as well as applicable laws.

More specifically, members in good standing are expected to adhere to the guidelines below.

  • Treat ArtsPool employees and fellow members with respect. We are committed to investigating any allegation of racism, harassment, abuse, unethical practices, or disrepectful behavior of any kind, and reports of this behavior will be immediately escalated to ArtsPool's management personnel per our Improvement Process for Members not in Good Standing.
  • Adhere to ArtsPool's Terms of Service.
  • Submit complete and accurate information, e.g. when submitting receipts or requests for payments, reporting deposits, providing employee information, etc.
  • Don't overdraw your bank account. Do not make payments (or request that ArtsPool make payments) that would put your ledger bank balance below $0.00. Your ledger bank balance is the accounting balance in Xero, which includes outstanding checks that might not have cleared your account yet.
  • Limit the amount of paper checks or other payments being made outside of ArtsPool’s payment system and provide quick and complete backup for such transactions. Examples of exceptions that ArtsPool will work with you to solve alternative to our typical system include:
    • Working with youth or other populations who do not have bank access.
    • True emergency situations (few and far between).
    • Unforeseen after-hours required payments.
  • Provide documentation backup as quickly as possible. We generally ask that members provide documentation within two weeks, and at latest within one month of the transaction.
  • Stay up-to-date on payments. Ensure that creditor-approved repayment plans are in place and followed relative to outstanding debt or other liabilities that are outside of a regular operating nature.
  • Understand your budget and use it as a planning tool. Participate budget planning and maintenance with your ArtsPool team, communicate significant changes in advance or as quickly as possible, and secure appropriate Board approvals, with confirmation minutes provided to ArtsPool.
  • Provide ArtsPool-generated financial reports to your board. At a minimum you should do this on an annual basis, but our recommendation is to send send them ArtsPool-generated quarterly reports.
  • Provide at least two week’s advance warning for grant budgets and reports so that ArtsPool can work with you to prepare these materials. In rare situations of unforeseen opportunity, ArtsPool staff will assist on shorter-term notice, as time permits.
  • Participate in a timely fashion with your audit, partnering with ArtsPool as necessary to retrieve information/documentation, and completing your audit with a maximum of one extension.
  • Ensure that staff submit proper employment forms through ArtsPool’s online workforce systems, and manage staff in working in those systems. ArtsPool can support you and your employees
  • Review employee I-9 documentation and confirm review in the online workforce systems.
  • Do not pay (or ask ArtsPool to pay) any worker who does not have paperwork in place.
  • Do not delay (or ask ArtsPool to delay) any mandatory payments or filings to regulatory agencies.
  • Communicate any information received from insurance providers and regulatory authorities. Review and authorize various insurance audits, reports, policies, etc., as required.
  • Obtain Board approvals on employee handbook and corporate policies. Provide the Board-approved versions to ArtsPool on an updated basis.
  • Follow fair and equitable labor practices in hiring and terminations
  • Comply with all applicable labor laws, regulations, and requirements, and do not ask your ArtsPool team to engage in unlawful or unethical activity.

These community guidelines are crucial to ArtsPool’s success as a cooperative endeavor. Members who operate outside of these good standing practices will be informed of their status as falling from good standing. Consistent operations outside of ArtsPool’s good standing is grounds for removal from ArtsPool in accordance with the Improvement Process for Members Not in Good Standing.

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