Table of Contents
What's changed: 2024 Terms of Service Update Summary
Updated
by Max Dana
Over the course of 2023 we evaluated and updated our pricing structure and services to ensure that our services are aligned with the needs of current and prospective members and remain affordable for a diverse range of organizations. These changes were made in collaboration with ArtsPool's Leadership Team, Steering Committee, staff, and a variety of outside advisors and are focused on providing a stronger foundation for the long-term sustainability of the cooperative and its stakeholders.
Effective January 1, 2024, our Terms of Service (TOS) reflect the changes that were approved in October 2023 by the Steering Committee. Please see below for a summary of changes to the TOS.
Summary of changes
- Annex A: Pricing and Billing was updated to reflect our new pricing structure. Under the new Terms, members pay a consistent monthly fee based on each member’s complexity, size, and standing in the cooperative and mutually agreed upon by each member and ArtsPool. Members also reimburse ArtsPool for software expenses directly related to the services provided. For more information, see the Pricing FAQ or the proposal approved by the Steering Committee in August 2023.
- Annex C: Services List was updated to rename Compliance Services to “Other Services” and to separate the descriptions of Financial Operations and Financial Maintenance Services into discrete pages. The Annex also now includes language to enable ArtsPool to offer decoupled services in addition to the full services package. The currently offered service packages are Full Services, Financial Operations/Financial Maintenance-only and Financial Operations/Workforce Administration-only. For detailed descriptions of our service areas, see the links included in the Help Center article What ArtsPool does: an overview.
- Annex D: Onboarding Procedures was updated to reflect our current onboarding practices.
- Annex F: Privacy Policy was updated to include a new link to the ArtsPool Help Center in place of a link to the Compliance Toolkit.
- Annex H: Limitation of Liability and Indemnification was updated to exclude losses related to a member’s failure to maintain tax-exempt status or to comply with the terms contracts/grants from what members can potentially recover from ArtsPool’s insurers.
- Annex K: Termination Provisions was updated to reduce the termination notice window from 60 days to 30 days in instances of a breach of the TOS. Clarification was also added regarding obligations to pay ArtsPool any outstanding service fees at the time of termination.
- Minor changes were made throughout the TOS to align the TOS with changes to our governance structure or to clarify language.
Changes to compliance services
Per the proposal approved by the Steering Committee in August 2023, ArtsPool’s compliance services offering has been scaled back to certain key activities that are closely related to our core service areas. Compliance services were ranked low by members during the research phase of our 2022-2023 planning process, so we decided to reduce this scope to ensure that our staff can devote their full energy to the services that members have said are a priority.
To the extent that ArtsPool continues to offer compliance support, that support is specifically detailed in the Help Center pages related to each of our service areas. A summary of key changes is below.
Digital signature processing
The Financial Maintenance Team continues to process annual Conflict of Interest Disclosure forms as a part of your organization’s audit process, and our Financial Operations Team continues to provide digital signature support for contracts related to financial transactions. We no longer provide support for processing the following items through DocuSign:
- Unanimous Written Consent forms. ArtsPool no longer processes Unanimous Written Consent forms.
- Board pledge forms. ArtsPool no longer processes Board pledge forms. All board pledge forms should be processed for signature internally and then submitted to the Financial Operations Team via our standard invoice request process if pledges are to be added to the books.
- Other ad hoc items.
Corporate/employment policies
ArtsPool continues to provide access to our suite of templates for policies and our policy tracker template if requested. ArtsPool no longer updates or maintains the policy tracker if it is still in use by your organization.
Government systems
ArtsPool continues to provide access to our Help Center articles that discuss renewals for the various government systems and provides members with access to final copies of necessary documents (990, CHAR500, Financial Statements) at the conclusion of each annual audit for upload in these systems. However, ArtsPool no longer processes these renewals or provides support in doing so other than to provide required financial and workforce data.
Compliance Toolkit and Member Liaison
In support of this change and to further streamline our operations, ArtsPool decommissioned the Compliance Toolkit and retired the Member Liaison role in the ArtsPool app. We archived all Members' Compliance Toolkit data as part of this process.
ArtsPool's Executive Officer is now your primary relationship manager regarding your ArtsPool services.
