i3Detroit

HOWTO Be A Coordinator

Zone Committee Heads, also known as Zone Coordinators, are the main point(s) of contact for their zone, and empower their zones to be maintained (please delegate, don't burn out trying to do everything yourself).

Champion/Planner/Budgeter

Zone Coordinators are volunteers who represent their zone at i3. They coordinate, drive and determine the future plans and directions for the Zone. The Zone Coordinator creates a yearly Zone Budget and is part of the annual Budgeting process for i3 (when we do that). The Zone Coordinator is also the Authorizing Party for purchases against the Zone Budget, and is responsible for setting the standards for training and use of zone equipment.

Expectations of the Zone Coordinator

  • Zone Coordinators (ZoCos) are expected to use their position to act in the best interest of the space and membership, following the guiding rule of "be excellent".
  • Zone Coordinators should also provide regular zone updates at the monthly member meetings. The updates at the member meetings don't need to be lengthy (2 or 3 sentences), and should communicate what has happened (or about to happen) in the zone.

Zone Finances

Spending Cash

All zones should have a zone donation box used for collecting funds, that the ZoCo can use toward the zone as they see fit. If you want, the Treasurer can be asked to collect it for you and digitally track it on the Zone Funds page under "Direct Contributions".

Ways to Spend Zone Funds Managed by Treasurer

1) Buy it yourself and get a reimbursement from the Treasurer (recommended).

You can see how much money you have available in your zone budget and get a link to the reimbursement form on the Zone Funds page. All reimbursement requests require approval from the Zone Coordinator or an Officer. Contact treasurer if you have any questions.

2) If it's an online store, you can work with the Treasurer and they can buy it for you.

3) If the vendor can generate an invoice to i3, the Treasurer can pay direct by USPS check.

4) The Treasurer has a debit card that they can make arrangements to get to you and get back (discouraged). We don't do this often. Usually only for big ticket items.

How to Use i3's Non-profit Status for Zone Purchases

Coordinate Maintenance, Training, and Authorization

  • The Zone Coordinator makes sure the major equipment in their zone is being maintained and operational. Many times doing the work, but also gathering others to work on Zone Equipment. It is the responsibility of the Zone Coordinator to, as best as they are able, keep the equipment in working order.
  • The Zone Coordinator makes training and orientation for the zone and equipment in the zone available for those who wish it. That includes sometimes being the Trainer, but also gathering others to Train. Try for a minimum of a class, orientation or equipment training at least once every other month.
  • The Zone Coordinator sets the rules to the zone, including deciding which pieces of equipment or tools require Authorization to run and setting the standards for that Authorization. The Zone Coordinator also decides which equipment can be loaned to the zone, no equipment lives in the zone without the Zone Coordinator's explicit approval, and the Zone Coordinator is the contact point when a member wants to remove loaned equipment.

Responsibilities to the Space

  • Communicate with neighboring Zone Coordinators to tackle common problems and resolve zone conflict(s).
  • At the 1st Tuesday Member Meeting, the Zone Coordinator should write up and insert into the agenda prior to the meeting, a short (3 sentence) report on what happened in the prior 2 weeks, what will be happening, and any equipment issues. This lets the General Membership know what they can do in the zone. You do all that work, make sure the Members know about it.

HOWTO Become a Coordinator

  • Update zone mailing list in Google Admin (ask the IT Cabal)
    • Do not consider this completed until you get an email addressed to the list.
  • Make sure you have access to i3 general share for zone documents.
    • Should be automatic with the zone mailing list.
    • Go through the documents previous ZoCos have left and try to sort them a bit.
  • Update the Zone Coordinator contact information that should be posted in the zone.
  • Obtain the lock key for the zone's donation box from either the previous ZoCo, or from Infrastructure, or from the Treasurer.
  • Update the topic in your zone's slack channel with your name as ZoCo.
  • Go through this page, and find at *least* one thing that is wrong, and fix it.
    • This may include talking to people to work out what is actually correct.
  • Go through your entire zone's wiki page, and fix the things that are wrong.
    • This is a periodic task because things change or you notice something different.

HOWTO STOP being a Zone Coordinator

Please tell either an officer or board member that you no longer wish to serve as a coordinator for the zone (please!).

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