There is a lot going on behind the scenes so we can pay our bills and keep playing. Tom created this list in 2014 to help the new organizers and it has been somewhat maintained since then.
The "SFUWH Accounts" spreadsheet
This spreadsheet contains detailed financial information and a summary of attendance records. Most of the data is entered in the first sheet, named "Accounts". Working knowledge of a double entry account system will be helpful for understanding it. Every row in Accounts should have a balance of 0, if it doesn't the Error column is highlighted. The sheet "Grouped" aggregates accounts/columns and the sheet "Grouped by year" aggregates it by row to produce the values that appear on the sheet "Annual Statement, accrued income".
The "SFUWH attendance lists" spreadsheet
This spreadsheet contains attendance lists starting 2013Q1, calculations for each member's balance and contact info for each member. To protect our members' information access is restricted to specific people.
The "SFUWH Public" spreadsheet
Exports part of "SFUWH attendance lists" so we can publish the Balance webpage with less risk of leaking the private information in the rest of that sheet.
Make sure new players are greeted and introduced to someone who will get them gear and into the water
New players need to sign a waiver from USOA, look for the "Register" link at https://www.underwater-society.org/
Get teams picked before practice is due to start
Make sure game ends 20 minutes before we are due out of the building
After most people have gone do a sweep of the deck for trash, including scraps of duct tape
Check that the racks and within the red tape boundary on the storage room floor
Get everyone out of the building on time so the lifeguards can go home
Check the firstname.lastname@example.org inbox. New paypal/venmo/zelle donations need to be added to the Accounts sheet. Look at previous entries to see how to enter it. Paypal is tricky, the amount sent is prominent in the email but the fee and net amount deposited in the club paypal account are harder to find. For each donation I add a row to the Accounts sheet, record the donation amount and name (make sure the name is spelled exactly the same as used in the "SF UWH attendance lists" spreadsheet), then leave the paypal amount empty. When you login to paypal record the amount actually added to our paypal balance and the paypal fee (in the E:Bank column at the far right).
Deposit checks and cash in the folder at a Wells Fargo ATM. Send an email receipt to remind you to update the Accounts sheet
Check the email@example.com inbox. Often when a visitor has a question they send a message here. Reply while logged in to the account so that the others can see your reply.
Sporadically, as needed
Update the web site with new pictures or news on the homepage.
Update the calendar when practice times change or we schedule an event, currently this is an SFUWH specific calendar in Tom's personal gmail account.
Approve new members in the facebook group
Approve posts to the email list for new members
add a new sheet to the attendance spreadsheet with a name such as 2014Q1. The name must be exactly those 6 characters.
Check that the balances at wellsfargo, paypal.com and venmo match the Accounts sheet exactly. The longer you put this off the worse it gets. If there is an error you need to match each entry to find the missing item(s). It is a pain in the butt but consistently finds errors such as forgetting to credit someone for a donation.
Pay the city for pool time. firstname.lastname@example.org sends an invoice to email@example.com every few months. Pay it with the credit card or writing a check. Look at previous quarters to see how to enter it in the Accounts sheet.
organize the potluck tournament
pool time: how to rent City College pool and make sure we have insurance
registration and marketing
walls: inspect, transport and assemble, find storage for next year
refs and ref gear, pucks
teams and schedule
banquet food and entertainment
add a new sheet for attendance (see "Quarterly" above)
Record a new payment for the year so that the SFUWH Accounts/Player Donations pivot table adds a column for the new year. Check the Pivot Table Editor... Values... Filters... Years includes the new year. This will cause the new year to appear in the SFUWH attendance lists/Player Donations (import) sheet.
In SFUWH attendance lists/Members add a new Payments column for the year. Copy the text of the formula from a cell of the previous year to the new year, editing the vlookup index to refer to the new year's column.
Check that the new payment appears for the correct person in the Members sheet and on http://www.sfuwh.org/club/balance
Extend SFUWH attendance lists/All to include the new year. The VLookup index for the Fees from Player Balances depends on the number of columns in the members table so fix it.
organize the member meeting
calculate income and expenses for previous year. Do this by looking at the Pivot Table and Time Series sheets in SFUWH Accounts. Any difference in A-L compared to I-E is an error in the accounting. If it is under $300 (about 2.5% of the budget) don't worry about it.
create a budget for coming year (normally a copy of previous year)
update the "Attendance Summary" sheet in SFUWH to make a pretty graph of attendance vs time.
organize the member vote
find and support spring and fall league organizers
make the fall beginner course happen
sync up the USOA dues and wavier list with our roster, encourage our members to join. Get the USOA list from https://usauwh.com/member/admin/downloadcsv.php or by asking someone like Terry Sutton or Wendy Okafuji.
renew insurance (certificate is valid 1 July thru 30 June. Carol Rose sends an email in June, usually to Sean. Eventually she'll update the list to email firstname.lastname@example.org directly. sometimes we get only King pool than add City College once it is confirmed for the tournament.)