Changes between Version 6 and Version 7 of paymentpolicy


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Timestamp:
Jul 23, 2011, 4:37:42 AM (8 years ago)
Author:
Mallory Knodel
Comment:

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  • paymentpolicy

    v6 v7  
    1 Here are some preliminary ideas for a payment policy plan.
     1== Payment Policy ==
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     3May First/People Link membership payment status schedule has three categories: good standing, at-risk, and suspended. The follwing definitions help us to manage our financial accounts more efficiently as our membership continues to grow. We encourage our members to contact us with any questions of concerns so that we may adjust their dues payment on a case-by-case basis (see ''Payment Policy'' below).
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    4 This is based on the Center's terms.  The timeframe/action plan can be switched around.  In fact this whole thing can be edited. Please take a look and let me know your thoughts, ideas, etc.
     5'''Good Standing:''' Members who have paid their yearly dues within the last 12 months or those that that pay their dues within 30-days notice are in good standing. Automatic messages are sent to the billing email address for a membership account immediately upon expiration of yearly dues.
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     7'''At-risk:''' Members that fall behind 60 days are considered at-risk. Members with a status of at-risk will be issued an automatic warning notice through email. Dues must be received within two months of this notice.
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    7 Groups that pay within 30 days are in good standing.
     9'''Suspended:''' Members that fail to pay their dues within 90 days are automatically suspended. All services, including websites, email, email lists, and data will be put on hold until the account balance is paid. A leader at MF/PL will attempt a personal email or phone call before any services are shut down.
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    9 Groups that fall 60 days behind will be issued a warning notice (this offers a two month window to pay).
     11'''Inactive:''' Members that have not responded to suspension notices will be fully deactivated and all data then archived or removed from MF/PL servers after a period of some months.
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    11 Groups that fall 90 days behind are automatically suspended - service on hold until account balance is addressed.
     13=== Payment Plans ===
     14For members unable to pay their full balance payment schedules may be coordination with the Membership Associate, which is typically a monthly minimum. For example, this might be the annual dues amount divided by 12 for a monthly payment. If a member fails to make a timly monthly payment, that member is no longer eligible to follow a payment plan and must pay their dues in full as per the payment status schedule.
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    13 Since all invoices are automated - I wonder how difficult it would be to set up a system where if payment isn't received they get message 2, then message three, and so on.  That is a tech question so I would leave it to you to determine if that's feasible.
     16Additionally, members that are unable to pay their yearly dues in full can apply for a reduced rate by contacting the Member Associate. We recognize that this may be especially necessary for members that have fallen years behind.
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    15 Payment plan options - For groups unable to pay their full balance, they must agree to a payment schedule in coordination with me -
    16 a monthly minimum.
    17 This could be annual dues divided by 12 as one option.  If they don't make a monthly payment, they go back on the schedule - alert, then suspension.
    18 If groups want to apply for a reduced rate there should be some process for that. 
    19 Obviously for groups years behind it might have to be adjusted even more.
    20 The tech question here is how to segment the payment plan group, and document their terms for tracking purposes.  that would be key.
     18''The question here is how to segment the payment plan group, and document their terms for tracking purposes. That would be key.''
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    22 The only snag in the plan is that not everyone is billed on the same day - it would be great if all billing starts on the first of the month - if only to make an aging report read out with accuracy.  I'm sure that's not super important in the grand scheme or if it would be something easy to change in the system.  that's another question for tech. 
     20=== Initial Implementation ===
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    24 Roll-out -
     22* Implement mechanisms in the control panel to assign distinctions and produce reports on members by status.
     23* Writing or rewriting the automated email messages to reflect the new policy and status distinctions.
     24* The Payment Policy will then be announced in an email message to all members (see ''Announcement'' below).
     25* Sending automated messages to all members not in good standing.
     26* Begin contacting suspended memberships.
    2527
    26 i imagine this would have to be announced in a full message to all members - new payment plan rules.
    27 i would then start the ticker at that point - all delinquent groups would get one additional month to pay before going on alert - and the alert message would be equally detailed and offer payment plan options.  that gives everyone two months to settle their accounts before beginning to suspend any member accounts.
    28 
    29 What I do at the Center is in the  middle of the month (again this is timing since I bill everyone the first of the month) - personally contact delinquent groups to remind them of their obligations.  Sometimes a personal note can make a big difference.  The feasibility of this will depend on the number of delinquent members.  But I have devised some template which should speed things along.
    30 The Center has hundreds of regularly meeting groups - with the new policy system, the number of alert and suspended groups has dropped dramatically to around 20. The Center also used to write off thousands of dollars in fees each year.  Our write offs have also dramatically decreased.
    31 
    32 
    33 
     28=== Announcement ===
    3429
    3530Dear Members,
    3631
    37 Greetings!  We're reaching out to you today to let you know about exciting new developments here at May First/People Link.
     32Greetings! We're reaching out to you today to let you know about exciting new developments here at May First/People Link.
    3833
    39 First of all we want to thank you all for your support of MFPL these past 6 years.  We have grown from a few dozen members to a growing and vibrant network of over 500 individuals, activists and organizations both grassroots based and national in scope.  This incredible growth only confirms the need for the kind of politically progressive internet infrastructure that MF/PL provides.  And we are continuing to develop new ways to both serve and engage our members.  Our first annual Membership Meeting is coming up this Fall.  For more information on the meeting, please click here - we sincerely hope you all can make it.
     34First of all we want to thank you for your support of MF/PL these past 6 years. We have grown from a few dozen members to a vibrant network of over 500 individuals, activists and organizations that are grassroots-based, national, and international in scope. This incredible growth only confirms the need for the kind of politically progressive internet infrastructure that MF/PL provides. We are continuing to develop new ways to serve and engage our members. Our first annual Membership Meeting is coming up this Fall. We sincerely hope you all can join us. For more information on the meeting, http://mayfirst.org
    4035
    41 At the same time this growth has not come without costs.  As our community has increased, so has the demand for services. We have been making critical investments in hardware and equipment, technological upgrades, software applications, enhanced security measures and more to meet these needs.  Membership dues are critical for these efforts - we pool our collective resources for the benefit of our entire membership. And we have kept our dues historically low to ensure that these services can be made as broadly available as possible.  But every member's contribution counts. 
     36Our growth has not come without costs. As our community has increased, so has its demand for services. To meet these demands, we have been making critical investments in hardware and equipment, technological upgrades, software applications, enhanced security measures, and more. Membership dues are critical for these efforts because we pool our collective resources for the benefit of our entire membership. Our dues have always been low to ensure that these services can be made as broadly available as possible. This means that every member's contribution counts. 
    4237
    43 In the past we have been generally lenient with regards to dues collections.  But we have decided that both as a commitment to our core political principles and to our collective community - particularly the costs incurred and shared by all - we need member groups to be accountable for their dues payments.  If you have already been regularly paying your annual dues, then nothing will change.  For groups that have gotten behind in their payments, we want to offer you the opportunity to pay your dues by DATE or we will remove your website from our servers.  Going forward, dues will need to be paid within 90 days of receipt to maintain active membership status.
     38In the past we have been generally lenient with regards to dues collections. The Leadership Committee of this organization has discussed and decided that to fulfill our commitment to our collective community and to our core political principles - particularly that the incurred costs are shared by all - we as leaders must hold individual members accountable for their dues payments. If you regularly pay your annual dues, then nothing will change. For members that have fallen behind in their payments, we will be contacting you to settle your dues within 90 days before your website and data is removed from our servers.
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    45 If the total sum owed or the deadline is unworkable, we are happy to make an alternative arrangement with you.  And low income groups that need scholarship assistance will be considered on a case by case basis.  Please contact Hilary Goldstein, our membership associate to find out more.
     40As usual, the billing contact for your membership account will receive automated messages according to a simple payment status schedule. The major change to our approach to collecting annual dues is that they must be paid within 90 days of expiry to maintain active membership status and to keep your website up.
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    47 We believe this is an important step in our growth as an organization.  We welcome any feedback here and at the upcoming Membership Meeting in September.
     42If the total sum owed by the deadline is unworkable, we are happy to make an alternative arrangement with you. Low-income members that need scholarship assistance will be considered on a case by case basis. Please contact Hilary Goldstein, our Membership Associate, about the possibilities.
     43
     44This is an important step in our growth as an organization and we welcome any feedback here and at the upcoming Membership Meeting in September.
    4845
    4946In Solidarity,