The process by which JP Honk makes donations to other organizations. Adopted by consensus in June 2020.
General description of the process
- Carried out by JP Honk community, including musicians and participating supporters.
- Applies only to band funds when available above and beyond the usual ongoing spending levels (for renting rehearsal space, instrument repairs, parking reimbursements, occasional celebratory meals out, birthday cakes, etc).
- Expected to occur annually, or more often in response to special circumstances.
- Anybody who needs help getting internet access for portions that are online should contact other people who have access. Those who have access are ready to share it.
Four stages
To be done in this sequence, each time the process occurs.
Stage 1 Treasurers determine and announce maximum potential total spending amount.
- This amount is expected to be different each time the process occurs and is based on current account balance and judgement to maintain sufficient funds, after the donations are made, for at least one year of anticipated other band expenses.
- The amount is announced on the band email listserve, and all are invited to add to the list (STAGE 2) of nominated organizations.
Stage 2 Organizations are nominated. (One week period, typically.)
- A list of nominated organizations, to potentially donate to, is created and maintained.
- Existing/established non-profit or not-for-profit organizations. No individuals.
- All can view the list at any time: a view-only document maintained online.
- Any individual can nominate any number of organizations, by providing the basic information to the list maintainer. All nominated organizations are added to the list.
Stage 3 Optionally add names to organizations list. (One week period, typically.)
- If someone has had good and/or bad experiences with an organization, and would like others to be able to learn more from them about it, they can optionally add their name to that organization’s entry on the list, by telling the list maintainer.
- Information about personal experiences is NOT added to the list– only the names of individuals who have experience.
- The purpose is so that during voting (STAGE 4), people can contact those who have experience with an organization if they want to learn more about it.
- This stage should NOT involve much if any discussion on the band email listserve. It intentionally focuses on adding names of individuals into the list of organizations, which is posted online and visible to all.
Stage 4 Everybody votes, using an online survey. (One week period, typically.)
- Individuals familiarize themselves with the organizations on the spreadsheet list sufficiently well to identify the organization(s) they prioritize highest.
- There is no formal group discussion planned (on the band listserve, or otherwise) of the relative merits of different organizations. This research/informational step is purposefully done at the individual level, based on reading the websites of the organizations, discussing with others individually, etc.
- Through the band listserve everyone is invited to complete a short 3-question online survey. To participate in the survey each individual must provide their name, solely for the purpose of ensuring they complete the survey only once.
- The survey results determine (1) the total amount to be donated, between zero and the maximum amount from STAGE 1; and (2) the amount any individual organization will receive (if there are multiple donations, this is the same amount for each). If a participant thinks no donations should be made, they can vote for that.
- During the survey each individual ranks up to 5 organizations they prioritize highest. The organization(s) that are top-ranked collectively by the survey results will receive donation(s).
- Summarized results of the survey are distributed to all. No personally identifying information about how any individual voted is included.
Treasurers then make payment(s) according to survey results.