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Houston Area Traditional Dance Society

Houston Area Traditional Dance Society

Board Handbook: Emails, Who What Where, Management Dashboard

Email Addresses

We have several @hatds.org email addresses that forward to particular people. Forwarding prevents personal email addresses from being exposed on the website or in non-member emails.

All forwarding is set up on our webhost by our webmaster.

The address used by the board is board@hatds.org. Mail sent to that address is forwarded to all five directors. Unless a specific board decides otherwise, the President answers any legitimate email and copies the whole board.

Email can not easily be sent from any @hatds.org address. Since we only reply to legitimate inquiries, all replies are usually sent from a private email account and copied to board@hatds.org.

Although we have spam and phishing filters in place that reduce the amount of spam, please take care to not answer or open any email that is not clearly relevant to HATDS and its dances.

List of Email Forwarders

Since we lost our non-profit status several years ago due to missing a change in IRS rules, email forwarding addresses for the compliance officer and treasurer have been subscribed to the IRS non-profit mailing list.

In addition to board, compliance, and treasurer, we have the following @hatds.org emails that forward to specific individuals. Some are only used for logging in to websites or apps.

  • callers
  • ecd
  • listmaster
  • membership
  • safety
  • supplies
  • sug (SignUp Genius)
  • vol
  • website

In addition, there are a few @bayoubedlam.org addresses:

  • info
  • reg
  • vol
  • website

Who What Where

A very important document in the Dropbox / Board Policies and Procedures folder, Who What Where lists who does what, who has what, and where that what is for the jobs and items that don't change very often and that aren't made public on hatds.org. Examples:

  • Who is our agent of record?
  • Who checks the post office box? Who else has keys?
  • Who is on the bank and PayPal accounts?
  • What physical assets are stored where?
  • Who is the contact for the hall we're currently using and how do we contact them?
It should be updated as needed and probably at the beginning of each new board term.

Management Dashboard

If you're reading this handbook, you are already in the management section of our website, which is not linked anywhere on the public site.

To get back to the Management Dashboard page from anywhere within the management site, tap in either the top bar (HATDS Management) or in the footer (Mgmt Home). To access the dashboard by typing, type hatds.org/mgmt.