Cave Creek School House — Board Questionnaire

Why we're asking. The July newsletter says the board is looking for a volunteer to take over reservations and booking. We think software can do most of that job. These answers decide what gets built. The four marked Decides the build matter most.

Leave this blank

Your name Your role on the board Email, so we can follow up

01 What we're covering

Are the school house and the pavilion rented together, or can somebody book just one?Decides the build

If they book separately, the calendar tracks two spaces instead of one.

Always together, one price Can be booked separately Pavilion can go alone, at a lower rate

Roughly how many rentals does Cave Creek take in a year?

A guess is fine. This tells us what the current process actually costs.

Under 10 10 to 25 25 to 50 More than 50

Besides paid rentals, what else blocks a date?

We know about the Games Club on third Fridays. What else?

02 How a booking gets approved

Can a stranger book an open date and pay on the spot, or does the board approve first?Decides the build

Instant is least work for volunteers. Approval keeps a human in the loop before anyone gets a key.

Instant. They book and pay, we get notified Request first. We approve, then they pay Instant for members, approval for non-members

Who unlocks the building, and how does the renter get in?

Software cannot do this part. If there is a lockbox or code, the system can send it the day before.

Someone meets them Key pickup Lockbox or keypad Not decided

Is there a buffer between bookings, or can two groups use the property back to back?

03 Money

Does CCSCC have a bank account and an EIN that can accept card payments?Decides the build

Online payment needs an account in the organization's name, not a person's. Cards cost about 3%, so roughly $4.50 on a $150 rental.

Yes, both Bank yes, EIN unsure Need to check

Are the published rates still current, and what is the deposit?

The newsletter lists $75 a day for members, $150 for non-members, $25 for a group tour. We have not seen a deposit amount in writing.

Those figures are current They have changed

Should we keep accepting checks alongside online payment?

Yes, keep checks Online only Checks for members, online for the public

What is the cancellation and refund policy?

If nothing is written, say so and we will draft one for the board to approve.

Should the same system also collect the $30 annual family dues?

The system has to know who is a member anyway, since members pay less.

Yes, dues too Rentals only for now

04 The paperwork

Can you send us every document a renter fills out today?Decides the build

Rental agreement, rules, waiver, key receipt. A phone photo of a paper copy is fine. Email them to bernhard@rheingolddigital.com.

Will send them Already sent Nothing formal exists

Which rules must a renter agree to before we take their money?

05 Who runs it, and what you own

Who should receive booking notifications, and who can approve or cancel?

Two people is the safe minimum, so nothing stalls when one is traveling.

Who controls historicschools.org, and who edits the website today?

If nobody is sure, that is a useful answer too.

What has the board budgeted, and who approves the spend?

There is a small ongoing cost for hosting and card processing no matter who builds it.

Nothing set yet Needs a board vote Range below

Optional, and the most useful question here.

If there is a story about the current process that made somebody want to give up, tell it. Those stories tell us more than the checkboxes do.

Goes straight to Bernhard. Nothing is shared with anyone else.