Discovery · Rheingold Digital
Fourteen questions for the board. Answer what you know, skip what you don't, and mark anything the board needs to vote on. Ten minutes, tops.
Why we're asking. The July newsletter says the board is looking for a volunteer to take over reservations and booking. We think the right answer is software that does most of that job, so whoever holds the role spends minutes a week instead of hours. These answers tell us what to build. The four questions marked Decides the build change the shape of the system, so those matter most.
Are the school house and the pavilion rented together, or can somebody book just one?Decides the build
If they can be booked separately, the calendar has to track two spaces instead of one, and the price list gets a second line. If they always go together, this stays simple.
Always together, one price Can be booked separately Pavilion only, at a lower rate
Roughly how many rentals does Cave Creek take in a year?
A best guess is fine. This tells us how much work the current process actually costs.
Under 10 10–25 25–50 More than 50
Besides paid rentals, what else blocks a date on the calendar?
We already know about the Games Club on third Fridays. What else?
Games Club (3rd Fri) Elections / polling 4-H Club Board meetings Open House Maintenance
Can a stranger book an open date and pay on the spot, or does the board approve first?Decides the build
Instant booking is the least work for volunteers. Request-first keeps a human in the loop before anyone gets a key. We can also do instant for members, approval for everyone else.
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?
This is the one part software cannot do. If there is a lockbox or a code, the system can send it automatically the day before.
Someone meets them Key pickup Lockbox / keypad code Not decided
Is there a buffer between bookings, or can two groups use the property on back-to-back days?
Does CCSCC have a bank account and an EIN that can accept card payments?Decides the build
Online payment needs a merchant account tied to the organization, not to a person. Cards cost roughly 3% per transaction, so about $4.50 on a $150 rental.
Yes, both Bank yes, EIN unsure Need to check 501(c)(3) status: ______________
Confirm the fee schedule, and tell us about the deposit.
The newsletter lists $75 per day for members and $150 per day for non-members, plus $25 for a group tour. We have not seen a deposit amount in writing.
Those figures are current They have changed — see below
Damage / cleaning deposit amount, and when it comes back:
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 there isn't a written one, say so. We'll draft one for the board to approve.
Nothing written yet — please draft one
Should the same system also collect the $30 annual family dues?
Members get the lower rate, so the system has to know who is a member anyway. Collecting dues online is a small addition once that exists.
Yes, dues too Rentals only for now
Please send us every document a renter fills out today.Decides the build
Rental agreement, rules sheet, liability waiver, key receipt, anything else. A photo of a paper copy is perfectly fine. We turn these into a packet the renter signs on their phone.
Attached / emailed Will send Nothing formal exists
Which rules must a renter agree to before we take their money?
Alcohol allowed Alcohol prohibited Renter insurance required No open flame / candles Renter cleans up Quiet hours Pets Parking limits
Anything else, and the maximum headcount indoors and under the pavilion:
Who should receive booking notifications, and who has authority to approve or cancel?
Two people is the safe minimum, so nothing stalls when one is traveling.
Who controls historicschools.org, and who can change website settings?
We need the name and contact of whoever registered the domain and whoever edits the site today. If nobody knows, that is a useful answer too.
Known — name below Nobody is sure
What has the board budgeted, and who approves the spend?
There will be a small ongoing cost for hosting and card processing regardless of who builds it. Knowing the ceiling up front keeps us from proposing something the board can't say yes to.
Nothing set yet Needs a board vote Range below