Internal Website

Thank you for volunteering with HOT! We appreciate all of your help.  This page is intended to be one landing page to be able to access all of the forms, info pages, websites, etc. that are needed for HOT volunteers.  If you have a suggestion for an addition to this page, please contact the Technology (TCH) Committee Lead – Becca Simon (rebeccas@hotcommunityfoundation.org).

General HOT Info

Our Core Values

  1. Have passion for our Community
  2. Encourage honesty and integrity
  3. Love what we are doing
  4. Perform in a fiscally responsible manner

Our Commitment to our Volunteers

  1. Do our best to make sure everyone feels appreciated and acknowledged for their efforts and contributions
  2. Be well organized to maximize everyone’s time and efforts in all activities
  3. Maintain and ignite volunteers by aligning their abilities and desire to help with our needs
  4. Have a “the more the merrier” approach to the number of volunteers and contributors that want to participate

We have 7 Committees within HOT.  Each Committee is lead by a Board Member.

Committee Committee Lead
Events & Initiatives (EI) Beth McGee
Volunteers (VOL) Laurie Carlson
Contributors (CON) Sharon Wefring
Recipients (REC) Sloan Clack
Finance (FIN) Wendy McGee
Marketing (MKT) Nancy Prentiss
Technology (TCH) Becca Simon

Email & Documents

HOT utilizes gmail for all of its committees and teams.  Our committee leads have personalized gmail accounts and a general gmail account for their committee, they are responsible for monitoring them.  Each team within an event or initiative can be given a gmail account.  It is preferred that all email correspondence related to HOT be managed through our gmail accounts.

HOT utilizes Google Drive for document management.  All documents associated with an event or initiative should be stored on our Google Drive under the folder for the event/year.  You will have to be logged in with a HOT gmail account to access the Google Drive documents.

Team Communications

HOT utilizes Team App to correspond with team members and volunteers, therefore, everyone must download the app and learn how to use it.   VOL is responsible for setting up access and training which may be done in person or through provided training videos.  For team captains and volunteers during the event a method such as Team App Chat team communication channel will be established to consolidate communications vs. individual texts or phone calls.

Charges/Expense Reimbursement

It is intended that HOT will pay for the expenses associated with this event.

  1. A budget will be established for this event.  It is important that everyone who is making purchases diligently attempts to stay within budget.  If a variance is needed, a request needs to be submitted to FIN.
  2. We have a HOT credit card that can be used for making on-line or large purchases or to place deposits.  The card can be requested from FIN. Receipts are required.
  3. In the event that you or one of your team pays for something,  a reimbursement form needs to be filled out.  The form and the receipts need to be forwarded to FIN for reimbursement and request a reimbursement for any expense that you incur. Receipts are required.

Project Tracking 

HOT utilizes a project management software called Jira.  All committee leaders and Team Captains will have access.   Instructions for use and access are provided by TCH.  Due to user account limitations, access is only available to Committee Leads and Team Captains.  There are reporting tools out of Jira that Team Captains can share with their teams.  However, all updates to the tasks and additions of subtasks will need to be made directly in Jira.

Volunteers (VOL) Committee

Team Communications

HOT utilizes Team App to correspond with team members and volunteers, therefore, everyone must download the app and learn how to use it.   VOL is responsible for setting up access and training which may be done in person or through provided training videos.  For team captains and volunteers during the event a method such as Team App Chat team communication channel will be established to consolidate communications vs. individual texts or phone calls.

Request Meeting in Team App
Request Volunteers for Team/Committee
Sign up for Volunteer Position

Events & Initiatives (EI) Committee

SPF 2021 Planning Doc
DIR 2022 Planning Doc

Contributors (CON) Committee

Submit New Sponsorship Lead

Finance (FIN) Committee

Expense Reimbursement Form

Technology (TCH) Committee

Jira

Go to Jira
Jira User Guide

SalesForce

Go to SalesForce
SalesForce User Guide (Coming Soon)

Google Drive & Gmail

Go to Drive
Go to Gmail
Drive & Gmail User Guide
Request Email Account