The new membership program being implemented in Dec, Traction Rec, will require an adult to be the primary for any youth memberships.  Please see the alerts in Daxko to add an guardian/parent to youth memberships in order to make this transition easier.  Thanks.MS

Starting now the Child Watch slots will be cut back to 25 each hour.  Beginning Sept 1 the hours for Child Watch are 8:30am-12:30 and 4-7pm.  Ask Megan for more info.

Hey all, the cash drawer has been off over the last several days.  Make sure you are counting the drawers, finishing the process of Daxko transactions and counting back the change for guests.

Two girls tried to use this agency to enter.  Please make sure you verify all guests in the agency google doc prior to allowing them in.  We are working on a better system and updating the agency records.-MS

Racquetball courts 4 and 5 will NOT be available to the public starting Thursday, June 1st through Wednesday, August 16th. The courts will be staged as classrooms for YDC for the summer. They will NOT be usable during that entire time.

Court 2 is for individuals that want to play wallyball/volleyball.

Court 3 is for racquetball.

 If communicated early enough, staff can put up the other next, but staff then needs to take it down once the individuals are done in that court.

Please change the court, not the color. 

There are 2 summer memberships that individuals can pay for that will be active May 22nd-August 19th. There is no need to cancel this membership, it will become inactive by the last day. They must pay the full amount upon activation. The age of the individual will dictate if they are eligible for the summer membership.

Youth Summer (Age 0-18)

Young Adult Summer (Age 19-25) ***No longer college required. Only that their age falls within this requirement (19-25).

To activate someone for one of these memberships, look them up in Daxko. Select the correct membership desired. Complete the process like you would otherwise.

***DO NOT CHANGE THE EXPIRATION DATE. Jennifer Keller will make changes once they become active.

*Remember that when the summer membership expires, if they activate with another membership after, to not charge the join fee if they activate within 30 days of expiration.

We have two exciting summer incentives for members continuing their memberships with us through the summer!

1. Pick a Perk

   • For full paying household and adult memberships that stay active for the months of May, June, and July, then they will receive a digital coupon to claim their reward in August. They can choose only one from the the three options: Three free guest passes, $10 off any program, or 1 free personal training session.

   • THEY WILL RECEIVE A DIGITAL COUPON TO CLAIM THEIR REWARD IN AUGUST IF THEY KEEP THEIR MEMBERSHIP IN MAY, JUNE, AND JULY.

2. YMCA360 Summer Sweat Challenge!

   • Use YMCA360 for their workout 12 times durning each summer month (May, June, and July) and be automatically entered in a special series of prize drawings!

   • 1 drawing and 1 winner in each month (May, June, and July).

   • Winners get 1 free month of membership

   • We will track their usage each month through YMCA360

***YMCA360 does not apply to fitness reimbursements. Progress is tracked per individual member not per household.

We have made changes to were you can see who is on-call, trying to make it easier to access the information. There are 2 places to view this information.

1. Google calendar-only viewable while working-Staff Calendar

   1. 1. • We deleted the individual calendar invites for employees

2. Paycom Employee Self-Service-Schedule Calendar

   1. 1. • Login to Paycom

         • Click on 'Time Management'

         • Click on 'Schedule Calendar'

         • Click on 'Team Shifts' for that desired day

         • View the black labeled On-Call from open to close with the individuals name with it-That is the person on-call; Megan Johnson or Michele Seadeek

Remember to call, not text if there is something that needs to be addressed right away.

Any questions please contact Megan or Kia.

We have updated our member incident form. Please be sure to fill out the information as best as possible. It prompts you through the process of gathering information. They are located in the same place as before (drawer with all of the folders at both desks) and are saved on the printer if you need more; ymca-accident-incident-form.

If you have any questions please contact Megan or Kia.

REMINDERS FOR ALL MEMBER SERVICE STAFF:

• If you are making someone active again, be sure to change the location to MISSOURI VALLEY FAMILY YMCA. You will make the location change from Family Wellness to MVF YMCA if they have been inactive for more than 30 days. If they activate within 30 days of being made inactive, then you will leave the location set to FW. Location change can be done on the top left corner of the page where you choose the membership category desired. 

  • • • If they are already active, and they fill out a change form, do NOT make any changes to the location.

• If there is one person that you are making active for a single membership, be sure to change them to the primary; no matter the age. EX: You activate a child for a Youth Membership, that child needs to be set as the primary, since they are the only active member. Otherwise, an adult would be set as the primary.

• Do NOT process any downgrades, Jennifer Keller is the only one that processes downgrades. Have the member fill out a change form, front and back of the form, then place in the completed forms folder.

• Staff MUST process all upgrades at the desk when the member is present. Have the member fill out the change form, front and back of the form. Complete the upgrade by making the appropriate changes and/or additions, charge prorated dues, and then place the change form in the completed forms folder.

• Any changes made to an active membership, be sure to have them fill out a change form, then place in the completed forms folder.

• If you activate someone for Silver Sneakers, be sure to have them sign the Silver Sneakers form. Place in the completed forms folder.

***Please slow down and be sure that we are completing each step properly. 

If there are any questions, please contact Kia or Megan.

Reminder to always look at the individuals age, after looking them up in Daxko, and then charge them for the correct day pass according to their age. Please slow down and take the time to look at the age before you charge someone the wrong amount.

EX: If you I were to look up Jane Doe and it shows she is 16 years old, you would charge her $8 for a day pass. If you were to look up John Doe and it shows he is 32 years old, you would charge him $20 for a day pass.

• Look up name in Daxko

  • If they are not in Daxko, add them as a non-member

• Look at the age next to their name

• Click on 'BALANCE DUE'

• Click on 'ADD ONE-TIME FEES'

• Click on the box next to the correct age for day pass

  • '1 Guest-Youth Fee (Age 0-18)'..... $8 OR

  • '2 Guest-Adult Fee (Age 19 & over)'..... $20

• Scroll down and click on 'ADD FEES'

• Process payment as usual

YMCA360 is live. Please be sure to give this information to current and new members. There are 1/4 sheets to be handed out to people. REMEMBER: WE MUST GET AN EMAIL ADDED TO THEIR DAXKO PROFILES BEFORE THEY CAN ACCESS YMCA360 ON THEIR DEVICES. The 1/4 sheet shows the steps on how to put the app on their phone and access it on the website (ymca360.org). Please refer to the FAQ sheet located at each computer, for further information.

*** If you have any questions or concerns please let Kia know right away.

Be sure to complete these steps in Daxko so the family can use Child Watch during activation/adding CW to membership. 

• 1. Be sure all children in Daxko are set as 'child'

     • Click on child name

     • Click on 'Actions'

       • Should say 'Change to Adult'-if so, then this step is completed

     • If it say 'Change to Child', click on 'Change to Child'

     • Scroll to the bottom, click on 'Submit'

     • Do this for each child

  2. Be sure to have the parent/guardian read the CW information sheet and sign the 'Acknowledgement Form' (place signed acknowledgement form in Megan's mailbox)

  3. Each parent/guardian must have child watch service changed

     • Click on parent/guardians name

     • Click on 'Actions'

     • Click on 'Edit Member Information'

     • Click on 'Member Engagement' tab

     • Scroll down and find 'Child Watch Service'

     • Change it to 'Yes'

     • Click 'Save'

     • Do this for each parent/guardian

  4. Each child (8 months-10 years old) or desire child(ren) must have child watch service and parent handbook changed

     • Click on child name

     • Click on 'Actions'

     • Click on 'Edit Member Information'

     • Click on 'Child Care' tab

     • Find 'Child Watch Service'

     • Change it to 'Yes'

     • Find 'Child Watch Parent Handbook'

     • Change it to 'Yes'

     • Scroll down and click on 'Save'

When members have paper gift certificates, they can use those as regular payment options for transactions, registrations, and membership payments. Some gift certificates are specifically for memberships only like the Holiday gift certificates and Seize the Deal certificates. Membership gift certificates cover the enrollment fee, prorated dues, and membership dues. Gift certificates have no cash value.

Transaction Payment

1.      On the Account Balance screen, find the transaction to apply the gift certificate to. This could be after registering an individual for a program.

2.      Click the dollar amount hyperlink in the Paid/Adj column.

3.      Select the Gift Certificates-Donated (Paper) adjustment.

4.      Enter the amount to apply from the Gift Certificate.

a.      Process the remainder of the fee with another payment option if necessary.

5.      If the Gift Certificate is empty, please make sure the member's name is on it, scan to Jennifer Keller, and then place in the Membership Director’s mailbox.

a.      If the Gift Certificate has a remaining balance, write the amount remaining with the date and your initials and return to the individual.

Membership Payment

A gift certificate can be used to set up a new membership or be applied to a monthly membership payment. When you use a gift certificate to make a membership payment, scan a copy of the gift certificate with the member’s name on it to Jennifer Keller and place the empty certificate in the Membership Director’s mailbox. Membership gift certificates have no cash value, so if they use less than the value listed, no credits will be given. For example, if someone has a Household membership gift certificate, but signs up for an Adult membership, they do not receive the difference as credit or cannot use the difference for add-ons like the Fitness Locker Room.

Duties at West Desk, in addition to answering calls, helping members, etc:

Every 15 minutes, as long as there aren't any people needing assistance at the desk, please walk to the entrance of the gyms (double door entrance closest to the West Desk) and make yourself visible. Please monitor and be aware of what is happening in the gyms. Be sure to correct any bullying/behavior issues/code of conduct issues. If you need help from other staff, call to the East Desk and ask for someone to come over and address the issues.

It might not seem important to step away from the desk every 15 minutes to look into the gyms, but your presence is extremely important. There have been more bullying incidents happening lately. We won't catch everything, but being visible makes a difference.

This is in addition to other MS staff from the East Desk, most of the time it is the SOD, doing walkthroughs of the entire facility when they are able to.

If you have any questions about this change at the West Desk, please contact Megan or Kia. 

 After you clock in for your shift, grab your cash bag out of the drawer and take it with you to the desk that you will be working at.

 When you get to the desk you are working at, count the cash drawer, and make sure that it is the correct amount (cash drawer at West desk-$100; cash drawer at East desk-$250).

Any cash/check transactions that happen should be placed in your cash bag, do not put it in the cash drawer (cash drawer should always be $250 or $100 throughout the entire day, depending on which desk the cash drawer is located at). Example: If a charge a kid a day pass for $8 and they hand you a $20, put the $20 in the cash drawer, hand the kid $12 for change and put the $8 in your cash bag.

If you switch from one desk to the other, do a close-out (print the close-out and have the money in your cash bag) and count the cash drawer to make sure it is the correct amount.

When your shift is over, do a close-out (print the close-out and have the money in your cash bag) and count the cash drawer and fill out the change slip. Place both in your cash bag and place in the safe.

If you do not have a close-out, still count the cash drawer and fill out the change slip and place it in your cash bag, then place in the safe.

***If the cash drawer is over, take the amount it is over and put it in your cash bag with a note stating it was over, along with the change slip.

***If the cash drawer is under, take the amount it is under out of your close-out and place in the cash drawer. If you do not have a close-out, then take the amount it is under out of the cash bag in the safe and place it in the cash drawer. Be sure to make a note and put it in your cash bag along with the change slip.

 Do NOT transfer YDC Billing questions to Sara Turner.

Below are the details and responsibilities for managers of all three youth development centers. Please familiarize yourselves with who is in charge of what at each location so we are sending folks to the right person the first time. 

Kathleen Bilstand ext:706 (YDC)-Full and part time enrollment for Infant, toddlers and preschool kiddos, waiting list, tours for YDC, full time job openings, general questions, and billing.

Brandy Peterson ext:772 (YDC)-Child and Adult Care Food Program questions, General YDC questions, part time job openins.

Alyssa Pfliger ext:773 (YDC/Legacy)-Before and After school care for K-6th grade, Y explorers, camp nakota enrollment, program questions and hiring.

Lisa Atkinson ext:713 (YDC North)-YDC North questions.

Dani Deibert ext:9817 (YDC Mandan)-YDC Mandan questions.

Mindy Garland-Sayler ext:711 (ALL YDC SITES)-All of the above but please contact YDC managers that directly oversee that area first.

Count drawers at the beginning of shift, put cash taken for Daxko into your bag, run report when shift over, count cash drawer to confirm correct balance. Deposit bag into safe.  If there is over/under please make a note for Donna explaining.  If you have vending payouts, use the petty cash receipt and put into the bag, reduce your total cash taken by that amount.  Donna will fix the deposit on her end.