February 2012 Member Questions

MEMBERSHIP QUESTIONS:

Question: Any progress on QuickBooks?
Becky Hall Answer’s: Yes, there has been significant progress on QuickBooks. We appreciate the membership’s interest in our progress. Because we want to provide you with complete and accurate financial information, we have spent a great deal of time methodically going through all the records.

First, we identified the accounting documents we had. We reconciled those documents to the data already entered into QuickBooks. In addition, we verified that the data had been correctly categorized and recorded any necessary adjustments or corrections.

Second, a larger task has been to identify what had not been entered. In order to identify data that had not been entered, we have spent a considerable amount of time reconciling documents located in the office to bank statements and our online credit card processing vendor. For some transactions, we needed to request copies of the supporting documents. We have then entered the data into QuickBooks.

Third, in addition to recording 2011 transactions, the 2010 QuickBooks ending balances were reconciled to the 2010 Audited Financial Statements. The necessary entries were recorded to correct the QuickBooks balances to agree with the Audited Financial Statements.

Finally, we prepared and sent out the required Form 1099’s. After all the QuickBooks data is entered, we have made the arrangements with the auditor for an independent review or audit and preparation of the annual tax Form 990. In order to save AADB money, our accountant will prepare schedules for the auditor’s review and assist with the preparation of the Form 990.

We were in the office, in July and September 2011 and returned again in January 2012. The experience has been similar to the process of completing a very challenging puzzle.

Because we want to provide you with accurate financial information, we have made these trips and spent the necessary time. Once 2011 is complete, we will have a solid base and be in a better position to provide accurate and timely financial reports.

We will appreciate your patience as we near completion of the 2011 fiscal year data entry and do appreciate your interest in our progress.


Question:
While I think it is great that AADB has selected to go green and do electronic contacts only now, what about those who receive snail mail only? And those who read using Braille? How do they continue to receive information?
Debby Answer’s: I am responsible for AADB’s braille – individual letters and “mass mailing” like AADB Today. We’re urging everyone who has email to sign up. It will save time, money and “save a tree”.

Kacie Answer’s: I am responsible for the postal mail and those will go out if there is not an email address available for the member.


Question:
Under the current circumstances, I really hate to be negative or any panic but I do feel this question need to addressed. Board members: In the event that AADB needs to vacate the office for whatever reason, what policy or plan of action are in place to protect the members and others’ personal contact information and their credit card information? Bear in mind that there are a lot of forms and other papers that contains personal contact information and credit card information, sitting in the file cabinets in the empty AADB office at this moment.
Jill Answer’s: The last trip to the AADB office, all confidential and nearly all organization paperwork has been removed from the office. At this time there are three boxes of organizational records that need to be delivered to the secure storage location and arrangements are in place for this to occur. Thus with the exception of all the aforementioned boxes, all paperwork for AADB has been removed from the office and is either in a secure storage location or has been scanned/imaged for electronic retention. The electronic records will be kept in multiple locations in case of a catastrophic event at anyone of the locations.

Going forward, record keeping will be electronic to ensure portability with the transition of officers as terms come to end and can ultimately be housed again in an office if and when AADB is able to secure an office in the future.



Question:
I heard that there were two Braille embossers at AADB Office. What happened to them?
Jill Answer’s: In fact, there were 4 braille embossers in the office, 3 are still there and one was sent to Scott Davert Board member as mentioned in Kacie’s report.


Question:
Who is responsible for recruiting new members? How?
Mark Answer’s: He has asked to refer to his report for the answer to this question.


Question:
How much online donation has AADB generated since July 1st?
Kacie Answer’s: Since July 1st, 2011, there have been a total of 95 online transactions taken in by American Express, Discover, MasterCard, PayPal, Visa, and through direct ACH bank transactions to total $6255.00.

Of this amount, $5255.00 has been general fund donations and the remaining $1000.00 is in membership dues.

Question:
In regards to fund raising, how will AADB raise fund without a goal, accomplishments and a good financial history?
Jill Answer’s: While AADB has been going through turbulent times both financially and within working relationships with its members, AADB is currently trying to go back to the basics of every aspect of it's being in order to build from the ground up. All aspects of AADB is being evaluated and re-worked. The committees have been established and are in full force now striving to involve the members and an action plan has been created by the Strategic planning committee and is reported here for the membership to weigh in on. While the financial status of AADB in the past few years has been rocky, through these committees and the strategic plan we’ll determine the goals of AADB. The members input and participation into AADB through its committees will determine the direction of AADB. In regard to fundraising- with a solid strategic plan and goals for each committee will determine the goals for what is needed for fundraising.