Revised March 2012 IT Report

Hello all,

The AADB Board wants to express our sincere apologies to the Members, specifically to Randy and Jamie Pope and to Darran Zenger, for giving the impression of pointing blame towards them in regard to the March 2012 report. This was not our intention. We are providing an amended report to reflect more accurate and unbiased information. Please see the amended report below. It has been revised with the assistance of Mr. Pope and Mr. Zenger.

Both Randy Pope and the AADB Board want to acknowledge to the Members that we erred in how we handled both contracts because of a series of communication breakdowns that occurred between ourselves and the contract administrators. We did not follow through with the contract administrators. The Board did not become aware of the full scope of this information until February 2012 and after obtaining further clarification from Mr. Pope and Mr. Zenger through the IT Review Committee.

As a result, the contracts were renewed and AADB is financially committed through the year 2013. We are at this time seeking legal advice on how to handle these contracts.

Again, we want to extend our apologies to the Members, Mr. Zenger, and Mr. and Mrs. Pope.

Sincerely,
The AADB Board of Directors






Revised March 2012 IT Report

NOTE: Convio and Common Ground are professional database and content management services.

I conducted research into the details and contractual agreements of Convio and Common Ground to see if AADB could reduce operating expenses.

I learned:

1. The original contract for Convio was signed in November 2007.

2. Cost for the three year contract totaled $53,960 with $2,400 due each quarter.

3. The contract has four levels of usage based upon:
- the number of secure web pages
- the number of email contacts within Convio
- the number of credit card transactions per month
- the number of emails sent out in a month
- the number of system users.

4. Common Ground had an annual contract of $2,400.
AADB reached Level 2 beginning March 2011 which additional fees of $200 per month where added. The increased usage was due to the 2011 Symposium.
A former board member, Darran Zenger, had contacted Convio in October 2011 regarding these fees. He resigned before the inquiry was answered. AADB continued overage fees until February 2012.

When I made contact with Convio and Common Ground, I learned that AADB was exceeding its allotted usage levels and immediately resolved this by deactivating pages to the 2011 Symposium.

In order to cancel the contract, 60 days notice was required prior to the end of the contract. If not, the contract would renew for another 3 years. In December 2010 no notification was given to Convio to cancel this contract due to the 2011 Symposium. AADB is currently contracted until December 2013.

The contract for Common Ground was signed in January 2009. The same cancellation term that applies to Convio also applies to Common Ground. The contract had renewed and will expire January 2013.

When expiration dates approach, AADB will submit notification to cancel these services. At the same time, AADB will continue to find lower, more cost-effective services to meet our needs.

The Review Committee is now working on the full IT report. Once it is ready, it will be available upon request.

Respectfully submitted by:
Kacie Weldy
AADB Board Member