Re: Convention $$

[Erik Olson <erik@thekrib.com>]

On Sun, 31 Aug 2003, David VillaSunscape wrote:

> Hi guys -- I've seen some notifications that are for the convention come by.
> How are we handling the fuynds for the convention? Just want to know in my
> capacity as Treasurer.

Wow, I thought we'd totally explained all that.  Oh well, my bad.

DFWAPC has set up their own bank account.  Scott Heiber is the treasurer 
for the convention.  He and Larry drew up this very elaborate and 
conservative budget which I would be happy to ask them to forward if you 
guys want to see it again. :)

Scott and a couple of folks who keep the head counts of who's registered
and all that, are now temporarily subscribed to the party list
agafunds@aquatic-gardeners.org.  Much as Diana, Cheryl and I do for books,
memberships and videos (respectively), they are scrutinizing every
agafunds e-mail for registrations and related items.  Cheryl, I beleive,
is also checking to make sure they are members and sending them nice
e-mail reminders when they "forget".

I am writing each convention-related purchase in a logbook (PAPER!) that I
keep for AGA-related financial stuff (like CDs and videos that get
purchased.  Every "so often" (either when the Texas guys actually need to
spend some of their income, or when I hit the end of a page in my
logbook), I total up the income for the convention (taking special pains
to include the 2.9% + 30 cents PayPal cut!), and transfer that sum off to
the convention bank account (not the AGA bank account). Scott, who has
been keeping even better track of things, corrects the mistakes I make.  
Essentially you (David) should be able to completely ignore all the
convention-related expenses that go through the PayPal account. 

So far, the convention has taken in $2866.56 through PayPal, through 26
paid registrations plus add-ons.  I gather that last year there were only
35 paid registrations, and most of them came late.  As there is still 2.5
months before the convention, this is going to rock.

In a related note:
I don't know when our fiscal year starts and ends, but I am planning on 
writing a little script that goes through all the PayPal items and gives 
us an idea how many of each things were purchased, perhaps month-to-month.  
Maybe Cheryl or you have an idea of how many folks are still paying by 
mail... then we can get an idea of how many memberships actually come in 
per month (something I currently have no idea of!).

  - Erik

-- 
Erik Olson
erik at thekrib dot com

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