Re: [AGA-sc] Draft Convetion Report Ver 2

Thanks, Cheryl. I am grateful for the corrections and comments.

Skidmore could have left in a taxi but he left in a huff instead. But facts is facts and I added his name.

The Kent stuff shoulda gone into auction but didn't -- so I think it's okay to say they donated to the auction. I'd rather not start up a new category just for them for the little bit of stuff they sent. In fact, I'm not sure the Kent stuff came from Kent or someone else.

As for who actually showed up at events. We don't really have much in the way of records, just who bought what, receipts and a few notes that you made about unclaimed ID tags. For example, for the banqs I counted the filled chairs and we had 104 folks eating at the banq, were charged for 100 and sold & comped a total of 111. Pick any number you're comfortable with. We know some who should have didn't actually show up at stuff and some who maybe shouldn't have probably did. Traditionally, if you can call two prior times a tradition, I have used paid and comped as the value for "attending", noting each separately and combined. They're an ersatz values, but as good as any others given the documentation available -- it's like wpg and PAR ;-) .

Name badges. If you can guarantee that the badges will be used, we can allocate a portion of their cost. I think there have been quite a few left over each year. Otoh, with non-durable goods, it is not inappropriate under GAAP to account for an expense when it is incurred, charging it to the event that generated the expense. We didn't buy badges to maintain a continuing inventory -- as we do with books, for example; we bought them because we needed them this year. We also had leftover beer and soda, reusable banners, raffle tickets and assorted other non-durable goods. For some things, where the effect on results will be relatively insignificant, "Ease and Convenience of Accounting" can be invoked so long as all expenditures and receipts are recorded.

I don't understand the discomfort re the TFH ads. But no mind, we spent it on AGA2K6 so we charge it to AGA2K6.

RE SF getting a little something, $2,800 is nothing to sneeze at -- some might even say that it's more money than they deserve even under the terms of the agreement -- some of SF's performance under the agreement was arguably lacking. Some of the SFers might even say AGA2K6 should have charged less and not had such a large net revenue to split between the organizations.

The "Program" text was one rewrite I meant to do but missed in the shuffles. Five edits and I still missed it -- egad! Thanks for pointing it out.

I also agree about IA costs. If we plan on buying *anything* for the next convention, there should be line item for it whatever it is -- the Misc or Petty cash category can only go so far. Hopefully, with halfway decent records for two of the last three (2003 & 2006) we'll make better guesses in the next budget. ;-)

thanks again,

----- Original Message ----
From: Cheryl Rogers <cheryl@wilstream.com>
To: Aquatic Gardeners Association Board <aga-sc@thekrib.com>
Sent: Sunday, November 19, 2006 4:17:39 PM
Subject: Re: [AGA-sc] Draft Convetion Report Ver 2

I have a couple of questions/corrections: :-)

1. First Page, down at the bottom, you left out the word Bay.

2. I believe that Michael Skidmore did some initial promotions work,
contacting clubs and forums, back in May/June of 2005. It's just that he
petered out over the summer.

3. Page 2/3, Name Spelling Corrections--A/V Team Michael "Laflamme"
should be "LaFlamme". Hospitality Quartermaster, Jim "Lockahart" should
be "Lockhart".  IA Organizers Andrew "Yaro" should be "Yaros". Jennifer
"Green" should be "Greene". Large Volunteers Eric "Hannermann" should be
"Hanneman". I think you should add Donna Feuerhelm even though she is
not very large.

4. Kent didn't really contribute dry good to the auction. Their stuff
was given away. I really liked that part. Should have kept the large
Micro bottles for auction, but by the time I realized folks were taking
them, it was too late and I shrugged it off. I was too sick to fight
them for it.

5. "Mossette" should be "Mosette" --that was my fault, sorry.
"Aquairum" Design Group should be "Aquarium".  Bowtie "Publiblications"
should be "Publications".

6. Page 5. "Monterrey" should be "Monterey". Also look for other spots.

7. Not all those people actually went on the field trip. George Batten
and Ricky Cain, for two. That number doesn't look right to me. Doesn't
matter, I don't guess. George Batten didn't attend the Banquet, either.

8. If I have leftover name badges and leftover envelopes (not used, yet)
and leftover colored dots. If I use these name badge for the next
convention, there is therefore less expense associated with name badges
for 2007. Should the "expense" portion of this convention be reduced
accordingly?

9. When I advertised the convention in TFH, I did not know that this
would appear in the convention write-up as an expense. This is something
I learned after the fact from Scott. While I do not deny the logic, I am
slightly uncomfortable with this. I feel better knowing that SFBAAPS is
getting a little something, though.

10. Program was not printed by AGA2K6. Didn't Erik send it out to be
done professionally? Or as professional as Kinko's gets?

11. Shirts don't have to be bought in blocks of 72. The MINIMUM order
was 72. Usually shirts are bought in blocks of 12.

12. IF we do an Iron Aquascaper next year, there should be a line in the
budget for supplies or get them donated by Senske!

Cheryl

S. Hieber wrote:
> Okay. I think this is in decent shape and addresses Erik's corrections
> and comments. I reworked the spreadsheets, updated the charts and
> tables, and recast the text accordingly.
>
>  I'll update to a final once I get final numbers from Claus. I am
> assuming a reimbursement to Tropica of $800.
>
>
> Final, draft or otherwise, comments and criticisms are always welcome.
>
>
> ------------------------------------------------------------------------
>
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