Peripheral Neuropathy Support Group of Metro DC
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DC Peripheral Neuropathy Support GroupMetro DC

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Money - Grubby Details        Home -> OpStuff -> Money

Last update:  3/4/2020 
We have been operating an informal organization. It is clear to all that Steve Klitzman has been putting huge amounts of time and money into our group. So far, so good. So nobody is about to be picky about the small amounts of Pass-the-Hat money involved. Clearly the amounts involved have swamped by the costs incurred by those who bring food and drink for refreshments.

We do not currently have a Treasurer. We need one. 

The manual for support groups published by the Western Neuropathy Association suggests NOT doing Pass-the-Hat (PTH) in order to avoid discouraging members for whom giving money would be a problem. We usually do Pass-the-Hat using a small envelope during discussions and presentations to avoid obvious actions by members.  But maybe PTH, even in that form, is a problem. This topic needs discussion. Our normal meetings must mostly focus on our member's struggles with PN. Hence we rarely have time to talk about this kind of thing. As our support and advocacy efforts broaden, we will need a mechanism to get more people involved with these "business and administration" topics.

However, our little group currently only serves the needs of a few hundred out of the hundreds-of-thousands of neuropathy patients in the DC area. To help more people we need to have more groups, each probably smaller, probably geographically closer to folks and/or "specialized" in some sense. To do better we may have to collect and spend some money. To handle more money in a bigger organization, we will need to get a 501c3 status. Having a voluntary "paid membership" (or "pledges" of volunteer service or money) may be appropriate.  To do that, money handling processes need to be good. We have a checking account in the name of Peripheral Neuropathy Support Group of Northern Virginia (our old name).  Because we have no treasurer yet, Steve must do all the deposits and keep track (which I don't think he enjoys). 

Meanwhile, in the following table I have taken a stab at financial transparency.  It covers some costs, but many "money" aspects are not listed:

- Miscellaneous purchases made by Steve, Lou and Mike, especially printing expenses.
      (Note: Mike reports, and requests reimbursement for, many expenses, such as Web site, audio/video equipment and some supplies.  Nothing is "free"
      in life, and it seems best to be realistic since these costs may grow as our efforts expand.  Steve rarely reports any other spending, but is reasonably
      tolerant of Mike's spending ideas.)
- Travel expenses by members and their caregivers
- Refreshment costs by many.  These are often substantial and hard to properly acknowledge.
- Time and travel costs incurred by our speakers
- Charitable contributions by our members to related organizations, such as the Foundation for Peripheral Neuropathy
When
 What
 Comment
A
Bank
deposit
/check
B
Owed to others
C
Due from
Others
D
(Prior D + A)
Bank Balance
(est.)
E
(D - B + C)
Accrual
Balance
Before July 2017
 Opening balance
 This is what was in the checking account then.
     Note:original estimated balance was $300.
+397.83
 0
  0
  397.83
  397.83
8/1/17
Upgrade WEBS = - 88.83
We spent $88.83 to "upgrade" our WEBS web site support from its very limited (2 page) "free" status to a modest "paid" status. This is an annual fee and includes the fee we pay to "own" a unique web address (dcpnsupport.org)
 0
  88.83
  0
  397.83
  309.00
9/2/17
Mtg. Pass-the-Hat (PTH)= $23.00
PTH kept by Mike
 0
65.83
  0
  397.83
  332.00
10/7/17
Mtg, forgot to PTH
And we had a big crowd. Oh the shame of it!
 0
65.83
  0
  397.83
  332.00
11/4/17
Mtg, PTH = $110
PTH kept by Mike
0
 0
44.17
  397.83
  442.00
11/10/17
check sent
Mike sent 44.17 check to Steve
+44.17
 0
  0
  442.00
 442.00
12/2/17
 Mtg. PTH = $110
PTh kept by Mike
 0
 0
 110.00
  442.00
 552.00
1/1/18
ICANN "hide fee" = -$13
$13 fee paid by Mike 
(privacy of ownership details for the website)
This is an annual fee.
 0
 0
  97
  442.00
 539.00
  2/3/18
Mtg. PTH = $56
PTH kept by Steve
 +56.00
0
  97
  498.00
 595.00
  3/3/18
Mtg. PTH                    = + $67
Video Projector Rental = - $50
Mike kept $50 to reimburse video rental cost
Steve kept $17
 +17.00
0
  97
  515.00
  612.00
4/7/18
Mtg. PTH            = + $52
Tai Chi instructor = - $150
PTH kept by Steve.
Steve gave check to instructor,
  Net = -$98

- 98.00
0
  97
  417.00
  514.00
4/19/18
Name Tents = - $30.30
Purchased by Mike.
0
0
  66.71
  417.00
  483.70
5/5/18
Mtg. PTH = + $65
PTH kept by Steve.
(Food: Someone brought Brownies. Good Brownies.)
+65.00 
0
  66.71
  482.00
  548.70
5/10/18
  check sent
Reimbursement Check from Mike to Steve = $68.00
  0
 0
  0
  548.71
 548.71
6/2/18
Mtg PTH = +$39
Postage = -   $5
               net: + 34
PTH initally kept by Mike. Mike then sent Steve a check for $34.  $5 retained for postage for letters to Post editors.
+34.00
 0
0
  582.71
 582.71
7/27/18
Summer Picnic
Summer picnic. Lots of people brought lots of food, including Steves's shrimp and cold cut plater.
 0
 0
 0
  582.71
 582.71
8/4/18
Mtg PTH = + $71
Video projector rental = - $40
WEBS site annual fee = -$39
                                 net: -8
PTH kept by Mike 
Projector normally $55, but discounted to $40
Several people brought goodies.
0
8.00
  0
  582.71
 574.71
9/8/18
Mtg PTH                = + $204
video projector rent = -    $55
PTH kept by Steve.
Mike paid rent
+ 204
63.00
  0
  786.71
723.71
10/6/18
Mtg PTH = +$99
PTH kept by Steve
Salted special nuts brought by who? I don't remember...
+ 99
63.00
  0
  885.71
822.71
11/3/18
Mtg PTH=+ $68
PTH kept by Steve (Bob helped)
+ 68
63.00
  0
 953.88
890.71
12/5/18
Mtg PTH        = + 85
Instructor Fee = - 150
PTH kept by Mike.
Instructor payment handled by Steve.
Steve brought balloons and munchies
Several others also brought food. Mike took some home and the police took the extra sodas.
Rodney brought Santa Claus
- 150 
0
  22.00
803.71
825.71
12/13/18
 Domain Registration fee
+ privacy protection = -42.94
Mike paid the Domain Registration for our website name (dcpnsupport.org) It includes privacy protection that hides our contact info from casual queries. It seems a bit high, but the annual hosting fee to Webs paid in August was much lower than before. Hence, net cost for the combination was about the same as 2017.
  0
20.94
  0
803.71
782.77
2/2/19
 Mtg PTH  = +77.00
PTH kept by Steve 
Note: No PTH at Jan 5th meeting
+77.00
  20.94
  0
880.71  
859.77
3/1/19
3/2/19
3/20/19
Video Projector Rent = -38.10
Mtg PTH  = +100.00
Name tents = -31.00
PTH kept by Steve
Projector rental & Name Tents paid by Mike.
Projector lower because an adapter was missing.
+100
  90.04
  0
980.71
890.67
4/6/19
Mtg PTH = ?
Camera tripod = 31.79

Richard handled PTH. Not sure of amount.
Mike bought a camera tripod to hold a smartphone to use to make a video of the meeting.
+ ?
 121.83
  0
980.71  + ?
 
858.88
+?

5/4/19
Mtg PTH =?
Video Projector Rent= -43.54
Video Adapter = -13.79  
Steve kept PTH. Not sure of amount.
Purchased an adapter for the video projector in return for future rental fee reduction
+ ?
179.16
  0
 
980.71 + ?
801.55
+?
 6/1/19
Wireless Microphones = -47.53
Video Projector Rent = -32.66
Mtg PTH = + $88.00
PTH kept by Mike
Mike purchased a set of two hand-held wireles microphones and adapter, allowing one for speaker and one to pass around the room.
 0
171.35
  0
980.71  
+ ?

809.36
+?

 6/6/19
Namecheap URL fee = -1.56
HostGator site fee = -$204.75  
In early June Mike bought the URL dcpnsupporttest.site to use as a test site for conversion to WordPress. And he purchased a website support package from HostGator. There are some features in the HostGator package that we may not eventually need, but the package included them. Both of these items are annual expenses.
-206.31 
377.66 
  0
980.71 
+ ? 
603.05
+ ?
 8/3/19
 Mtg PTH = $71
PTH kept by Steve, since it included a check.
 +71.00
 377.66
  0
1051.71
+ ?
674.05
+?
 8/10/19
Adjustment =+446.78
As of 8/10/19, Steve reports a bank balance of 1498.48 instead of the calculated value of $1,051.71. That implies the net deposits reported above are $446.78 too low.  That adjustment seems too large for just the missing April & May PTH. Did we get some money from A Secret Admirer?  Need a treasurer to go through the bank statements. 
+446.78
377.66
 0
 1498.49
1120.83
 8/10/19
 Expo Fee= -$400.00
We wanted to participate in the Springfield VA Expo, telling people about a support group. "You are not alone!". We were unsure what the actual fee would be for a small non-profit. But (1) we were still getting organized so did not anticipate this (2) there was a filing deadline (3) we don't have a treasurer in place yet so Steve was the only one who could send a check and (4) Steve was leaving town on vacation. So, we sent a check. Nothing ventured, nothing gained. Later, the EXPO sponsors agreed to refund $200 of the $400
-400.00 
377.66
  +200
 1098.49
920.83
 8/17/19
WEBS site annual fee = -$49.95
Mike paid to keep our Webs.com site operational. It's a guessing game what Webs.com will charge (2017 was $89, 2018 was $39). We aso pay a fee in December to have our own URL.
  0
427.61
  +200
 1098.49
871.49
 9/7/19
mtg PTH =        + $301.00
Check to Mike = - $427.00
Projector Rent = - $38.10
Supplies =          - $25.51
Refund Expo Fee = +200.00
PTH kept by Steve
Check was to reimburse Mike
Mike paid rental & bought supplies
Not sure when EXPO fee was returned, but about then
 +74
 64.22
.
1172.49
1108.27
9/13/19
-9/22/19
EXPO 9/22 printing
       - Pat = -62.15
       - Mike= -75.85
Pat paid to print two posters & handouts.
We ran out of handouts so Mike got more printed.
 0
 202.22
.
1172.49
970.27
11/2/19
 Mtg PTH = +$107
Check to Pat = -62.15
    net = +$44.85
PTH kept by Steve
Check was to reimburse Pat for 9/22 Expo printing
+44.85
140.07
.
1217.34
1077.27
11/25/19
Adjustment    = -$488.37

Adjustment for bank statement's reported bal of $728.97, $488.37‬ less than the calculated 1017.34 above.  Not sure what this represents. Expense for Food? PTH not deposited?   Need a treasurer to go through the bank statements and help with deposits and track expenses & reimbursements. (This stuff is a real drag on the group leadership. See intro above.)
-488.37
140.07 
.
  728.97
588.90
12/14/19
Mtg PTH = +$105
Name tags = -$5
$80 of PTH cash kept by Mike; a member's $25 check was given to Steve
A trememdous turnout to provide food
 +25.00
65.07‬
.
   753.97
688.90
 1/3/20
 URL renewaL - 42.94
 We pay a fee to keep our URL dcpnsupport.org
  0
108.01
  .
  753.97
580.89
 1/4/20
 PTH = ??
 Steve kept PTH
 ?
 108.01
 .
 ?
 ?
 2/1/20
 PTH = ??
 Steve kept PTH
 ?
108.01
 .
 ?
 ?
Future Money Aspects
  • Website costs for 2019-29 will be significantly higher than 2018 (about $300 vs about $100) as we make changes to technology.  
  • We are considering buying some "social Media" advertising.  May be better than relying on Google and other search engines. 
  • We have made no use of "paid" social media (can be used to minimize privacy concerns) and running our own "membership" service on the new website seems a significant challenge (the WEBS site has one, but "under the covers" its privacy aspects are unclear)
  • Doing more with video (such as Zoom) may require money.  
  • Currently using free MailChimp. Having multiple managers requires a paid version or using our database to keep multiple Mailchimp accounts in sync.
  • We are currently using "free" versions of Airtable (for our shared contact database) and Trello (for team management & project planning).  It is unclear if we will need to transition to paid versions.
  • Participating in more local outreach (health fairs, senior centers, farmer's markets, etc.) may cost money, especially for printing. May need to make a special money appeal.
  • Steve & Mike have been doing most handout printing, with occasional help from others. We will need to shift much of that to commercial copy services at some point.