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  2007 apr 16  [cos] accounting software & yearly budget ? - cv

  2008 apr 18  [cos board] re: Update From The Treasurer - cv


  The COS Pie  (with piecharts!)

    2005 Income & Outgo

    2006 Income & Outgo

    2007 Money & Projection
    2007 Income & Outgo

    2008 Money & Budget

[top prev next - 2005 2006 prj-2007 bdg-2008]


Date: Mon, 16 Apr 2007 15:51:59 -0700 (MST)
From: chris vansprouts <vansprouts at mac dot com>
To: nobody (draft - i'm still thinking about it)
Subject: [cos] accounting software & yearly budget ?

people at the membership meeting yesterday (2007 april 15) talked
a lot about software for accounting, but on a superficial level.

the dominant argument, made by our current treasurer (joyce),
along with two of our recent treasurers (july & mary), is that
we already have custom-made software that works perfectly well,
but if we install standard commercial software like quickbooks
or peachtree (advocated by lynn & patricia), we would have to
"fit into" it, which would be very difficult if not impossible.

i had nothing to add at this meeting because i've already said
the following in other meetings and personal conversations, in
favor of switching to standard commercial software...

during my career i have written a handful of accounting systems &
databases from -scratch- (not in excel, but in cobol, basic, and
hypercard), each in a few days, and some are still in use 20 years
later.  from being here at cos for 3 years, and working some with
july & karen when they were our treasurers, i think i understand
our accounting software needs pretty well, and in detail.

i'm sure that one of the popular small business packages (like
quickbooks or peachtree) would cover us just fine.  we just need
someone with a positive attitude, -and- who really knows what
they're doing (patricia, lynn, bob, wes, andrea, myself, ?, ?)
to try setting up one or two of these packages for our specific
needs, give them a workout in parallel with the current system,
and see which one is the best easiest etc.  (free trial versions
of the software will be available from any serious company)


any software on which we depend should cover the following:

  1 data entry, 2 member billing, 3 tax reports, 4 budget reports

our current custom-made excel spreadsheet system does not.

  - it handles data entry pretty well only for member bills, and
  only after i fixed it up 2 years ago.  other data entry areas
  could stand improvement.  also, there are no audit trails or
  cross-checking on any of this (which should also include stuff
  like water meters).

  - printing 50 or 60 bills each month is straight-forward, but
  very manual, slow, and tedious.  i wouldn't want to be the one
  chained to the printer.  it may've been acceptable when we had
  a dozen active members, but it's ridiculous now.  we also need
  an integrated member database, not a rolodex.

  - summary reports for taxes are now assembled by hand, another
  tedious task, and subject to the judgment and wisdom of the
  treasurer of the moment.  laying out useful tax and budget
  categories for transactions is essential.  our categories are
  rudimentary, inconsistent, and barely useful for taxes, and
  useless for budget design.  a standard software package would
  guide us in this important discipline, and a good layout would
  carry over from one non-expert treasurer to the next, while
  allowing for gradual changes and improvements over the years.


btw, has anyone in this community ever seen or heard of a cos budget,
or know what a 1- or 5-year budget is good for?

it's about -all- of us having the possibility of getting what we want,
for ourselves and for the whole community.  this is not possible with
the currently enjoyed first-come first-serve motion-by-motion method.

it isn't too complicated...  if we collect any & all project requests
(with cost estimates) from -all- members of our community (including
those far away in email-land), and simply list these projects together
all in one place & time, we've begun to create a budget that subsequent
membership and committee meetings can refine into practicality.

i've seen it done elsewhere.  can we do it here?

[top prev next - 2005 2006 prj-2007 bdg-2008]


Date: Fri, 18 Apr 2008 19:37:44 -0700 (MST)
From: chris vansprouts <vansprouts at mac dot com>
To: bcc to cos members <vansprouts at mac dot com>
Subject: [cos board] re: Update From The Treasurer

my dear fellow cos members,

how many of us know... this community has a yearly cash flow
of about $35,000 and currently more than $50,000 in the bank.

if you didn't already know, please take a quick look at these
pie charts, and you'll get the picture...

  http://homepage.mac.com/vansprouts/cos/thecospie.html#2007

these charts were drawn with original data from joyce's hand-
made 2007 year-end reports to the board, so we are missing
some essential details, but we're not missing the big picture.

and if you didn't already know this - here is a description of
our current accounting "software", and its many serious flaws...

  http://homepage.mac.com/vansprouts/cos/thecospie.html#software

one of the nicest things about a computer, when used properly
(like any power tool) - we save lots of time and energy...

with standard commercial accounting software, the treasurer's
work could be done way better faster easier, -and- include
plenty of quality time for all of us "valued customers",
and cost $50 or $100 per month again, not $225 or $350.

fyi, and have a great full moon this weekend!
chris vansprouts

[top prev next - 2005 2006 prj-2007 bdg-2008]


The COS Pie - 2005 Income & Outgo

  


COS 2005 Outgo           $ 47.75    572.96   2387.33   28648.00    100%
  (50 Members)            Mbr/Mo    Mbr/Yr    COS/Mo     COS/Yr

Utilities & Water 27.6%
  Utilities & Water        11.05    132.56    552.33    6628.00   23.1%
  Water Leakage             2.17     26.02    108.42    1301.00    4.5%

Maintenance 18.6%
  Contract Labor            4.83     58.00    241.67    2900.00   10.1%
  Repairs                   1.79     21.44     89.33    1072.00    3.7%
  Supplies                  1.78     21.38     89.08    1069.00    3.7%
  Inspection                0.47      5.58     23.25     279.00    1.0%
  Misc                      0.07      0.80      3.33      40.00    0.1%

Taxes & Insurance 15.6%
  Insurance                 1.70     20.44     85.17    1022.00    3.6%
  Fed Tax 2005 ?            2.20     26.38    109.92    1319.00    4.6%
  Depreciation              2.75     33.00    137.50    1650.00    5.8%
  Penalties                 0.09      1.12      4.67      56.00    0.2%
  Accountant                0.62      7.48     31.17     374.00    1.3%
  Legal Aid                 0.03      0.30      1.25      15.00    0.1%

Education & Donations 0.7%
  Donations                 0.21      2.50     10.42     125.00    0.4%
  Dues                      0.14      1.70      7.08      85.00    0.3%
  Education                 0.00      0.00      0.00       0.00    0.0%

Net Income 37.4%           17.86    214.26    892.75   10713.00   37.4%


Notes:
  Based on COS Treasurer 2005 Year End summary reports.
  Water leakage estimated from Treasurer report on utility usage 2005-6.
  Late Fed Tax 2005 moved from 2006 Net Income.
  Categorized & pennies rounded (original items were
    in alphabetical order - see accounting software, above).

[top prev next - 2005 2006 prj-2007 bdg-2008]


The COS Pie - 2006 Income & Outgo

  


COS 2006 Income          $ 59.64    715.74   2982.23   35786.75    100%
  (50 Members)            Mbr/Mo    Mbr/Yr    COS/Mo     COS/Yr

New Members Dev Fund       28.55    342.63   1427.64   17131.70   47.9%

Member Maint Fees          22.48    269.75   1123.94   13487.32   37.7%

Member Water & Taxes 7.8%
  Member Water Bills        4.14     49.63    206.77    2481.25    6.9%
  Member Property Taxes     0.52      6.29     26.19     314.31    0.9%

Bath RV Misc 6.6%
  Bathhouse & RV            3.35     40.22    167.60    2011.15    5.6%
  Misc Income               0.60      7.22     30.09     361.02    1.0%



COS 2006 Outgo           $ 59.64    715.74   2982.23   35786.75    100%
  (50 Members)            Mbr/Mo    Mbr/Yr    COS/Mo     COS/Yr

Utilities 8.1%
  Propane                   2.01     24.09    100.37    1204.47    3.4%
  Electric                  2.82     33.79    140.81    1689.73    4.7%

Water 16.7%
  COS Water                 1.87     22.43     93.44    1121.27    3.1%
  Members Water             4.14     49.63    206.77    2481.25    6.9%
  Water Leakage             3.99     47.88    199.49    2393.85    6.7%

Maintenance 8.8%
  Maintenance               2.23     26.79    111.64    1339.70    3.7%
  Lagoon                    0.60      7.16     29.83     358.00    1.0%
  Maint Supplies            0.26      3.14     13.09     157.07    0.4%
  Office Supplies           1.16     13.97     58.23     698.74    2.0%
  Phone Internet            0.99     11.86     49.43     593.17    1.7%

Stipends 9.4%
  Stipends                  5.62     67.40    280.83    3370.00    9.4%

Taxes & Insurance 12.2%
  Insurance                 1.70     20.44     85.15    1021.82    2.9%
  Fed Tax 2006 ?            2.20     26.37    109.89    1318.63    3.7%
  State Tax                 0.82      9.87     41.11     493.28    1.4%
  Property Tax              0.72      8.61     35.87     430.45    1.2%
  Late Fees ?               0.10      1.16      4.82      57.80    0.2%
  Accountant                1.65     19.82     82.58     990.98    2.8%

New Infrastructure 8.8%
  Building Projects         4.95     59.45    247.72    2972.59    8.3%
  Internet Equipment        0.31      3.70     15.42     185.00    0.5%

Education 0.6%
  Education & Donations     0.33      4.00     16.65     199.85    0.6%

Net Income 35.5%
  Unspent Revenue          16.82    201.84    841.01   10092.09   28.2%
  Unspent Building Proj     1.33     15.97     66.53     798.38    2.2%
  Returned Check ?          0.83     10.00     41.67     500.00    1.4%
  Fed Tax 2005 ?            2.20     26.37    109.89    1318.63    3.7%


Notes:
  Based on COS Treasurer 2006 Year End summary reports.
  Water leakage estimated from Treasurer report on utility usage 2005-6.
  Some items recategorized or subtotaled (see accounting software, above).
  Late Fed Tax 2005 moved from 2006 Net Income to 2005 Tax Insur.

[top prev next - 2005 2006 prj-2007 bdg-2008]


The COS Pie - 2007 Money & Projection

  


COS 2007 Money           $ 63.33    760.00   3166.67   38000.00    100%
  (50 Members)            Mbr/Mo    Mbr/Yr    COS/Mo     COS/Yr

  Checking                 10.00    120.00    500.00    6000.00   15.8%
  Savings                  20.00    240.00   1000.00   12000.00   31.6%
  Investments              33.33    400.00   1666.67   20000.00   52.6%


COS 2007 Projection      $ 58.33    700.00   2916.67   35000.00    100%
  (50 Members)            Mbr/Mo    Mbr/Yr    COS/Mo     COS/Yr

Utilities 8.6%
  COS Propane & Electric    5.00     60.00    250.00    3000.00    8.6%

Water 18.9%
  COS Water                 2.00     24.00    100.00    1200.00    3.4%
  Members Water             5.00     60.00    250.00    3000.00    8.6%
  Water Leakage             4.00     48.00    200.00    2400.00    6.9%

Maintenance 11.5%
  COS Maint & Supplies      4.00     48.00    200.00    2400.00    6.9%
  COS Maint Stipends        2.70     32.40    135.00    1620.00    4.6%

COS Office 17.5%
  Phone & Internet          1.20     14.40     60.00     720.00    2.1%
  Secretary Stipends        2.00     24.00    100.00    1200.00    3.4%
  Treasurer Stipend         7.00     84.00    350.00    4200.00   12.0%

Taxes & Insurance 12%
  COS Taxes & Insurance     6.00     72.00    300.00    3600.00   10.3%
  Professional Accountant   1.00     12.00     50.00     600.00    1.7%

New Infrastructure 6.9%
  COS Improvements          4.00     48.00    200.00    2400.00    6.9%

Education & Donations 4.3%
  COS Education             2.50     30.00    125.00    1500.00    4.3%

Net Income 20.5%           11.93    143.20    596.67    7160.00   20.5%


Notes:
  This is a projection, not a budget (see making a budget, above).
  Based on COS 2005-6 summary reports & meeting minutes.
  2007 Money estimated by rumor, to be updated from bank statements.
  Water leakage estimated from Treasurer report on utility usage 2005-6.
  Treasurer stipend increase from $100 to $350 per month approved
    by a majority of the 12 members present at the undocumented
    and unreported membership meeting of January 21, 2007.
  Office stipends since May: Secretary $100/mo, Treasurer $225/mo.

[top prev next - 2005 2006 prj-2007 bdg-2008]


The COS Pie - 2007 Income & Outgo

  


COS 2007 Income          $ 57.21    686.56   2860.68   34328.16    100%
  (50 Members)            Mbr/Mo    Mbr/Yr    COS/Mo     COS/Yr

New Members Dev Fund       13.21    158.50    660.42    7925.00   23.1%

Member Maint Fees          29.93    359.10   1496.26   17955.11   52.3%

Member Water & Taxes 15.4%
  Member Water Bills        8.04     96.44    401.85    4822.18   14.0%
  Member Prop Taxes         0.59      7.11     29.63     355.51    1.0%
  Lot Cleanup               0.26      3.08     12.83     154.00    0.4%

Bath RV Misc 4.1%
  Bathhouse & RV            1.77     21.24     88.50    1062.04    3.1%
  Late Fees                 0.33      3.96     16.51     198.08    0.6%
  Investments               0.21      2.55     10.63     127.56    0.4%
  
Refunds 5.1%
  Rtnd Bldg Materials       1.41     16.93     70.56     846.67    2.5%
  VTC Capital Credit        1.08     12.95     53.95     647.43    1.9%
  Closed Petty Cash         0.35      4.19     17.47     209.58    0.6%
  Returned Stipend          0.04      0.50      2.08      25.00    0.1%


COS 2007 Outgo           $ 57.21    686.56   2860.68   34328.16    100%
  (50 Members)            Mbr/Mo    Mbr/Yr    COS/Mo     COS/Yr

Utilities 8.4%
  Propane                   2.44     29.30    122.09    1465.11    4.3%
  Electric                  2.35     28.20    117.49    1409.91    4.1%

Water 18.1%
  COS Water                 2.33     27.90    116.26    1395.13    4.1%
  Members Water             8.04     96.44    401.85    4822.18   14.0%

Maintenance 13.2%
  Maint Labor               2.22     26.61    110.86    1330.30    3.9%
  Maint Stipends            2.37     28.40    118.33    1420.00    4.1%
  Maint Supplies            1.21     14.56     60.69     728.24    2.1%
  Lagoon Expenses           1.03     12.39     51.61     619.30    1.8%
  Community Supplies        0.75      8.94     37.26     447.11    1.3%

COS Office 16.3%
  Treasurer Stipend         4.75     57.00    237.50    2850.00    8.3%
  Secretary Stipends        1.96     23.50     97.92    1175.00    3.4%
  Phone Internet            1.33     15.96     66.50     798.00    2.3%
  Office Supplies           1.32     15.82     65.91     790.91    2.3%

Taxes Insurance 13.7%
  Fed + State Taxes         4.67     56.08    233.67    2804.00    8.2%
  Property Tax              0.72      8.60     35.83     430.01    1.3%
  Insurance                 1.69     20.30     84.57    1014.82    3.0%
  Corp Fees                 0.02      0.20      0.83      10.00    0.0%
  Accountant                0.66      7.92     32.99     395.90    1.2%

New Infrastructure 4.9%
  Building Projects         0.78      9.37     39.05     468.60    1.4%
  Cemetery Survey           2.03     24.32    101.34    1216.08    3.5%

Education 0.7%
  Education & Donations     0.42      5.00     20.83     250.00    0.7%

Net Income 24.7%
  Checking to Savings      11.67    140.00    583.33    7000.00   20.4%
  Additional Income Calc    2.48     29.75    123.96    1487.56    4.3%


Notes:
  Based on COS Treasurer 2007 Year End summary report.
  Miscellaneous items recategorized, water & stipends subtotaled
    (see accounting software, above).
  Water leakage now apparently included in member water bills.
  Treasurer stipend at $2850 is COS's single largest expense.
  Cemetery survey was $516 over the originally approved $700
    (see membership meeting minutes of Dec 16, 2007).

[top prev next - 2005 2006 prj-2007 bdg-]


The COS Pie - 2008 Money & Budget

  


COS 2008 Money           $ 89.52   1074.20   4475.85   53710.16    100%
  (50 Members)            Mbr/Mo    Mbr/Yr    COS/Mo     COS/Yr

  Checking                 12.56    150.75    628.12    7537.48   14.0%
  Savings                  43.62    523.45   2181.06   26172.68   48.7%
  Investments              33.33    400.00   1666.67   20000.00   37.2%


COS 2008 Budget          $ 60.00    720.00   3000.00   36000.00    100%
  (50 Members)            Mbr/Mo    Mbr/Yr    COS/Mo     COS/Yr

Utilities                    ?         ?         ?          ?         ?
Water                        ?         ?         ?          ?         ?
Maintenance                  ?         ?         ?          ?         ?
COS Office                   ?         ?         ?          ?         ?
Taxes Insurance              ?         ?         ?          ?         ?
Infrastructure               ?         ?         ?          ?         ?
Education                    ?         ?         ?          ?         ?
???                          ?         ?         ?          ?         ?
???                          ?         ?         ?          ?         ?
???                          ?         ?         ?          ?         ?
Net Income                   ?         ?         ?          ?         ?


Notes:
  2008 Money based on COS Treasurer 2007 Year End summary report.
  2008 Budget remains to be seen... (see making a budget, above)




[top prev next - 2005 2006 prj-2007 bdg-2008]