Meeting Minutes August 5th, 2014
Linglestown Giant
I)INTRODUCTIONS – Call to order 6:45pm, Linglestown Giant
Attending: Leora Appleby,Judy Chabanik, Shawandalynn Chubb, Esther Feirick, Kristie Dionne, Betsie Flynn, Tom Hassel, Deb Mehaffie, Cindy Stauffer,Tammy Strayer, Delilah Wilcox, and President Kathleen Haigh (11 voting members)
Absent: Diana Fishlock, Lisa Fulton (available by phone if needed), Donna LeFevre, Maryann Lucas.
II)APPROVAL OF PREVIOUS MEETING MINUTES
A)JuneMinutes –emailed out.
Deb motioned to accept the June minutes as presented. Cindy seconded, all were in favor. Minutes Approved.
III)OFFICERS REPORTS
A)Treasurer’s Report (Diana not available)
1)Account Balance, Profit & Loss Statement, Budget vs. Actuals (attached to minutes).
B)President’s Report
1)Welcome and intros for Shawandalynn
2)Event calendar—Bobbi tracking for future reference. Bobbi will track all the health fairs and events we attend so we can evaluate which ones to attend in the next year.
3)Donna LeFevre is resigning BOD seat due to her work with Andrew’s Gift. Their board meetings occur at the same time as ASGHA and she is not able to attend our BOD meetings. Donna wants to continue to help at events and can act as liaison with Andrew’s Gift; she may occasionally attend ASGHA BOD meetings. Kathleen & Esther met with Donna as well as Andy & Dorothy Ward of Andrew’s Gift. Andrew’s Gift may be able to administer the personal location devices next year. Currently Andrew’s Gift serves three counties –Cumberland, Perry, Montgomery. I(individuals send in an application to the foundation which reviews the applications and awards grants for devices, services, therapies, etc. The Wards are also involved in forming/creating the Vista Adult Program, Day program, employment program, and residential services – hoping to launch in spring of 2015.
4)Budget for 2015 (tabled until next month)
IV)OLD BUSINESS
A)Dauphin County night out (Betsie/Lisa)– nothing set up yet; still working on this.
B)Insurance cancellation/change update (Esther). M&T are no longer representing any Autism Society affiliate. Our current policies will not be cancelled, but we need to find a new agent. AS National recommended the agency that they use. Deb Mehaffie will follow up with this item.
V)COMMITTEE REPORTS
A)FUNDRAISING (Kristie and Tammy)
1)PAST;
- Hershey Vineyard and Brewery 8/1 (Betsie). Hershey raised $120 just for tickets to event, in addition to raffle and other fundraising items. A plus for our organization is that all money donated to us remains local. HBBC presented ‘paper check’ for Broomball fundraiser earlier this year. HBBC confirmed that they want to continue the annual Broomball fundraiser. HBBC cannot except raffle donations directly because they are not a 501(c)3 organization like us (they are 501(c)4), so we will need to accept the raffles directly next year.
- Golf fundraiser by Insurance Co, June 17, 2014. In State College (Betsie). Total raised was around 14K split between ASGHA and AS-Pittsburgh.
2)UPCOMING:
- Golf Fore Autism Tournament – (Kathleen) Friday 9/5. Ron & Kathleen finalizing details, everything on track. The Scorecard will be on the back of the program to encourage participants to read it throughout the day. Deadline for Sponsors is 8/22. Deadline for participants is 9/4. CBS21 will be advertising for us; Sherry is going to shoot a promo and run that in place of our current PSA.
- Scott Zellers bike tour. Scott needed some ASGHA brochures to hand out.
- Buddha Martini Bar – Keith Johnson contacted Tammy to postpone these events, and will let her know when they will be rescheduled.
- JFC Just for Charity Fest at Prairie Fire Farms 8/23 (Esther). JFC’s next Fundraiser is a fair at Prairie Fire Farms in Harrisburg. There will be live music, food all day, carnival games & pony rides for kids 3-6pm. Flyer & info is on website and all social media.
B)PERSONAL LOCATIONDEVICES (Judy)
1)Results of Survey. Judy has spoken with 8 local families. Families were overwhelmed with situation and none had done any research on products or companies nor were familiar with services available or how to acquire devices. .
2)Details of how to run programs, form, etc. Judy handed out a 2-page document with info from her research. 1stpage has a chart of device costs and helpful websites, 2nd page outlines suggested grant requirements and tentative approval process.
Page 1:
Page 2:
Deb Mehaffie motioned that Judy should move forward with creating an application and developing the approval process as previewed at the BOD meeting. Betsie seconded. All were in favor. Motion approved.
C)OUTREACHES (Delilah)
1)PAST;
- Autism Awareness Child ID Event – Saturday, June 7th at Faith United Church of Christ in New Cumberland. Ryan Canfield Financial Advisor, Waddell & Reed, Inc. Betsie staffed ASGHA table. Event had low turnout, but Betsie made some good contacts with the Tommy Foundation, and with Behavior by Design who offered the use of a meeting space in York free of charge. Ryan Canfield is enthusiastic and is another good contact for awareness and for Special Needs Trusts. Autism Comic books by or David Cott were also available at this event.
- Peace Street Event (Youth Advocate Program) Friday 7/18; no one able to attend.
- Express Scripts Health Fair 7/24. Esther staffed ASGHA table. Express Scripts ran their health fair for entire week with several vendors attending each day. Literature and information was handed out to around a dozen people.
2)UPCOMING:
- PSSHE (PA State System Higher Education)Wednesday, 12/10. Location is on North 2nd Street in Harrisburg.
Delilah will take over coordination of staffing the ASGHA table at all events. Kathleen has suitcase and supplies.
*Kristie Dionne left BOD meeting reducing number of voting members from 11 to 10.
D)GRANT REQUETS (Delilah)
1)TOPSoccer for $1,500. Discussion about the amount of grant: should we approve more since we have the funds and really want to support the program, or should we only approve the requested amount and have organization re-apply for/request more funds. Deb Mehaffie motioned to approve a grant of $2,500 for TOPSoccer. Cindy Stauffer seconded. Discussion continued, and consensus was that making them resubmit for additional funds would use up precious time and create extra work for both TOPS and ASGHA. Vote results were 9 in favor, 1 abstained (Betsie Flynn), motion approved.
E)EVENTS (Various Chairs)
1)PAST:
- Skateboard Clinic/Workshop Chambersburg and Hoffer Park, Middletown (Leora). Need an alternate name since “clinic” conveys a medical meaning: Skateboard Workshop? Skateboard Skills/ upskill Session? Something to consider as Ray and Leora plan more of these.
- Autism Night at the Senators – Sat. 8/2 (Sherry, Kristie, Betsie & Esther). Low registration, but 100% turnout. Fantastic weather for evening, people collected literature from our table and several contacts were made. Betsie spoke withBruce Tanner of Tröegs Brewing Company (in Hershey) who wants to do marketing for us.
2)UPCOMING:
- More skateboard workshops (Leora).Next one will be October 5th in Hampden Twp; also considering opening sessions to siblings as well.
- West Shore Pool Party Friday 8/15 (Esther). Info is up on website and social media for both parties. Registrations starting to come in.
- East Shore Pool Party 8/20 (Bobbi).
F)NEWSLETTER–Summer edition done. Always need submissions for upcoming newsletters; all contributions need to be emailed to Cindy & Kristie.
VI)NEW BUSINESS
A)Taxi service for Tom. Deb raised concern that this violates AS policy that BOD members cannot directly benefit. Childcare during BOD meetings may also violate this policy. Shawandalynn lives close to Tom and offered to transport him to BOD meetings.
B)Get On Board – donated boards. Skateboard magazine,Concrete Wave, donated 40 or 50 long boards to use at the workshops. Boards were donated, but Ray/Get On Board paid shipping costs, soRay may turn in receipt for the shipping costs. Next GetOnBoard Skateboard Art Show will be Sept 19th; we may get invited back to War of Roses convention in Lancaster Jan 2015.
C)Updated Parent Booklet and business cards done! Full booklet (67 pages) has orange cover; condensed booklet (15 pages) has yellow cover. Business cards have blank reverse side so BOD members can give out extra or personal information. 100 complete booklets, 50 condensed, 1000 business cards for $600 at Staples with one-day turn around (2 hour turn around for business cards). Esther is securing our tax exempt status with Staples.
D)Couples Group. There is a need in our community for a Couples support group for those who have a spouse on the spectrum. Judy has begun thinking about this and talking with others in the community.
E)Tom Hassel mentioned the desire of Spectrum Friends to create a ‘coffee shop’ similar to the one that they visited in Bucks County several years ago with Georgia. Delilah is interested in working on this.
VII)ADJOURNMENT 8:50 pm
REMINDER: Next meeting is September2, 2014 at the Giant in Camp Hill
Treasurer’s Report
AutismSocietyGHAC Profit and LossJanuary1-August4,2014
Total
Income
4200Donations / 1,570.13
4205IndividualDonations / 513.50
4210OrganizationDonations / 14,659.06
4240Memorials / 1,475.00
4250UnitedWays(several) / 1,325.68
4600Donations/raffle/sponsorshipmoneyfromourevents
4601AfternooInspincome / 100.00
4605HolidayPartyIncome / 65.00
4608PicnicIncome / 2,346.50
Total4600Donations/raffle/sponsorshipmoneyfromourevents / 2,511.50
Total4200Donations / 22,054.87
4500Fundraising
4510WalkIncome / 75,820.06
4520Hoss'Fundraiser / 186.39
GolfFundraiser / 1,000.00
Total4500Fundraising / 77,006.45
4800Sales
4810Sales-AwarenessProducts / 3,299.50
Total4800Sales / 3,299.50
4990InterestIncome / 261.82
4999UncategorizedIncome / 124.00
TotalIncome / $102,746.64
Expenses
6500GrantsGiven.NOTRESPITE / 343.00
6501GrantsGiven--CurrentYear.NOTRESPITE / 9,663.00
Total6500GrantsGiven.NOTRESPITE / 10,006.00
7000OperationalExpenses
7003BankCharges / 69.73
7015Accountingfees(formerlylegalandprofessional) / 1,520.00
7020OfficeExpense / 298.80
7025StorageCubeExpense / 1,512.00
7070AdminAsstExpense / 1,541.25
7090WebExpense / 1,100.00
Total7000OperationalExpenses / 6,041.78
8800SocialOpportunityExpense / 907.97
8801AfternooInspExpense / 23.32
8802AdultGroupExpenses / 786.68
8805WinterGetaway / 11,405.76
8807PicnicExpense / 8,581.05
8820HolidayPartyExpense / 207.49
8850SocialOpport-Senator'sGame / -1,295.92
Total8800SocialOpportunityExpense / 20,616.35
9010MonthlySupportEducationmeetings / 4,843.82
9050Publicationandpostage / 2,699.23
9058POBoxExpense / 62.00
Total9050Publicationandpostage / 2,761.23
9070FundraisingExpense / 284.94
9075WalkExpense / 26,298.18
Total9070FundraisingExpense / 26,583.12
9080Awareness
9081AwarenessProductstosell / 6,562.67
9083CostofSales / 79.12
Total9081AwarenessProductstosell / 6,641.79
Total9080Awareness / 6,641.79
AdminAsstExpense / 645.00
TotalExpenses / $78,139.09
NetIncome / $24,607.55
AutismSocietyGHAC
Budget vs. Actuals: 2014 Budget - FY14 P&L
January-December2014
Total
Actual / Budget / over Budget / % of Budget
Income
4200Donations / 1,570.13 / 1,570.13
4205IndividualDonations / 513.50 / 513.50
4210OrganizationDonations / 14,659.06 / 14,659.06
4240Memorials / 1,475.00 / 1,475.00
4250UnitedWays(several) / 1,325.68 / 1,325.68
4600Donations/raffle/sponsorshipmoneyfromourevents
4601AfternooInspincome / 100.00 / 100.00
4605HolidayPartyIncome / 65.00 / 65.00
4608PicnicIncome / 2,346.50 / 2,346.50
Total4600Donations/raffle/sponsorshipmoney
fromourevents / 2,511.50 / 0.00 / 2,511.50 / 0.00
Total4200Donations / 22,054.87 / 0.00 / 22,054.87 / 0.00
4500Fundraising
4510WalkIncome / 75,820.06 / 75,820.06
4520Hoss'Fundraiser / 186.39 / 186.39
GolfFundraiser / 1,000.00 / 1,000.00
Total4500Fundraising / 77,006.45 / 0.00 / 77,006.45 / 0.00
4800Sales
4810Sales-AwarenessProducts / 3,299.50 / 3,299.50
Total4800Sales / 3,299.50 / 0.00 / 3,299.50 / 0.00
4990InterestIncome / 261.82 / 261.82
4999UncategorizedIncome / 124.00 / 124.00
TotalIncome / $102,746.64 / $0.00 / $102,746.64 / 0.00%
Expenses
6500GrantsGiven.NOTRESPITE / 343.00 / 343.00
6501GrantsGiven--CurrentYear.NOTRESPITE / 9,663.00 / 9,000.00 / 663.00 / 107.37 %
Total6500GrantsGiven.NOTRESPITE / 10,006.00 / 9,000.00 / 1,006.00 / 111.18%
6550Respite / 6,000.00 / -6,000.00
7000OperationalExpenses
7003BankCharges / 69.73 / 35.00 / 34.73 / 199.23 %
7015Accountingfees(formerlylegalandprofessional) / 1,520.00 / 8,000.00 / -6,480.00 / 19.00 %
7020OfficeExpense / 298.80 / 850.00 / -551.20 / 35.15 %
7025StorageCubeExpense / 1,512.00 / 1,500.00 / 12.00 / 100.80 %
7028LiabilityInsuranceExpense / 250.00 / -250.00
7050D&OINsuranceExpense / 1,459.00 / -1,459.00
7055NationalConferenceExpenses / 1,000.00 / -1,000.00
7070AdminAsstExpense / 1,541.25 / 4,500.00 / -2,958.75 / 34.25 %
7090WebExpense / 1,100.00 / 1,500.00 / -400.00 / 73.33 %
Total7000OperationalExpenses / 6,041.78 / 19,094.00 / -13,052.22 / 31.64%
8800SocialOpportunityExpense / 907.97 / 907.97
8801AfternooInspExpense / 23.32 / 15,000.00 / -14,976.68 / 0.16 %
8802AdultGroupExpenses / 786.68 / 500.00 / 286.68 / 157.34 %
8805WinterGetaway / 11,405.76 / 9,500.00 / 1,905.76 / 120.06 %
8807PicnicExpense / 8,581.05 / 8,500.00 / 81.05 / 100.95 %
8820HolidayPartyExpense / 207.49 / 5,000.00 / -4,792.51 / 4.15 %
8830PoolPartyExpense / 1,000.00 / -1,000.00
8850SocialOpport-Senator'sGame / -1,295.92 / 1,300.00 / -2,595.92 / -99.69 %
Total8800SocialOpportunityExpense / 20,616.35 / 40,800.00 / -20,183.65 / 50.53%
9010MonthlySupportEducationmeetings / 4,843.82 / 7,000.00 / -2,156.18 / 69.20 %
9050Publicationandpostage / 2,699.23 / 3,200.00 / -500.77 / 84.35 %
9058POBoxExpense / 62.00 / 62.00
Total9050Publicationandpostage / 2,761.23 / 3,200.00 / -438.77 / 86.29%
9070FundraisingExpense / 284.94 / 284.94
9073MoMo'sFundraisingExpense / 0.00 / 0.00
9074GetonBoard / 2,300.00 / -2,300.00
9075WalkExpense / 26,298.18 / 18,000.00 / 8,298.18 / 146.10 %
9078GiantGiftCardcosts / 2,500.00 / -2,500.00
Total9070FundraisingExpense / 26,583.12 / 22,800.00 / 3,783.12 / 116.59%
9080Awareness
9081AwarenessProductstosell / 6,562.67 / 9,000.00 / -2,437.33 / 72.92 %
9083CostofSales / 79.12 / 79.12
Total9081AwarenessProductstosell / 6,641.79 / 9,000.00 / -2,358.21 / 73.80%
9087AwarenessSocial/general / 3,000.00 / -3,000.00
Total9080Awareness / 6,641.79 / 12,000.00 / -5,358.21 / 55.35%
AdminAsstExpensei / 645.00 / 645.00
TotalExpenses / $78,139.09 / $119,894.00 / $-41,754.91 / 65.17%
NetIncome / $24,607.55 / $-119,894.00 / $144,501.55 / -20.52%
Counties served: Adams, Cumberland, Dauphin, Juniata, Lancaster, Lebanon, Mifflin, Northumberland, Perry, Snyder, Union, Franklin, and York.