Recommendations to
the Board from Sandra 4/27/00
BEBA does not have
money to pay for all of my work. However, I do not need to be paid immediately,
as long as I can be assured of being paid once some money has been raised to do
so. None of the work I'm doing seems optional to me. If the board decides to not
have me do something, I will stop.
1) Scheduling and banking
for the BEBA clinic.
2) Bookkeeping. The 1998
taxes need to be amended because of a number of errors. The 1999 taxes need to
be prepared. The due date is May 15th but it is possible to ask for
a 3 month extension. The 1999 taxes cannot be done without first refiguring the
1998 taxes. I have worked as a tax preparer and can use the tax books and the
previous year's report as a guideline. I have done enough research to know the
1998 is inaccurate but need to spend more time one it to get all the figures
correct. If the board wants this run by an accountant, I suggest someone find
an accountant willing to donate their time. I feel confident of being able to
do it with the help of the IRS office without an accountant. Last year the
accounting firm cost $500 for taxes. I'm sure they charge more than 25/hour.
Even if BEBA hires someone to redo the 1998 taxes and the 1999, I still need to
give them the figures.
3) Administration. This includes
reports to the board, fundraising, getting records up to date, finishing filing
papers from the Prop 10 effort, taking all the next steps if we get Prop 10. If
we want to send out a letter to potential donors, we need that on a database
first. I can create that. Prop 10 will not pay for fundraising or grantwriting.
So, it is hard to say
how much time I need to do these jobs.
á Scheduling/banking
is less than 3 hours a week. However, in bringing BEBA's records up to date,
some of that I've charged at the scheduling rate rather than the higher
administrative rate.
á Bookkeeping
will be quite a few hours (maybe 12-25) to do 2 years taxes and get the books
in order in addition to regular bookkeeping which normally is no more than an
hour or two a week. (Even 25 hours is less expensive than 1 year's taxes with
an accountant). If we get Prop 10 money, I'll need to switch to Quickbooks
which will take maybe 10-20 hours to set up accounts and transfer data. I need
to keep making financial reports to the board.
á Administration.
I am planning to attend a workshop on fundraising, cost is $40 + my time
($20/hour). I think it would be well worth the money. I also am designing a
database, something BEBA has never had. Any fundraising and database creation
take time. I need to keep generating reports to the boards, and assist Ray with
whatever he needs help with. I am willing to do anything as long as I'm assured
that BEBA will pay for everything I do that concerns BEBA. I also need to write
thank you notes. I was so busy with bring the bookkeeping up to date and Prop
10, that I haven't caught up with the 1999 checks that never received thank
yous.
If the board wishes
to confine what I'm doing, please prioritize and let me know what you don't
want done. My preference is to work as much as I can to get these tasks done
until BEBA has the money to hire someone else to do some or all of them.
Fundraising is one
thing that could be taken over by someone on the board. Specifically, once I
have an up-to-date database to generate names, someone could be in charge of
writing and mailing a letter asking for donations. The last letter that went
out was in early 1998. I suggest waiting until we see if we got any grant
money. If we do, we can say see spent x to prepare for the grant and want help
covering that plus need money for everything the grant didn't coverÑcomputers,
equipment, money for writing future grants and anything that Prop 10 chooses
not to cover that we requested. If we don't get anything, then it will be a
different letter.
Thank you,
Sandra Castellino