annual meeting 2017€¦ · balance sheet. cost per dog period 1/1/16 to 9/5/17 esra annual meeting...

Annual Meeting 2017ENGLISH SPRINGER RESCUE AMERICA, INC.

Agenda

October 7, 2017 ESRA ANNUAL MEETING 2017 2

•Introductions

•State of the Organization

•Organizational Structure of ESRA

•Membership

•Elections

•Financial Report

•Fundraising Report

•Regional Reports✓Pacific & Rocky Mountain✓Midwest✓Southeast

•Web Team Report

•Social Media Report

•Special Needs Program

•Adoptions

•Financial Controls and Procedures

•Audit Committee Report

•Proceedings against Former Treasurer

Directors and OfficersDIRECTORS

•Barry Breckle

•Christi Cooper

•Barb Doolin

•Gabriella Filisko

•Linda Parker

•Glay Wiegand

•Susan Zuker

OFFICERS

•Susan Zuker, President

•Sue Schroer, Treasurer

•Mike Robbins, CFO

•Mary Guttieri, Secretary

•Barb Doolin, Corresponding Secretary


REGIONAL VP

•Laurie Schirger, Pacific &Rocky Mountain

•Kim Marvin, Midwest

•Amy Replogle, Southeast

State of the Organization


➢Still excited!

➢Still looking forward to the future

➢Larger and still growing

➢ Improved and still improving

➢Stronger -- and getting stronger

➢Still striving to live up to the

Gold Standard of Breed Rescue.

Organizational Structure of ESRA


Members

StateCoordinators

OfficersPresident,

Treasurer, CFOSecretary

Regional VPsPacific/Rocky Mtn

MidwestSoutheast

Directors (7)

Fosterhomes

Elect

Annuallyappoint

Leadership Team

Appoint

Appoint

CommitteeLeadershipe.g. Web,

Social Media,Fundraising, Foster HomesSpecial needs,Nominations,

Audit

ESRA Committees and Services•Fundraising Activities•Membership Committee•Foster Homes•Applications Coordinator(s)•Forms and Literature•Oversight•Policies & Procedures•Postmasters•Special Needs

•Financial Team•Web Team•Social Media Committee•Listserve Moderators•Donor Acknowledgement Committee

•Intake Records Management•Microchips•Election Committee


•Shelter Liaisons•VRCs•Home Visits•Interviews•Shelter Pulls•Transports•Needed:⁃Legal⁃Newsletter⁃ESRA Online Store

Membership

ESRA ANNUAL MEETING 2017 7

15641764 1915 1858

0

500

1000

1500

2000

2014 2015 2016 2017

Membership drop due toremoving inactive membersfrom roster

October 7, 2017

Membership –Other Membership Highlights❖Transitioned to electronic elections, saving thousands of dollars on each election

❖Cleaned and corrected membership roster, including listing individual email addresses for each member

❖Created online forms for membership and Code of Ethics including electronic signatures❖Transitioned to an online membership management system, Wild Apricot, to modernize and secure our membership and donation information as well as email communications with our members

ESRA ANNUAL MEETING 2017 8October 7, 2017

Elections –Two Elections in 2017ESRA’s new bylaws expanded the board from five to seven seats.

In June, members elected Christi Cooper (North Carolina) and Glay Weigand (Ohio) to the board.

•Christi has been a member of ESRA for 10 years. Her experience in rescue goes much further back. From 1998 to 2001 Christi served as a foster home for Chattahooche ESS Club of Greater Atlanta fostering 45 dogs. Christi has served as Co-Coordinator of ESRA Carolinas since 2016 handling owner surrender ESS.

•Glay has been an ESRA member since June 2010. Glay and his wife, Nancy, are proud adopters of a very special ESRA Springer, Boone. Glay began assisting the Ohio team with evaluations and transports almost immediately. He stepped in to assist Ohio Coordinator Angie Mesarchik as the owner assistance coordinator in December 2013 and has expanded his reach to serve southern Indiana in this role as well.


ElectionsSeptember Election

Members elected Linda Parker (South Carolina) and Barry Breckle (Oklahoma) to fill the seats open after Sue Schroer and Kim Matthews’ terms ended.

• Linda has worked for many years as ESRA’s foster home coordinator and applications coordinator for the Carolinas. She also worked for many years with Sue Schroer as the applications coordinator.

• Barry and his wife Gail adopted their first Springer, Molly, in 1991 and over the years has become more involved with ESRA. He has pulled, fostered, and transported many Springer Spaniels.


Elections by the NumbersJUNE 2017

• Total eligible voters: 1,978•Votes cast electronically: 492•Votes cast through mail communication: 102

• Total votes cast: 594• Participation: 30%•Quorum requirement: 494.5

SEPTEMBER 2017

• Total eligible voters: 1,972•Votes cast electronically: 505•Votes cast through mail communication: 43

• Total votes cast: 548• Participation: 28%•Quorum requirement: 493


Next election: September 2018 to fill three seats (Doolin, Filisko, Zuker – all eligible for another term)

October 7, 2017

Elections Barb Doolin Appointed to the Board

In addition to two elections, the board appointed Barb Doolin to the board when a seat became open in March 2017.

• Barb has been a member since 2007 and serves as ESRA’s coordinator for Oregon, Washington and Idaho, and as ESRA’s Corresponding Secretary. She has also served as VP for the Pacific Region.

• In her day job, Barb serves as the Treasurer and Risk Manager for Tillamook County Creamery Association (aka Tillamook Cheese) and has 20 years of experience in finance and accounting.


Financial Report


2016 2015

Income

Donations, etc. 289,505$ 276,870$

Fees Collected 158,471$ 164,764$

Mercandise Sales 16,708$ (4,407)$

Special Events 123,701$ 93,378$

Grants 5,000$ 8,541$

Total Income 593,385$ 539,146$

Expenses

Administrative 114,739$ 3,003$

Rescue 390,509$ 405,845$

Total Expenses 505,248$ 408,848$

Other Income 85$ 6$

Net Income 88,222$ 130,304$

English Springer Rescue America, Inc.

Profit and Loss

YTD July 2017 YTD July 2016

Income

Donations, etc. 91,656$ 116,587$

Fees Collected 69,122$ 89,087$

Mercandise Sales 12,014$ 4,509$

Special Events 40,699$ 55,495$

Grants -$ -$

Total Income 213,491$ 265,678$

Expenses

Administrative 23,550$ 19,852$

Rescue 192,574$ 215,699$


Other Income 74$ 48$

Net Income (2,559)$ 30,175$


Profit and Loss (unaudited)

Intakes (dogs): 291 381

October 7, 2017

Financial Report (Cont.)


July 31, 2017 July 31, 2016

Assets

Operating Accounts 130,559$ 100,814$

Reserve Savings 100,735$ 100,675$

Total Cash 231,294$ 201,489$

Accounts Receiveable 4,804$ 80,066$

Prepaid Expense 109,196$ 7,500$

Total Assets 345,294$ 289,055$

Liabilities

Accounts Payable -$ -$

Refundable Deposits 1,400$ 650$

Total Expenses 1,400$ 650$

Equity 343,894$ 288,405$

Total Liability and Equity 345,294$ 289,055$


Balance Sheet (unaudited)

Year End 2016 Year End 2015

Assets

Operating Accounts 233,798$ 78,144$

Reserve Savings 100,700$ 110,606$

Total Cash 334,498$ 188,750$

Accounts Receiveable 5,770$ 80,165$

Prepaid Expense 7,500$ -$

Total Assets 347,768$ 268,915$

Liabilities

Accounts Payable 5,690$ 10,686$

Refundable Deposits 350$ -$


Equity 341,728$ 258,229$

Total Liability and Equity 347,768$ 268,915$


Balance Sheet

Cost Per DogPeriod 1/1/16 to 9/5/17


Category # dogs Expenses Average $/dog

Adoptable 340 $183,836 $541Senior adoptable 41 $33,037 $806Senior permanent 22 $28,585 $1,299Permanent, not senior 9 $6,452 $717Special needs 23 $71,886 $3,125

Total 435 $323,796 $744

October 7, 2017

ESRA Financial Team•Mike Robbins, Chief Financial Officer

Sue Schroer, Treasurer

•Carolyn Molloy, Donations data

•Cindy Pierson, Intake journal/Tax-donation letters

•Cathy Peters, Mailed donation letters

•Charlie Hastings, Emailed donation letters

•Cindy Swift, Website postings

•Kris Specht, Donor relations

•Ray & Monica Smith, Postmasters

•Jessica Muenter, Credit card income tracking

•Kathy Patterson, Website payment integration

•Laurie Schirger, VP Pacific & Rocky Mtn

•Amy Newman, Financial assistant Pacific/Rocky Mtn

•Kim Marvin, VP Midwest

•Karen Garritano, Financial assistant Midwest

•Helen Wooley, Financial assistant Midwest

•Amy Replogle, VP Southeast


Advisors/Special Projects: Lynn Skochdopole, Karen Garritano, Will Mayer, Tom Sabbath, Renee Holmes

October 7, 2017

Fundraising 2017Category Goal/Achievements 2016

Holiday Card for Jan Flagg Fund $42,042 $47,385Strut Your Mutt $58,000 $47,528Merchandise Sales $14,000 $13,351Social Media/ESRA Promotions $22,000 $21,487Local picnics, Meets & Greets, Flower sale, Gift Wrapping, etc.Monthly donations $3000


Fundraising 2017Best Practices What can I do? How and where?

Data Gold Mining Current e-mail addresses Adoption paperworkWho? Everyone fundraise Ask family and friendsMatching gifts Inquire your company Complete company formTeam Leaders Participate Answer when askedBuild relationships Members with members

and adoptersContinue talking, taking

pictures, meeting for lunch.

Measure success Report amount raised Treasurer


Dogs are not our whole life…

But they make our lives whole.

A few 2017 ESRA dogs


ESRA Dogs – Sept 4, 2017•Dogs in Care: 238 (65 pre-2016 intakes)

•Adoptions: 311 YTD

•2017 Intake Numbers: 337

•Bridge Crossings: 44 (10 aggression-related)


Regional Report: Pacific


State Coordinator(s) Adoptions 2017 Dogs in Care

California, North Karen Barone 8 1

California, South Cynthia PiersonTerry Sprague

4 31 – adoptable2 – permanent fosters

California, San Diego Renee Holmes 8 3

Hawaii Karen Barone 0 0

Idaho Barb Doolin 2 0

Nevada, North Karen Barone 1 0

Oregon Barb Doolin 4 0

Washington Barb Doolin 23 2

TOTAL: 50 9

Regional Report: Rocky Mountain



Arizona Linnea Maxwell 2 2

Colorado Pam Waidler, Laurie Schirger

8 6

Montana Jill Honer 1 0

Nebraska Pam Waidler, Laurie Schirger

3 2

New Mexico Ronnie Riner 2 2

S. Nevada Laurel Fagg 1 0

Utah DeLon Garbett 6 6

Wyoming Pam Waidler, Laurie Schirger

1 0

TOTAL: 24 18

Regional Report: MidwestState Coordinator(s) Adoptions 2017 Dogs in Care

Iowa Ellie Starks, Rebecca Pearson Thompson 6 2

Illinois Anne Solak-Tennant 16 10

Indiana Angela Mesarchik, Anne Solak-Tennant 8 6

Kansas Mark Samuels, Kim Ludwig 3 2

Michigan Stacy Bering, Kim Marvin 9 8

Minnesota Ellie Starks, Rebecca Pearson Thompson 36 13

Missouri Mark Samuels 3 4

Ohio Angela Mesarchik 12 16

North Dakota Ellie Starks, Rebecca Pearson Thompson 5 1

South Dakota Ellie Starks, Rebecca Pearson Thompson 8 1

Wisconsin Marie Heinking 9 10

TOTAL: 115 73


Regional Report: Southeast



Alabama Kim Matthews/Susan Zuker 14 17

Arkansas Sue Schroer 3 0

Florida Susan Zuker 20 18

Georgia Sue Schroer 22 12

Kentucky Rachel Powell/Darci Petercheff 1 0

Louisiana Sue Schroer 1 8

Mississippi Sue Schroer 5 5

North Carolina Kathy Patterson 6 6

South Carolina Kathy Patterson 8 2

Tennessee Rachael Powell/Darci Petercheff 4 2

Texas Beth Maryan/Sheri Cromwell 26 32

TOTAL: 110 102

October 7, 2017


It’s all about

the dogs!

October 7, 2017

Web Team Report•Behind the scenes, we are hard at work every day - from foster dog postings & special needs pages, to keeping contacts & resources updated, as well as building banners & pages that support fundraisers and elections.


Web Team Coordinator: Kathy PattersonWeb Team Members: Belle Sprague, Mary Viehoefer, Emily Pike, Cindy Swift, Cindy Arnold, & Tom Sprandel.

Looking ahead:• We’ve begun to plan a completely new

website. This will likely be completed in 2018.• Bringing available online screening forms to

every state, such as a vet check, phone interview, and home visit form, whose results automatically route to the correct team. This can help our states work together more effectively.

Some accomplishments in the past year:• New membership, adoption, and foster home

applications • Implemented a digitally signed Code of Ethics (no

longer need to print, sign, scan, and send back!)• Improved Special Needs process• Extreme Makeover page update

October 7, 2017

Social Media Report•Facebook

•https://www.facebook.com/springerrescueamerica/

•12,839 followers

•25% increase from 2016

• Instagram

•https://www.instagram.com/springerrescueamerica/

•5,758 followers

•1,320 posts

• Statistics as of October 3, 2017


https://www.facebook.com/springerrescueamerica/

https://www.instagram.com/springerrescueamerica/

Social Media Report (Cont.)Goals:

•Fundraising, including social media only events, promoting ESRA fundraising drives and Special Needs dogs

•Promoting Fostering, Adoption and Volunteering

•Educating/Informing about dog health, behavioral and training issues

•Building a fun, positive community for sharing Springer stories and photos

Major Accomplishments 2016/2017:

•FB LIVE Fundraiser: $3610

•“Springer Break” Towel sale: $7,591

•”Vote Springer Party” T-Shirts: $1,163

•Patriotic bow tie sale – sold out in less than 24 hours: $300

•2016 Christmas Springer Sock fundraiser: $972

•Answer an average of three messages a day from the public with response time of less than seven minutes

•Fun holiday photo contests and galleries

•Promotions of foster dogs led to numerous adoptions

STAY TUNED FOR FUTURE EXCITING EVENTS!


Team MembersChair: Nicole BellemareKris SpechtNita WatsonJaymie CanalesJackie Krohn

Marsha JohnsonEmily PikeStacey SmithBeth MaryanLisa Kay Butts

October 7, 2017

Special Needs ProgramGenerosity of Donors•Over 250 donations – a unique and highly successful program

•Special Needs dogs typically have an extraordinary medical need.

•Special Needs complements ESRA’s Jan Flagg fund, which supports the care of very sick or aged dogs.


Linda Plate – 9/9/2017

October 7, 2017

Special Needs ProgramSeveral Special Needs Springers Assisted This Year•6 Springers entered the Special Needs Program in 2017⁃Clancey, Doodles, Lucky and Quinn – fundraised to offset expenses⁃Gunner and Max – accepted as special needs dogs, but no active fundraising so as

not to conflict with fundraising for others

•3 Special Needs Springers from 2015/2016 also remained in the program for part of 2017⁃ Gibbs, Contessa and Carmen

•All have “graduated” from the program this year with the exception of Carmen and Quinn.⁃Carmen crossed the rainbow bridge shortly thereafter⁃Quinn is still recovering in foster care but looking for his forever home.


Special Needs Program It’s a Collaboration of Efforts

Special Needs Coordinator works hand in hand with:• Web Team⁃Volunteers with amazing editing and web page-building skills

• Social Media Team⁃Marketing-savvy volunteers who know the ins and outs of many social media sites and keep them fresh and interesting to the ESRA followers and supporters

• State Coordinator• Foster Families• Occasionally Veterinarians and/or Hospital staff

It really does “take a village”!


Linda Plate – 9/9/2017

October 7, 2017

What its all about: Rescue – Rehabilitate - Rehome


Financial Controls/ProceduresACTIONS IMPLEMENTED

September 2015: Improved Financial Control Procedures▪ Separation of DutiesoRegional VPs financial responsibility▪ Financial Controls▪Hired independent auditoroFinancial Statemento Internal Controls Review


Financial Controls/Procedures (Cont.)IN 2016

•Post monthly financials to “Members” section of the web site

•Bank reconciliation function separate from payment function

•Continued independent audit


• Improved Tracking and Reporting of Expenses⁃Use of “Class” field to track revenue and expenses by type of dog⁃Use of “Customer” field to track revenue and expenses by dog

• Added supporting documents to each QuickBooks financial transaction

October 7, 2017

Financial Controls/Procedures (Cont.)In 2017:


• Updated Expense Report form to allow for electronic signature• Large payments are reviewed and approved by the President with notation to the record in Quick Books

• Adoption fees increased January 1, 2017• Investigating sales tax and contribution reporting compliance software• Continue development of Financial Team

October 7, 2017

Audit Committee Report•2016 audited financial filed in members section of the ESRA website

•No issues found by the auditors

•Form 990 is now available on the ESRA website


Audit Committee (2016)

Mike Robbins, CFO, Chair

Gabriella Filisko, Board Rep

Dan Barrett

Hannah Smith

Renee Anderson

Sally Ehrenfried

Proceedings Against Former Treasurer

Former treasurer convicted and sentenced in late 2016

• Incarcerated approximately 6 months• Paid $75,000 of ~$250,000 restitution ordered by court

• California legal system provides no assistance to collect balance owed

Filed civil suit in 2017 for monies misappropriated for years not covered by criminal proceedings

Asset search showed only asset was Greenwood property

• Property valued at ~$400,000• California law provides $100,000 homestead exemption to owner (net value ~$300,000)

• Pursuing civil suite to completion would mean more legal fees of ~$50,000 to ~$75,000


Negotiated a cash settlement paid the end of September to settle civil suit and balance owed from the criminal case. Total recovery of $340,000

October 7, 2017

annual meeting 2017€¦ · balance sheet. cost per dog period 1/1/16 to 9/5/17 esra annual meeting...

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