annual report 2015 · aaea annual report 2015 2 reflections from the 2015 president in an effort to...

Annual Report 2015

Atlanta-area Evaluation Association

Prepared by 2015 Treasurer Lillian Madrigal

[email protected] http://atl-eval.org/

Table of Contents

I. Reflections from the 2015 President ...................................................................... 2

II. Executive Summary ............................................................................................... 3

Income ................................................................................................................................................................... 3

Membership Payments ........................................................................................................................................... 4

Event Attendance ................................................................................................................................................... 5

Expenses ................................................................................................................................................................ 6

Anticipated Expenses in 2016 .............................................................................................................................. 6

III. Budget Summary ................................................................................................... 7

IV. Monthly Account Summaries ................................................................................ 9

AAEA ANNUAL REPORT 2015

2

Reflections from the 2015 President

In an effort to practice what we preach as evaluators (reflection, transparency, etc.), we are happy to share with you a

snapshot of AaEA in 2015. Our treasurer, Lillian Madrigal, has supplemented her budget report with a summary of last

year’s programmatic activities. As with any budget, ours tells a particular story and reflects the priorities and tradeoffs

decided upon by AaEA’s volunteer council. We welcome member involvement in our council and committees—the

more, the merrier—as we plan and prioritize. Here are some observations from my review of Lillian’s report.

Our membership is growing, significantly! In part, this is a reflection of several years of consistent programming but

also an indication that we now have mechanisms in place to help members keep current on their dues. At our council

planning retreat in 2012, one of our main goals was to develop systems—for membership functions, our website,

committees, you name it. Because we’re all volunteers, it’s crucial that we have systems and redundancies in place.

Thanks to a high level of commitment from a great group of volunteers over the past few years, we have systems!

We spend a lot on refreshments. You can see from the financials that a decent chunk of our budget goes to the food

and beverages we provide during the networking portions of our in-person events. This has been a deliberate strategy to

help build a real community of peers who can support each other, especially important in a field where many

practitioners work alone.

We’re adding programming formats. Responding to members who’ve indicated they can’t make it to evening events,

we’re adding lunchtime webinars and informal weekend ‘walk and talks’. Looking at Lillian’s report gave me the

opportunity to notice that, as our budget stands now, we’re devoting more financial resources to members who can

make it to in-person events than we are to members who prefer these other types of events.

We’re recommitting our efforts with pro bono work. If you look at our 2016 budget projections, you’ll see that we’re

expanding our pro bono work. Our kick-off meeting to pilot a new format for this work had representatives from seven

nonprofits and 20 evaluators. The work doesn’t represent a large portion of our financial resources, but it does benefit

from an incredible time investment on the part of many, many volunteers. I’m confident the pro bono portion of the

2016 reporting will knock your socks off!

Over the past few years, we’ve operated with the informal motto “AaEA: Member and opportunity driven.” We’ve

opted to draw on our members who are willing to share their expertise for free, holding frequent professional

development and social events. We might have chosen a different model, for example, devoting our resources (time and

money) to bringing in big names a few times a year.

These are the choices our leadership council makes, in addition to doing the things necessary to “keep the lights on”. If

you’d like to help make those choices—project us into the future—we’d love to have you join one of our worker-bee

committees. And with the AEA conference in Atlanta this fall, there’s plenty of work to be done!

With much gratitude for our wonderful volunteers and members,

http://atl-eval.org/get-involved-with-aaea/


3

Executive Summary

This report details the financial activity of the Atlanta-area Evaluation Association (AaEA) from January 1st 2015 to

December 31st, 2015. In 2015, AaEA had $4,352.20 in income and $3,347.96 in expenses, resulting in a gain of $1,004.24.

Membership payments increased by 65%, with 117 members paying dues throughout the year. PayPal was the most

common method of payment, whereas in 2014 it was more common for members to pay dues with check or cash. The

majority of expenses were related to program costs for the 13 events held and includes refreshments, space rental,

gifts/honoraria for speakers, and supplies.

Income

We had a net gain of $1004.24 in 2015, compared to a projected a deficit of $460.00 (Table 1). Figure 1 shows that February

and October were the months with the highest income received. Income is generated by membership payments and event

fees. In 2015, a total of $3691.07 was received in membership payments. In June, $311 was received in event fees for the

AEA/CDC Evaluation Institute Stewart Donaldson event. See Budget Summary for more details.

TABLE 1: AUTHORITY TO SPEND VERSUS ACTUAL EXPENSE FROM 2014 TO 2015

2014

Authority to Spend 2014

Actual Expense 2015

Authority to Spend 2015

Actual Expense

Expense 2,130.00 1,019.23 3,030.00 3,347.96

Income 1,895.87 2,513.56 2,570.00 4,352.20

Net (234.13) 1,494.33 (460.00) 1,004.24

FIGURE 2: INCOME RECEIVED BY MONTH

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

Pro $279 $599 $119 $79 $200 $200 $80 $80 $40 $400 $40 $346

Std/Fellow $49 $175 $148 $49 $49 $25 $25 $50 $200 $355 $50 $50

Fee $- $19 $- $- $- $311 $- $- $5 $15 $- $-


4

Membership Payments

Membership payments increased for both student/fellow and professional memberships (Table 2). Information about

the type of memberships (new or renewals) was not tracked, however in 2016 we plan to track this information to better

understand trends in membership payments. The number of memberships paid via PayPal also increased since last year

and the use of cash/check decreased for both types of memberships (Table 3). We infer that the routine use of PayPal

Here at events and reminding members of expired memberships at events contributed to the significant increase in

membership payments.

TABLE 2: MEMBERSHIP PAYMENTS 2014 VERSUS 2015

Type 2014 2015 % Increase

Student/Fellow 26 53 104%

Professional 45 64 42%

Total 71 117 65%

TABLE 3: PAYMENT VIA PAYPAL WAS THE MOST COMMON PAYMENT METHOD

Type PayPal 2014 PayPal 2015 Cash/Check 2014 Cash/Check 2015

Student/Fellow 12 48 14 5

Professional 18 45 27 19

Total 30 93 41 24

February and October were the months with the highest number of membership payments for both types of

memberships. These numbers are correlated with the most highly attended events, the February 11th event on Data

Dashboards and the October 18th Fall Membership event (Table 4). The December 14th end of the year social had as

many attendees as the two other events, however not as many payments were made due to the fact that most members

in attendance renewed their membership in October.

FIGURE 1: NUMBER OF PAYMENTS RECEIVED BY MONTH

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

Pro 7 15 3 2 5 5 2 2 1 13 1 9

Std/Fellow 2 7 6 2 2 1 1 2 8 17 2 2


5

Event Attendance

In 2015, AaEA hosted 15 events between February 11th and December 14th (Table 4). The average number of attendees

per event was 21.8 people. As seen in Table 5, Special Events drew the largest average attendance (50 people) followed

by Webinars (26.33 people). Walk and Talk events drew the smallest numbers of attendees (4.25 people).

TABLE 4: MEMBER ATTENDANCE BY EVENT

Event Date Type Number of Attendees

1. Data Dashboard 2/11/2015 Speaker 31

2. UN Year of Evaluation 2/26/2015 Social 25

3. Huey Chen Lunch 3/12/2015 Speaker 12

4. Social Determinants of Health 4/23/2015 Speaker 12

5. Social Determinants of Health 5/9/2015 Walk and Talk 3

6. Success Case Method 5/12/2015 Webinar 26

7. Success Case Method 5/30/2015 Walk and Talk 3

8. Steward Donaldson 6/1/2015 Speaker 36

9. Realist Evaluation 7/25/2015 Walk and Talk 6

10. August Social 8/6/2015 Social 15

11. Membership Event 10/18/2015 Special Event 48

12. Webinar: Standards 10/26/2015 Webinar 25

13. What is Philanthropy 11/8/2015 Walk and Talk 5

14. Economic Evaluation 11/20/2015 Webinar 28

15. End of the Year Celebration / Elections 12/14/2015 Special Event 52

Average Attendance = 21.8 people per event

TABLE 5: AVERAGE ATTENDANCE BY EVENT TYPE

Event Type Average Attendance

Special Event 50

Webinar 26.33

Speaker 22.75

Social 20

Walk and Talk 4.25


6

Expenses

The majority of our expenses were spent on refreshments and space rental. Expenses were more than three times higher

than the previous year, however this was partly offset by an increase in income from membership dues of $1838.64. In

2015, no costs were incurred for the Pro Bono Committee or for expenses line items “Council” or “Kellogg Grant

Expenses.” The $15 membership expense was a membership refund. See Budget Summary for more details.

FIGURE 3: 2015 EXPENSES

Anticipated Expenses in 2016

A number of events and initiatives are planned for 2016 with large anticipated expenses. Namely these include the re-

launch of the Pro Bono Committee’s “Pro Bono Evaluation Services Program” and the local affiliate events and

responsibilities related to the American Evaluation Association conference hosted in Atlanta October 24 – 29th. In

addition the Marketing committee has taken some initiatives to improve the AaEA logo and marketing materials which

will require hiring a graphic designer and ordering new materials.

Membership$15 0% Website

$107 3%

Refreshments$1,923

58%

Space$850 25%

Gifts/Honorarium$165

5%

Supplies$154

5%

Finance$133

4%


7

Budget Summary

Income

Category 2014 Anticipated 2014

Income 2015 Anticipated

2015 Income

Membership

Full Membership $40.00 1250.00 1080.00 1800.00 600.00

Full Membership $41.21 (check) 41.21

Full Membership $39.71 (PayPal) 0.00 714.78 0.00 357.39

Full Membership $39.97 (PayPal) 319.76

Full Membership $40.00 (PayPal) 760.00

Full Membership $30.04 (PayPal) promo!

270.36

Full Membership $30.00 (cash/check) promo!

90.00

Student Membership $25.00 250.00 350.00 625.00 150.00

Student Membership $24.71 (PayPal) 0.00 296.52 0.00 296.52

Student Membership $24.99 (PayPal) 74.97



Student Membership $20.02 (PayPal) promo!

260.26

Student Membership $20.00 (cash/check) promo!

20.00

Sub-Total 1500.00 2441.30 2425.00 3691.07

Interest Income

Resurgens Bank 35.87 27.26 25.00 17.03

Sub-Total 35.87 27.26 25.00 17.03

Program/Professional Development Fees

1st Quarter Events (Professional $20/ Student $10)

90.00 15.00 30.00 313.89

2nd Quarter Events 90.00 10.00 30.00 310.66

3rd Quarter Events 90.00 0.00 30.00 4.55

4th Quarter Events 90.00 20.00 30.00 15.00

Sub-Total 360.00 45.00 120.00 644.10

Donations

Donations 0.00 92.54 0.00 0.00

Sub-Total 0.00 92.54 0.00 0.00

Total 1895.87 2513.56 2570.00 4352.20


8

Expenses

Committee 2014 Authority to

Spend 2014

Expense 2015 Authority to

Spend 2015

Expense

Membership

Marketing Previously for

membership give away

0.00 500.00 0.00

Membership refund 0.00 15.00

Sub-Total 200.00 0.00 500.00 15.00

Communications/Website

Website Domain / 3 years 50.00 0.00 50.00 0.00

Website Hosting 150.00 0.00 150.00 107.40

Website Maintenance 200.00 0.00 200.00 0.00

Sub-Total 400.00 0.00 400.00 107.40

Program / Professional Development

Refreshments 1000.00 909.23 700.00 2877.67

Huey Chen Lunch for 17 (paid for by members)

199.80

AEA/CDC Steward Donaldson (June 1 event)

561.99

August Social Event 128.00

Big Fall Event (October 18th - all inclusive)

1676.36

End of the Year Event (Dec 14) 311.52

Space Included above 0.00 200.00 50.00

Gifts/Honorarium Included above 0.00 300.00 164.82

Huey Chen Book & Honorarium 109.82

Steward Donaldson Gift 55.00

New Evaluators Series 200.00 0.00 300.00 0.00

Sub-Total 1200.00 909.23 1500.00 3092.49

Finance

PO Box rental/year 80.00 80.00 80.00 82.00

GA Sec. of State Registration 50.00 30.00 50.00 30.00

Bank Fees 50.00 0.00 50.00 0.00

Administrative (stamps/envelopes) 50.00 0.00 50.00 0.00

Pay Pal Fees 0.00 0.00 0.00 21.07

Sub-Total 230.00 110.00 230.00 133.07

Pro Bono

Operational Costs 0.00 0.00 300.00 0.00

Sub-Total 0.00 0.00 300.00 0.00

Council

Certificates/Awards/Misc. 100.00 0.00 100.00 0.00

Sub-Total 100.00 0.00 100.00 0.00

Kellogg Grant Expenses 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00

Sub-Total 0.00 0.00 0.00 0.00

Total 2130.00 1019.23 3030.00 3347.96

NET (Income-Expenses) -234.13 1494.33 -460.00 1004.24

Account Balance 42004.00 14402.21 42369.00 15406.45


9

Monthly Account Summaries

2014 December Account Balance = $14,402.21

January

Date Type Amount Notes

1/9/2015 Membership (PayPal) $288.98 6 Full 2 Student Memberships

1/30/2015 Interest $2.40

Net Credit $291.38

Account Balance $14,693.79

February


2/20/2015 Membership (check) $80.00 2 Full Memberships

2/20/2015 Membership (check) $420.00 8 Full 4 Student


2/26/2015 Membership (PayPal) $39.71 1 Full Membership

2/26/2015 Program Fee (PayPal) $83.85 Huey Chen Lunch Fees (4)

2/27/2015 Interest $1.66

Net Credit $899.52


March


3/2/2015 Check $41.21 1 Full Membership

3/5/2015 Debit $(30.00) GA SOS Annual Fee


3/5/2015 Membership (PayPal) $64.42 1 Full 1 Student



3/30/2015 Debit $(15.00) Refund Membership to Sarah Silwa

3/31/2015 Interest $1.39

Net Credit $430.61


April


4/7/2015 Debit $(199.80) Huey Chen Lunch for 17

4/7/2015 Debit $(109.82) Huey Chen book & Honorarium


4/30/2015 Interest $1.30

Total Credit $(179.48)



10

May


5/6/2015 Debit $(107.40) Website Hosting Fee (Sarah Gill)

5/6/2015 Debit $(50.00) Space Rent (Sarah Gill)

5/18/2015 Membership (check) $40.00 1 Full


5/27/2015 Refund Fee (PayPal) $(0.15) Pay Pal Fee for Refund

5/29/2015 Interest $1.25

Total Credit $77.54


June


6/15/2015 Debit $(616.99) June 1 event refreshments & gift (Sarah Gill)

6/16/2015 Event Fee $155.00 June 1st event fees cash

6/16/2015 Membership (cash) $40.00 1 Full

6/16/2015 Membership (check) $40.00 1 Full

6/30/2015 Event Fee $155.66 June 1st event fees PayPal


6/30/2015 Interest $1.38



July



7/31/2015 Interest $1.35

Total Credit $66.36


August


8/26/2015 Debit $(128.00) August Social Event Refreshments (Sarah Gill)

8/31/2015 Interest $1.35



September


9/14/2015 Debit $(82.00) PO Box Renewal Fee


9/28/2015 Event Fee $4.55 For Webinar Event

9/28/2015 Debit $(800.00) Deposit for Fall Event Venue

9/30/2015 Interest $1.29




11

October


10/20/2015 Debit $(722.03) Fall Event Venue & Refreshments

10/21/2015 Debit $(17.26) Fall Event Supplies

10/23/2015 Debit $(52.80) Fall Event Prizes and Supplies

10/30/2015 Interest $1.24



November


11/30/2015 Interest $1.24

Total Credit $1.24


December


Membership (PayPal) $25.01 Sept Online Memberships 1 Student * was refunded

Membership (PayPal) $115.03 Oct Online Memberships 3 Student 1 Full

Debit $(46.07) Pay Pal Fee for Refund

Membership from Event $530.62 13 Student ($20.02) 9 Full ($30.04) promo

Membership (PayPal) $90.02 Nov Online Memberships 2 Student 1 Full

Debit $(84.27) Fall Event Supplies (Lindsey)

Membership (PayPal) $25.01 Dec Online Memberships

Membership (cash) $110.00 3 Full 1 Student (promo)

Event Fee (cash) $15.00 October 18 Event


12/14/2015 Membership (Cash/Check) $80.00 2 Full

12/28/2015 Interest $1.27

12/22/2015 Debit $(311.52) Dec Social Refreshments

Total Credit $840.10


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