Financial reporting
The monthly package the treasurer and president receive by the 10th: statement of activities with budget variance, balance sheet, check history, and general-ledger detail, in ACE's own chart of accounts, on an accrual basis, with a one-page Executive Committee summary on top. Sample excerpts:
Statement of Activities (excerpt) · Jan-Jul 2026 vs FY2026 budget
| Acct | Line | YTD actual | FY budget | % of budget |
|---|---|---|---|---|
| Income | ||||
| 5001 | Individual Membership | $67,083 | $115,000 | 58% |
| 5002 | Family Membership | $33,833 | $58,000 | 58% |
| 5004 | Couple Membership | $32,667 | $56,000 | 58% |
| 5005 | Corporate Membership | $1,167 | $2,000 | 58% |
| 5007 | Associate Membership | $9,333 | $16,000 | 58% |
| 5102 | Archives Fund Member Donations | $7,004 | $12,000 | 58% |
| 5111 | Preservation Member Donations | $4,685 | $8,000 | 59% |
| 5400 | Investment Income | $16,333 | $28,000 | 58% |
| Expenses | ||||
| 7003 | Archives Rent | $6,856 | $12,000 | 57% |
| 7204 | Credit Card Fees | $5,311 | $10,000 | 53% |
| 7209 | Postage & Courier | $2,544 | $5,000 | 51% |
| 7601 | Management Fees | $35,000 | $60,000 | 58% |
| 7605 | Membership Platform | $0 | $8,500 | 0% |
| 9014 | Publications Printing (RC!) | $19,833 | $34,000 | 58% |
Note line 7605: under this proposal the platform license line goes to zero.
Restricted funds (RFP 3.D.13)
| Fund | YTD donations |
|---|---|
| ACE Archives Fund | $1,350 |
| ACE Preservation Fund | $1,070 |
| NRCMA (pass-through) | $520 |
NRCMA donations disburse quarterly (RFP 2.M): next disbursement October 1. Donations arrive from applications, renewals, and event auctions, and land in the correct restricted account automatically.
Event accounting (RFP 3.D.5)
Full financial accounting of each flagship event to the registration manager and treasurer within 10 business days of close.
| Coaster Con LIV | Amount |
|---|---|
| 4001/4003 · Registration income (285 confirmed) | $56,030 |
| 8007 · Park Admissions | $14,200 |
| 8201 · Event Food | $6,800 |
| 8202 · Banquet Food / Service | $5,400 |
| 8003 · Meeting Room Fees | $3,100 |
| 8008 · Postage / Shipping | $950 |
| 8020 · Comped Event Registrations (value) | $1,935 |
| Net (to date) | $23,645 |
Statement of Financial Position (excerpt, sample balances in ACE's real account structure)
| Acct | Line | Balance |
|---|---|---|
| Cash & investments | ||
| 1025-00 | Operating checking | $18,100 |
| 1050-00 | Money market | $111,500 |
| 1060-00 | Archives Fund account | $81,100 |
| 1065-00 | Preservation Fund account | $37,600 |
| 1070-00 | Region cash in bank | $36,800 |
| 1132-1145 | Investment accounts | $1,300,300 |
| Deferred dues (multi-year memberships) | ||
| 2326-00 | 2026 deferred membership dues | $146,400 |
| 2327-00 | 2027 deferred membership dues | $41,200 |
| 2328-00 | 2028 deferred membership dues | $13,600 |
Multi-year memberships are earned over their term: dues collected for future years sit in deferred liability accounts, exactly as ACE's accrual books work today. The platform posts these splits automatically when a two- or three-year membership is sold, so the treasurer never books them by hand.
Vendor compliance (RFP 3.D.10-11)
| Vendor | W9 | YTD paid | 1099 status |
|---|---|---|---|
| Magazine printing co. | on file | $19,833 | corp: not required |
| Layout & design (individual) | on file | $6,533 | 1099-NEC queued |
| Archives facility landlord | on file | $6,856 | 1099-MISC queued |
| New vendor (pending) | blocked | $0 | W9 required before first payment |