American Association of the Deaf-Blind

• January 2012

Submitted by: Kacie Weldy & Scott Davert

Mission: To provide IT support with the membership database and the AADB.org website. Also, the committee will provide continuous updates, notifications, information, and resources to the members of AADB and all others who have an interest in being involved with AADB. These will be provided, through (but not limited to) the following means of public relations, communications, and various media platforms: Email, Facebook, Twitter, AADB Blog, AADB.org website, Newsletters, "AADB Today", mailings, and any other means deemed necessary.

Sub committees
IT committee – This committee provides direct support for the website maintenance and interfacing with the membership database. Also, it provides support to the board and Executive Committee with the decision making processes regarding commitments and system interfaces for credit card transactions and online payments. This committee will also make use of volunteer outside consulting regarding technological aspects of setting these processes up for optimal use of AADB resources.

Activities and tasks performed:
1. Publications web page updated with the December 2011 AADB Today issue.
2. Completed set up of Committee web page.
3. Finished set up of various web pages for the 2011 Symposium highlights.
4. Continuing the process of updating Common Grounds with donor and membership information since it was last updated in June 2011.
5. Continuing the process of organization and scanning of donor slips and copies of payments received via postal mail from March through October 2010 into electronic format for future record keeping.
6. Continuing the process of compiling of donor information from 2010 donations received via postal mail from March through October.
7. Numerous hours spent working through both Common Grounds and Convio and working with the reporting, batching, and data entry functions of the software
8. Numerous reports ran for data entry and administrative functions, including but not limited to membership expiration dates, duplicate records management, and online transactions to be entered into QuickBooks.
9. Numerous IM meetings with various board members to relay information, report findings, and validate results compiled.
10. Creation and set up of 2012 Membership drive within Convio and Common Grounds leading to the creation of Online membership registration forms for both Individual and Organizational memberships.
11. Creation of AADB-L List Guidelines and Rules.

Short term goal
Update the AADB.org and Convio website information with current data.

Long term goal:
Timely updates to the AADB website and membership
databases and possibly changes to the website for more accessible formats.


PR committee – This committee is responsible for all mailings going out to the general membership, including but not limited to AADB Today, board election forms, conference information, proposed changes to policies and procedures, and all other information. The members of this committee will be
responsible for compilation and creation of documents to be sent out in accessible formats, in print or electronically.

Activities:
1. Posting of AADB updates to Facebook, Twitter, and AADB blog.
2. Approval of requests to join Facebook
3. Email distribution of the Holiday Greeting.
4. Email distribution of Membership Information.
5. Creation and processing documents for sending out paper mail copies of the December AADB Today.
6. Began creation of the mailing list from 2010 donors to utilize for fundraising postal mailings.
7. Set up and start of project of compilation of information for state organizations, agencies, and deaf-blind listservs, to be posted on the AADB
resources page.

Short term goals:
1. Facilitate and establish an open line of communications between the Board
and Executive committee and the general membership- both on-line members and
those without.
a. Set up a team of people to create an informative mailing to be distributed to the membership of the changes and happenings of AADB since the Symposium, the proposed bylaw changes, and the financial state of AADB.

Long term goals:
To provide accessible, timely, and routine distribution of information to the general membership.
1. Set up a team of people to create and/or compile articles to go out in each AADB Today.
2. Provide to the general membership timely and informative mailings of board elections and proceedings, FCC updates and technological updates affecting deaf-blind people.

 

• February 2012

Submitted by: Kacie Weldy & Scott Davert

Mission: To provide IT support with the membership database and the AADB.org <http://aadb.org/> website. Also, to provide continuous updates, notifications, information, and resources to the members of AADB and all others who have an interest in being involved in the actions and various roles of AADB. These will be provided, but not limited to the following means of public relations, communications, and various media platforms: Email, Facebook, Twitter, AADB Blog, AADB.org <http://aadb.org/> website, Newsletters, AADB Today, mailings, and any other means deemed necessary.

Sub committees

IT committee –
Activities and tasks performed:
1. Continuing the process of updating Common Grounds with donor and membership information since it was last updated in June, 2011.

2. Continuing the process of organization and scanning of donor slips and copies of payments received via postal mail from March through October 2010 into electronic format for future record keeping.

3. Continuing the process of compiling of donor information from 2010 donations received via postal mail from March through October.

4. Reports ran for data entry and administrative functions, including but not limited to membership expiration dates, duplicate records management, and online transactions to be entered into QuickBooks.

5. Numerous IM meetings with various board members in relaying of information, reporting of findings, and validation of results compiled.

6. Set up of Online membership registration forms for both Individual and Organizational memberships.


PR committee –
Co-Chair: Scott Davert
Co-Chair: Kacie Weldy

Activities:
1. Posting of AADB updates to Facebook, Twitter, and AADB blog.

2. Approval of requests to join Facebook.

3. Email distribution of Membership registration availability online.

4. Providing messages from various media platforms to the Board members for review and providing responses back to all platforms.

5. Continued creation of the mailing list from 2010 donors to utilize for fundraising postal mailings.

6. Research and compilation of information for state organizations, agencies, and deaf-blind ListServ, to be posted on the AADB resources page.


As Co-Chair of both of these committees, Kacie Weldy made a trip to the office in January with President Jill and Vice President Lynn to assist in the final Office Clean up duties.

IT and PR tasks worked on that week:

1. A Craigslist account and a drop shots account were set up for AADB to list furniture and office supplies for sale and activated to the local area.

2. Kacie and Jill began going through all the membership forms by year and alphabetizing them for effective retrieval after scanning them in to a digital format. They also began scanning all forms from the year 2002 onward.

3. Jill & Kacie worked on going through and organizing other paperwork within the office into groups by content, and then by what needed to be scanned, archived, and shredded. The document retention standards given to us by the AADB CPA, was followed and any documents no longer needed were shredded for information security.

The majority of the documents within the office were scanned or imaged to be organized for easy retrieval and for information security. Member financial information was blacked out and membership forms scanned for record keeping and papers shredded. Donor forms were imaged and then paperwork shredded. All audits, payroll information, insurance forms, tax paperwork and financial paperwork were all imaged and then boxed for storage and retention in a secure location. Organizational bills were gone through and boxed for storage in the same secured location.

4. Kacie provided several reports out of Convio and Common Ground to Becky of data needed to move forward on accounting tasks.

5. Kacie began the process of retrieving all AADB data and information from the computer within the office. The retrieved data and information and all of the scanned/imaged documents were brought home with Kacie to organize into a usable format. She will put all of this data onto some form of media or an external hard drive if necessary to send one copy to Jill as the president and one to Debby as the secretary and remain as property of AADB. Scott Davert has donated a 750GB external hard drive for this process.

6. Upon retrieving all the data from these computers, Kacie used the software program, PD Wipe to wipe clean the hard drives of all computers, including all operating systems.

7. Kacie went through all the software and disks to match to the equipment on hand and disposed of obsolete software no longer usable.

8. Since there was not any potential buyer for the office furniture and supplies, Jill, Candace and Kacie contacted numerous nonprofit agencies, such as Goodwill, Salvation Army, Purple Heart, Habitat for Humanity, American Red Cross, Gallaudet, HKNC, and many others. specifically, for the desks and furniture within the office and other supplies. All of the furniture and equipment was donated and is removed from the office at this time.

9. Boxes of office supplies to be utilized for AADB mailings and the software/data disks were packed into boxes to be sent Free Matter for the Blind to various volunteers

10. A Braille Book Maker Machine with software was packaged up and sent to board member Scott Davert via Free Matter for the Blind. There were reports that the machine was not working so Scott will determine if it is working and then a determination of what to do with the machine will happen from there.


To summarize, all important paperwork for AADB has been removed from the office and is either in a secure storage location or has been scanned/imaged for electronic retention. This data will be in multiple locations in case of a catastrophic event at any one of the locations listed above.

All equipment and furniture, with the exception of a few items has been removed from the office. Any remaining furniture will be part of any sub-lease signed by a future tenant. Archive items and items yet to be donated are still located within the office for volunteers designated to take care of these tasks in the near future.

• March 2012

Submitted by: Kacie Weldy & Scott Davert

Mission: To provide IT support with the membership database and the www.AADB.org. Also, to provide continuous updates, notifications, information, and resources to the members of AADB and all others who have an interest in being involved in the actions and various roles of AADB. These will be provided, but not limited to the following means of public relations, communications, and various media platforms: Email, Facebook, Twitter, AADB Blog, www.AADB.org website, Newsletters, AADB Today, mailings, and any other means deemed necessary.

Sub committees
IT committee –
Activities and tasks performed:

1. Completed organization and scanning of donor slips and copies of payments received via postal mail from March through October 2010 into electronic format for future record keeping.

2. Continuing the process of compiling of donor information from 2010 donations received via postal mail from March through October.
3. Reports ran for data entry and administrative functions, including but not limited to membership expiration dates, duplicate records management, and online transactions to be entered into QuickBooks.
4. Numerous IM meetings with various board members to relay information, report findings, and validate results compiled.
5. Updated Board of Directors web page with current members of the board.
6. Updated AADB.org home page with newly released 2012 SSP Survey and the 5 Year Strategic Plan Proposal.
7. Organizaed all AADB files obtained from the Office Computers into a retrievable format
8. Compiled all membership files from various sources- Office files, Convio, Common Ground, and mailings.
9. Made contact with Convio/Common Ground in an attempt to reduce operating costs for AADB and to confirm and analyze what level of services AADB is paying for and if there is any way that some levels of these services may be reduced to meet our needs and minimize costs.

 

PR committee –
Co-Chair: Scott Davert
Co-Chair: Kacie Weldy

Activities:
1. Posted AADB updates to Facebook, Twitter, and AADB blog.

2. Approved requests to join Facebook

3. Printed, folded, and addressed nearly 600 copies of “ AADB Today” and committee reports from October through December. Mailing sent out or is being sent out within the next few days.

4. Provided messages from various media platforms to the Board members for review and providing responses back to all platforms.

5. Continued creation of the mailing list from 2010 donors to utilize for fundraising postal mailings.
6. Completed research and compilation of information for state organizations, agencies, and deaf-blind ListServ, to be posted on the AADB resources page.

7. Printed, folded, and stuffed envelopes of nearly 600 membership renewals or confirmation of membership. Mailing sent out on Friday, March 2nd and Tuesday March 6th, 2012. Members will have until March 31st to renew their memberships and if not renewed, AADB benefits will be terminated at that time.

 

• April 2012

Submitted by: Kacie Weldy & Scott Davert

 

Sub committees IT committee –
Activities and tasks performed:
 1. Continuing to compile donor information from 2010 donations received via postal mail from March through October.
 2. Reports ran for data entry and administrative functions, including but not limited to membership expiration dates, duplicate records management, and online transactions to be entered into QuickBooks.
 3. Numerous IM meetings with various board members to relay information, report findings, and validate compiled results.
 4. Updated AADB home page with new information.
 5. Continuing to organize all AADB files obtained from the Office Computers into a retrievable format.
 6. Began creating the next AADB Today email.
 7. Revised the IT report to reflect accurate information of Convio/Common Ground findings.

 PR committee –

Co-Chair: Scott Davert Co-Chair: Kacie Weldy

 Activities:
 1. Posted AADB updates to Facebook, Twitter, and AADB blog.
 2. Approved requests to join Facebook
 3. Compiled and updated membership database of member preference requests.
 4. Provided messages from various media platforms to the Board members for review and provided responses back to all platforms.
 5. Began updating listings of state organizations, agencies, and deaf-blind listservs on the AADB resource page.
 6. Compiled data to be included in the next “AADB Today” newsletter.

• May 2012

Submitted by: Kacie Weldy

~No Report this month.~

 

• September 2011

Submitted by:

Scott Davert & Kacie Weldy

IT committee –
Activities and tasks performed:
1. Requested and acquired majority of Board member bios and started set up of new web page for updated board info.
2. Started set up of updated AADB.org home page.
3. Started set up of Committees web page.
4. Requested information from 2011 Symposium leadership for information to create a highlights web page of the symposium - with various facts and information.
5. Obtained passwords for Convio, Common Grounds, Fusemail, Website Host Server, and performed resets as needed.
6. Began research of various options for on-line payments, membership database management, and email functions.
7. Enlisted the help of a volunteer consultant of web designing to assist with researching options and set up.

Short term goals:
1. Work with the Board and Executive committee to determine and
establish a more cost effective means for maintaining the membership
database, and credit card & on-line payments.
2. Updating the AADB.org and Convio website information with current data.

Long term goals: Timely updates to the AADB website and membership databases and possibly changes to the website for more accessible formats.

PR committee –
Activities:
1. Set up AADB Blog on Blogger.com
2. Posting of AADB updates to Facebook, Twitter, and AADB blog.
3. Working with ITC to establish connection with membership database and prepare for a mailing in the near future.
4. Emails sent in attempt of recruitment of members.
5. Receipt of several offers of help to create Braille documents/print large print documents/stuff envelopes.

Short term goals:
1. Facilitate and establish an open line of communications between the Board and Executive committee and the general membership - both on-line members and those not on-line.

a. Set up a team of people to create an informative mailing to be distributed to the membership informing of the changes and happenings of AADB since the Symposium, the proposed bylaw changes, and the financial state of AADB.
b. Distribute this mailing no later than November 1st.

Long term goals: To provide accessible, timely, and routine distribution of information to the general membership.

1. Set up a team of people to create and/or compile articles to go out in the next and future AADB Today.
2. Provide to the general membership timely and informative mailings of board elections and proceedings, FCC updates and technological updates affecting the Deaf-Blind.

• October 2011

Submitted by:

Scott Davert & Kacie Weldy

 

IT committee –
Activities and tasks performed:
1. Board of Directors’ page updated
2. AADB.org home page updated with new information and blogger button to go to the blog page.
3. Updated Accountability links with the 2009 and 2010 financial forms.
4. Initiated gathering of AADB Financial reports for 2008, 2009, and 2010.
5. Started set up of Committees web page.
6. Started set up of various pages for 2011 Symposium highlights.
7. Started set up of Policies and Procedures Manual page.
8. Started update of Bylaws page.
9. Research of various options for on-line payments, membership database management, and email functions.
Conclusion: Our best option is to stay with Convio and Common Ground for the time being as it is currently the best option for our needs in respect to the costs of maintenance and the costs that would be incurred to migrate to a new system and still have these features.

Short term goal
Update the AADB.org and Convio website information with current data.

Long term goal:
Timely updates to the AADB website and membership
databases and possibly changes to the website for more accessible formats.

PR committee –
Co-Chair: Scott Davert
Co-Chair: Kacie Weldy
Activities:
1. Recruited a member to the committee for mailings and compilation of articles.
2. Posting of AADB updates to Facebook, Twitter, and AADB blog.
3. Connection with the membership database has been made; now working on confirming records of members and donors to include in the mailing in the near future.
4. Emails sent in an attempt to recruit members.

Short term goals:
1. Facilitate and establish an open line of communications between the Board and Executive committee and the general membership- both on-line members and those without.
a. Set up a team of people to create an informative mailing to be distributed to the membership of the changes and happenings of AADB since the Symposium, the proposed bylaw changes, and the financial state of AADB.
b. Distribute this mailing no later than November 1st.

Long term goals:
To provide accessible, timely, and routine distribution
of information to the general membership.

1. Set up a team of people to create and/or compile articles to go out in each AADB Today.
2. Provide to the general membership timely and informative mailings of board elections and proceedings, FCC updates and technological updates affecting deaf-blind people.

• November 2011

Submitted by:

Scott Davert & Kacie Weldy

Sub committees
IT committee –
Activities and tasks performed:
1. Board of Directors’ web page updated
2. Updated Publications web page with the 2009 and 2010 issues of AADB Today
3. Began set up of files for 2011 AADB Today issues to be linked on the Publications web page.
4. Continued set up of Committees web page (Many changes have occurred with regard to committee chairs, so we have been waiting for the final word on who is on what committee).
5. Continued set up of various web pages for 2011 Symposium highlights.
6. Posted the Policies and Procedures Manual web page.
7. Posted updated version of Bylaws web page.
8. Began the process of updating Common grounds with donor and membership information since it was last updated in June.

Short term goal
Update the AADB.org and Convio website information with current data.

Long term goal:
Timely updates to the AADB website and membership
databases and possibly changes to the website for more accessible formats.

PR committee –

Co-Chair: Scott Davert
Co-Chair: Kacie Weldy

Activities:
1. Compilation of various pieces of new information for the Nov. AADB Today.
2. Posting of AADB updates to Facebook, Twitter, and AADB blog.
3. Working on securing means to mail out to those without email access and in need of various formats.
4. Emails sent in an attempt to recruit members.

Short term goals:
1. Facilitate and establish an open line of communications between the Board and Executive committee and the general membership- both on-line members and those without.
     a. Set up a team of people to create an informative mailing to be distributed to the membership of the changes and happenings of AADB since the Symposium, the proposed bylaw changes, and the financial state of AADB.
     b. Distribute this mailing no later than December 1st. (Goal has been revised due to technical issues.)

Long term goals:
To provide accessible, timely, and routine distribution of information to the general membership.

1. Set up a team of people to create and/or compile articles to go out in each AADB Today.
2. Provide to the general membership timely and informative mailings of board elections and proceedings, FCC updates and technological updates affecting deaf-blind

• December 2011

Submitted by:

Scott Davert & Kacie Weldy

Mission: To provide IT support with the membership database and the AADB.org website. Also, to provide continuous updates, notifications, information, and resources to the members of AADB and all others who have an interest in being involved in the actions and various roles of AADB. These will be provided, but not limited to the following means of public relations, communications, and various media platforms: Email, Facebook, Twitter, AADB Blog, AADB.org website, Newsletters, AADB Today, mailings, and any other means deemed necessary.

Sub committees: IT committee
Activities and tasks performed:
1. Board of Directors’ web page updated
2. Publications web page updated with the 2011 AADB Today issues.
3. Continued set up of Committees web page.
4. Nearly completed set up of various web pages for 2011 Symposium highlights.
5. Continuing the process of updating Common Grounds with donor and membership information since it was last updated in June, 2011.
6. Research and compilation of information for receipt requests from donors to provide to the Secretary for donation receipts.
7. Creation and distribution of email fundraising letter through Convio.
8. Organization and scanning of donor slips and copies of payments received via postal mail from March through October 2010 into electronic format for future record keeping.
9. Compiling of donor information from 2010 donations received via postal mail from March through October.
10. Numerous hours spent working through both Common Grounds and Convio and working with the reporting, batching, and data entry functions of the software.
11. Numerous reports run for data entry and administrative functions, including but not limited to membership expiration dates, duplicate records management, and online transactions to be entered into QuickBooks.
12. Numerous IM meetings with various board members in relaying of information, reporting of findings, and validation of results compiled.

Short term goal
Update the AADB.org and Convio website information with current data.

Long term goal:
Timely updates to the AADB website and membership databases and possibly changes to the website for more accessible formats.

Subcommittee: PR committee
Activities:
1. Posting of AADB updates to Facebook, Twitter, and AADB blog.
2. Approval of requests to join Facebook
3. Email distribution of the December 2011 AADB Today.
4. Creation and processing documents for sending out paper mail copies of the December AADB Today.
5. Creation of the 2011 End of Year Fundraising campaign within Common Grounds and Convio and then distribution of the first round of donation letters via email.
6. Numerous IM meetings with various board members in facilitating the distribution of the donor letter, such as proofing of the donation letter, creation of the email distribution list, and the learning of the Convio system to send out this information.
7. Preparations are underway for initiating a postal mailing of the donor letter, utilizing the 2010 donor information compiled by the IT committee.

Short term goals:
1. Facilitate and establish an open line of communications between the Board and Executive committee and the general membership - both on-line members and those without.

a. Set up a team of people to create an informative mailing to be distributed to the membership of the changes and happenings of AADB since the Symposium, the proposed bylaw changes, and the financial state of AADB.
b. Distribute this mailing no later than December 1st. (Goal has been revised due to technical issues.)

Long term goals: To provide accessible, timely, and routine distribution of information to the general membership.
1. Set up a team of people to create and/or compile articles to go out in each AADB Today.
2. Provide to the general membership timely and informative mailings of board elections and proceedings, FCC updates and technological updates affecting deaf-blind

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