Financial report 2019 candidate

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Financial Report 2019

This is a release candidate for the financial report of Vereniging Technologia Incognita for 2019. It has not yet been approved by the members.

Balances overview

At the start and end of the year, our bank accounts held the following amounts:

2019 account balances
Account 2019-01-01 2019-12-31 Change
ABN AMRO (membership) €10453.49 €9092.53 €-1360.96
ABN AMRO (savings) €583.04 €583.04 €0.00
Triodos (drinks) €628.61 €664.29 €35.68
Total €11665.14 €10339.86 €-1325.28
Balance for 2019
Activa/assets 2019-01-01 2019-12-31 Passiva/Liabilities 2019-01-01 2019-12-31
Fixed assets Equity €11586.02 €9309.21
Rent Deposit (previously called Collateral) €2802.21 €2802.21
Current assets
Owed member contributions €0.00
Outstanding Triodos deposits €139.00
AOT (Ahead of time) paid rent €0.00 €0.00
Stock (drinks) €0.00 €0.00
Liquid assets Short term debt
Checking €10453.49 €9092.53 Credits in drinks €0.00 €73.86
Savings €583.04 €583.04 AoT-member-payment €1153.33 €1632.00
Triodos €628.61 €664.29 Fob-deposit €1728.00 €1926.00
3d-printer-pledge €0.00 €340.00
Total €14467.35 €13281.07 Total €14467.35 €13281.07

The 'Owed Member Contributions' is set to zero in this report. This is due to it being hard to calculate, retroactively. Work has been done to have this different for the 2020 report. It is included here simply to reflect that this item exists and should be listed. For the 2020 report, we would have an estimate for a write-off for the past, and the 2021 report would have accurate numbers.

The difference between our equity at the start and the end of the year is €-2276.81 = €-11586.02 + €-9309.21. This difference can be separated into two components:

   * the negative result between our income and expenses from our bank accounts (see 'Income' chapter below) totalling €-1325.28
   * the negative result of loss in income of drinks not being paid, owed membership dues, drinks stock, etc. totalling €-951.53

The sum of these two components gives the loss in equity over 2019: €-2276.81 = €-1325.28 + €-951.53.

The collateral of €2802.21 is the deposit that the association has paid to our landlord.

The €73.86 in "Credits in drinks" are receipts that had been provided to us but had not yet been paid to the person in question in 2019; this has since been rectified.

The €139.00 in "Outstanding Triodos deposits" is an amount that we expected to have had deposited into our account, but has not actually been deposited. In total 264 euro does not seem to fully match specific deposits, but on the other hand 125 euro has been deposited that also does not match any specific deposit requests. So we are stating 139 euro as "unaccounted" for. It is also possible that this number simply exists because of typo in the emails that were sent (and are the only trace of) counting the money from the safe.

The €1926.00 is based on the people that were a member at the end of the year and had a fob.

The €1632.00 is the amount of money that was paid in advance by members, that is, membership for 2020 that was paid ahead of time.

AOT (ahead-of-time) rent refers to rent payments made by the association in year X for year X+1. We did not do this in 2019, but for consistency with previous reports in years where this was done, we include the entry here.

Misc notes

We discovered 65 euro worth of drinks payment transfered to the association account, rather than the drinks account.

Income

Total income over 2019 was €21606.84, comprised of the following income categories:

2019 income
Category Paid into ABN Paid into Triodos Total
member €16478.98 €0.00 €16478.98
drinks €65.00 €2595.74 €2660.74
service_costs_returned €1601.12 €0.00 €1601.12
income_3dprinter €340.00 €0.00 €340.00
fob_deposit €252.00 €0.00 €252.00
donation €174.00 €0.00 €174.00
prop_sales €100.00 €0.00 €100.00
Total €19011.10 €2595.74 €21606.84

Total expenses over 2019 add up to €-22932.12, comprised of the following expense categories:

2019 expenses
Category Paid from ABN Paid from Triodos Total
rent €-18949.80 €0.00 €-18949.80
drinks €0.00 €-2378.66 €-2378.66
server_disk_purchase €-322.29 €0.00 €-322.29
fee €-126.00 €-181.40 €-307.40
new_fob_purchase €-217.80 €0.00 €-217.80
knoxbox_purchase €-169.00 €0.00 €-169.00
web €-144.48 €0.00 €-144.48
circuit_breaker_purchase €-117.49 €0.00 €-117.49
samla_purchase €-106.47 €0.00 €-106.47
storage_organizers_purchase €-58.94 €0.00 €-58.94
domains €-44.75 €0.00 €-44.75
feeding_volunteers €-41.50 €0.00 €-41.50
fob_return €-36.00 €0.00 €-36.00
squares_purchase €-22.62 €0.00 €-22.62
rulers_purchase €-7.59 €0.00 €-7.59
ecotools_purchase €-7.32 €0.00 €-7.32
tiny_payment_to_reestablish_contact €-0.01 €0.00 €-0.01
Total €-20372.06 €-2560.06 €-22932.12

The difference of our income (on the bank accounts) and our expenses gives the amount we gained or lost on the bank accounts for the year. In the case of 2019, we lost €1325.28. The total loss over 2019, however, is €-2276.81, see the equity loss calculation from the "Balances overview" section, above.

Notes:

  • The board used a €0.01 transaction to seek communication with a member who didn't have a form
  • samla_purchase are IKEA purchases for SAMLA plastic organizers (and some ziploc bags)
  • storage_organizers_purchase is a purchase of plastic boxes for storage and transport of electronic waste (WEEE)
  • fee are our banking costs of ABN-AMRO and Triodos
  • fob_purchase is when members buy fobs from the space
  • new_fob_purchase is when the space buys fobs from our landlord
  • fob_return is when we repay members when they return their fobs
  • service_costs_returned represents a refund from our landlord for the service costs (included in our rent) that were overestimated and that we therefore overpaid
  • squares_purchase was a purchase of try-squares (winkelhaken), a measuring tool for the dirty room
  • knoxbox_purchase was a purchase of a safe
  • ecotools_purchase was a purchase of torx 10 bit and a magnetic bitholder

Data integrity checks

All the following values should be equal:

  • Our reported difference on the bank accounts, €1325.28, expressed with the appropriate sign: €-1325.28
  • The sum of the balance changes over all accounts: €-1360.96 + €0.00 + €35.68 == €-1325.28
  • The difference of our income and our expenses: €21606.84 + €-22932.12 == €-1325.28
  • The difference between activa at the end of the year and activa at the beginning of the year, with the "outstanding triodos deposits" subtracted out (as they are "virtual" and not liquid): €13281.07 - €14467.35 - €139.00 == €-1325.28

New members

In 2019, 24 new members joined. Before 2020, board tooling did not track the date that former members deactivate their membership, so it's not clear how many people ended their membership in 2019.

Membership pre-payment

Some members pre-pay several months of membership fees at a time. This affects our forecasting, since these payments should not be counted on for monthly income during the period that was pre-paid.

Before 2020, board tooling didn't keep track of expected membership dues per member, so the unit for these numbers is simply "number of months pre-paid" instead of "amount of money pre-paid". However, in the balance we have a good indicator of how much that ends up being.

2019 pre-paid dues
Date Number of months pre-paid as of this date
2018-12-31 104
2019-1-1 106
2019-2-1 115
2019-3-1 105
2019-4-1 111
2019-5-1 95
2019-6-1 120
2019-7-1 115
2019-8-1 116
2019-9-1 99
2019-10-1 92
2019-11-1 78
2019-12-1 83
2019-12-31 75
2020-1-1 77


Drinks income

Studying the income the association recieves for drinks, it has become clear that a lot of the drinks we buy have left the space without being paid for. This could happen by people taking from the fridge or crates without paying, or from taking money from the box.

The above conclusion is easily reached by noting that we have ordered drinks from multiple places over 2019, but that the expected income from only our DorstLust orders is already higher than the total income recieved over all drinks the association purchased.

We can confidently state that this discrepancy does not come from the process of purchasing drinks from suppliers/shops.

Studying the DorstLust invoices leads us to conclude that around €2706.00 of income should have reached us from the sales of those drinks based on current prices, leading to €973.72 profit over those drinks. Instead, he association made €282.08 in profit on drinks over the entire year, over all the drinks.

It is unlikely that 2019 ended with a lot of drinks in stock; as the last order had been on 2019-10-01 and average order-frequency is around 1.5 months throughout the year.

It is also worthy to note that per transaction to the triodos account, the association pays € 0,15. We've seen there are people paying every seperate drink per bank, thus resulting the association loses € 0,15 per drink. This results in lower profit-margins still, seen that way.

Let's assume, for the sake of argument, that these drinks had been sold at cost-price, with no profit margin.

It would lead to the following conclusion:

  • €2378.66 total has been spent on buying drinks
  • €1732.28 was spent on drinks ordered from DorstLust
  • €2706.00 was expected from all we bought from DorstLust
  • €646.38 was expected from all the other drinks, if we had sold them at cost-price.
  • This makes a total of €3352.38 that would've come in, even if we had assumed to make no profit at all over non-dorstlust drinks.
  • €2660.74 is what actually came in.

This is €691.64 less then what was expected to come in. This represents a lower bound for the drinks deficit. An upper bound can be calculated by assuming the profit margin on non-Dorstlust drinks is equal to the profit margin of the Dorstlust drinks. This gives an upper bound of €1053.61.

Therefore, the assumed drinks deficit is somewhere between €691.64 and €1053.61.

Rent payment

Rent was paid 12 times in 2019. There was no ahead-of-time rent payment in 2018 nor was there any pre-payment for 2020.

2019 rent payments
Rent month Amount Paid date
2019-01 €-1563.48 2019-01-02
2019-02 €-1563.48 2019-01-27
2019-03 €-1563.48 2019-03-03
2019-04 €-1563.48 2019-03-27
2019-05 €-1563.48 2019-04-22
2019-06 €-1563.48 2019-01-27
2019-07 €-1594.82 2019-07-04
2019-08 €-1594.82 2019-07-31
2019-09 €-1594.82 2019-09-22
2019-10 €-1594.82 2019-09-22
2019-11 €-1594.82 2019-11-15
2019-12 €-1594.82 2019-12-12
Total 2019 €-18949.80

Due to a banking glitch at ABN Amro,, rent was paid twice on 2019-01-02. This was discovered in 2019-05 when the 2019-06 rent was being paid. The treasurer requested for the duplicate payment to be applied to rent for 2019-06, which Urban Resort (our landlord) did. We paid rent twice in September as we forgot to pay rent in August.

Monthly breakdown

2019 income and expenses by month
Month Income Expenses Change
2019-01 €2058.00 €-5189.68 €-3131.68
2019-02 €1402.30 €-610.30 €792.00
2019-03 €2113.50 €-3690.98 €-1577.48
2019-04 €1641.00 €-1756.53 €-115.53
2019-05 €2356.50 €-412.38 €1944.12
2019-06 €1500.79 €-124.93 €1375.86
2019-07 €1712.40 €-3756.21 €-2043.81
2019-08 €1240.00 €-37.54 €1202.46
2019-09 €1575.95 €-3555.70 €-1979.75
2019-10 €1368.01 €-443.72 €924.29
2019-11 €1671.66 €-1712.79 €-41.13
2019-12 €2966.73 €-1641.36 €1325.37
Total 2019 €21606.84 €-22932.12 €-1325.28

Category breakdown by month

2019-01 income and expense categories
Category Income Expenses Total
member €1647.00 €0.00 €1647.00
donation €4.00 €0.00 €4.00
tiny_payment_to_reestablish_contact €0.00 €-0.01 €-0.01
drinks €335.00 €-449.56 €-114.56
fob_deposit €72.00 €0.00 €72.00
rent €0.00 €-4690.44 €-4690.44
fee €0.00 €-37.63 €-37.63
web €0.00 €-12.04 €-12.04
Total 2019-01 €2058.00 €-5189.68 €-3131.68
2019-02 income and expense categories
Category Income Expenses Total
member €1192.00 €0.00 €1192.00
samla_purchase €0.00 €-49.85 €-49.85
knoxbox_purchase €0.00 €-169.00 €-169.00
server_disk_purchase €0.00 €-322.29 €-322.29
drinks €192.30 €0.00 €192.30
fob_deposit €18.00 €0.00 €18.00
domains €0.00 €-26.62 €-26.62
web €0.00 €-12.04 €-12.04
fee €0.00 €-30.50 €-30.50
Total 2019-02 €1402.30 €-610.30 €792.00
2019-03 income and expense categories
Category Income Expenses Total
member €1697.00 €0.00 €1697.00
samla_purchase €0.00 €-56.62 €-56.62
fob_return €0.00 €-18.00 €-18.00
feeding_volunteers €0.00 €-41.50 €-41.50
drinks €398.50 €-248.93 €149.57
circuit_breaker_purchase €0.00 €-117.49 €-117.49
web €0.00 €-12.04 €-12.04
fob_deposit €18.00 €0.00 €18.00
rent €0.00 €-3126.96 €-3126.96
fee €0.00 €-10.50 €-10.50
storage_organizers_purchase €0.00 €-58.94 €-58.94
Total 2019-03 €2113.50 €-3690.98 €-1577.48
2019-04 income and expense categories
Category Income Expenses Total
member €1202.00 €0.00 €1202.00
donation €20.00 €0.00 €20.00
fob_return €0.00 €-18.00 €-18.00
drinks €401.00 €-121.25 €279.75
fob_deposit €18.00 €0.00 €18.00
web €0.00 €-12.04 €-12.04
fee €0.00 €-41.76 €-41.76
rent €0.00 €-1563.48 €-1563.48
Total 2019-04 €1641.00 €-1756.53 €-115.53
2019-05 income and expense categories
Category Income Expenses Total
member €2102.00 €0.00 €2102.00
donation €10.00 €0.00 €10.00
drinks €226.50 €-389.84 €-163.34
fob_deposit €18.00 €0.00 €18.00
web €0.00 €-12.04 €-12.04
fee €0.00 €-10.50 €-10.50
Total 2019-05 €2356.50 €-412.38 €1944.12
2019-06 income and expense categories
Category Income Expenses Total
member €1362.00 €0.00 €1362.00
drinks €102.79 €-102.39 €0.40
fob_deposit €36.00 €0.00 €36.00
web €0.00 €-12.04 €-12.04
fee €0.00 €-10.50 €-10.50
Total 2019-06 €1500.79 €-124.93 €1375.86
2019-07 income and expense categories
Category Income Expenses Total
member €1349.00 €0.00 €1349.00
donation €40.00 €0.00 €40.00
drinks €287.40 €-294.08 €-6.68
new_fob_purchase €0.00 €-217.80 €-217.80
fob_deposit €36.00 €0.00 €36.00
rent €0.00 €-3189.64 €-3189.64
fee €0.00 €-42.65 €-42.65
web €0.00 €-12.04 €-12.04
Total 2019-07 €1712.40 €-3756.21 €-2043.81
2019-08 income and expense categories
Category Income Expenses Total
member €1182.00 €0.00 €1182.00
drinks €40.00 €-15.00 €25.00
fob_deposit €18.00 €0.00 €18.00
web €0.00 €-12.04 €-12.04
fee €0.00 €-10.50 €-10.50
Total 2019-08 €1240.00 €-37.54 €1202.46
2019-09 income and expense categories
Category Income Expenses Total
member €1221.00 €0.00 €1221.00
donation €100.00 €0.00 €100.00
drinks €254.95 €-285.39 €-30.44
domains €0.00 €-18.13 €-18.13
web €0.00 €-12.04 €-12.04
fee €0.00 €-50.50 €-50.50
rent €0.00 €-3189.64 €-3189.64
Total 2019-09 €1575.95 €-3555.70 €-1979.75
2019-10 income and expense categories
Category Income Expenses Total
member €1110.01 €0.00 €1110.01
drinks €103.00 €-390.32 €-287.32
income_3dprinter €155.00 €0.00 €155.00
web €0.00 €-12.04 €-12.04
fee €0.00 €-41.36 €-41.36
Total 2019-10 €1368.01 €-443.72 €924.29
2019-11 income and expense categories
Category Income Expenses Total
member €1205.01 €0.00 €1205.01
rent €0.00 €-1594.82 €-1594.82
ecotools_purchase €0.00 €-7.32 €-7.32
prop_sales €100.00 €0.00 €100.00
drinks €198.65 €-57.90 €140.75
fob_deposit €18.00 €0.00 €18.00
income_3dprinter €150.00 €0.00 €150.00
squares_purchase €0.00 €-22.62 €-22.62
web €0.00 €-12.04 €-12.04
fee €0.00 €-10.50 €-10.50
rulers_purchase €0.00 €-7.59 €-7.59
Total 2019-11 €1671.66 €-1712.79 €-41.13
2019-12 income and expense categories
Category Income Expenses Total
member €1209.96 €0.00 €1209.96
service_costs_returned €1601.12 €0.00 €1601.12
drinks €120.65 €-24.00 €96.65
income_3dprinter €35.00 €0.00 €35.00
web €0.00 €-12.04 €-12.04
fee €0.00 €-10.50 €-10.50
rent €0.00 €-1594.82 €-1594.82
Total 2019-12 €2966.73 €-1641.36 €1325.37