[Board] ALA Annual and line items

[Galen Charlton]

Hi,

On Fri, Jun 7, 2019 at 2:05 PM <rogan.hamby at gmail.com> wrote:

> I sent this the other day but I didn't see it go through so if it is a
> duplication, I apologize.  I have a bit more this time anyway.  As many of
> you probably know the Outreach Committee is organizing a panel discussion
> event at ALA annual.  We have an existing budget for AV needs but have
> discovered that the vendor does not invoice but will take a credit card.
> In the past we have done this as individuals and gotten reimbursed.  At
> this point in time how do we want to handle this?
>

To get everybody on the same page, as treasurer I authorized having the
expense be put on a MOBIUS credit card, which the Evergreen Project will
reimburse along with other amounts owed to MOBIUS.


> Also, we have an existing budget that we have used and occasionally need
> to change line items on.  For example, a room cost goes up by $20 while AV
> goes down by $20 so we have to shift things around.  ALA in particular is a
> source of new discovery each year as we work with the local AV folks.  In
> the past we have asked for approval for each of these moves but with time
> sometimes very short that can lead to complications.  As long as we stay
> within the existing purposes of the budget and total amounts is there an
> issue with us making small line item changes?  These would be reported in
> any given month's relevant report of course.
>

I think the general policy question should be put on the agenda for the
next Board meeting. While I don't think it's good idea to require that the
Board review every single adjustment adjustment for an activity for which
an expenditure has been authorized by the Board, there could also be
scenarios where the Board might prefer to cut our losses in the face of an
unanticipated expenditure. There's also a broader question of how we want
to manage budgeting in general, e.g., to distinguish between allocating $X
amount a year for the Outreach Committee to spend as it sees fits vs. the
Board authorizing specific projects.

Regards,

Galen
-- 
Galen Charlton
Implementation and Services Manager
Equinox Open Library Initiative
phone:  1-877-OPEN-ILS (673-6457)
email:  gmc at equinoxInitiative.org
web:  https://equinoxInitiative.org
direct: +1 770-709-5581
cell:   +1 404-984-4366
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