[Eg-oversight-board] Revised conference budget

[Grace Dunbar]

I second Kathy's motion to accept the proposed budget revision with her
proposed change to modify registration fees to be set at $200 (early bird)
and $250 (regular).

Grace

On Fri, Dec 19, 2014 at 2:04 PM, Kathy Lussier <klussier at masslnc.org> wrote:
>
>  Hi all,
>
> I did some squashing of numbers and found that if we lower the conference
> fees to 200 and 250, we show a projected net income of $6,410. Even if
> registration goes down to 160, there's projected income of $3,608. My
> preference is to lower the registration fee in the interest of making the
> conference a bit more affordable period, especially seeing as we most
> likely will have a shortened early bird period.
>
> I'll make a motion to accept the proposed budget revision with the
> following change: a modified registration fees  set at $200 (early bird)
> and $250 (regular).
>
> Kathy
>
> Kathy Lussier
> Project Coordinator
> Massachusetts Library Network Cooperative(508) 343-0128klussier at masslnc.org
> Twitter: http://www.twitter.com/kmlussier
> #evergreen IRC: kmlussier
>
> On 12/19/2014 12:21 PM, Buzzy Nielsen wrote:
>
> Hi everyone,
>
> I apologize that I missed yesterday's meeting. Kathy let me know that the
> EOB has a traditional policy of wanting to approve conference budget
> expenditures if they exceed 10% of the approved budget cost. As it turns
> out, the room rental fees are higher than expected, currently at about
> $4,250. Negotiating with this hotel has been different than in previous
> years, as they're not as used to hosting conference as most of the other
> venues that have hosted the conference in the past. We anticipate having a
> contract done sometime next week.
>
> In light of this, and now being aware of the the policy on budget
> overruns, I wanted to present a slightly revised budget. The idea behind
> these revisions is to take away some of the elements that have made
> previous conference budgets somewhat stressful, namely the food & beverage
> minimum. I'm much more comfortable increasing some of the fixed fees (space
> rental) so that we're not going to have to stress about hitting particular
> attendance or buy food that's more expensive or plentiful than we need.
> This is not, of course, to say that we don't still want to have lots of
> attendees! However, we'll be on safer financial footing by making the
> budget less dependent on changing variables.
>
> All of the revisions are under the expenditure lines. They are as follows:
>
>    - Increasing budgeted facilities fees to $10,000, from $3,500. This
>    should cover all contingencies, including rental fees and other
>    facility-related costs. I don't anticipate the line item actually being
>    nearly this high.
>    - Eliminating the sit-down lunch and instead offering boxed lunches as
>    an option. The venue would prefer that we have a sit-down lunch, but we
>    would prefer not. To satisfy the hotel, we have agreed to offer boxed
>    lunches from the hotel as a registration option. Therefore, there is still
>    some money for lunches. These boxed lunches would go toward our food &
>    beverage minimum with the venue.
>    - Eliminating the Internet line item of $8,000. Recent upgrades to the
>    venue's network make this line item unnecessary. The venue has a connection
>    of 100mbps download & 25mbps upload, with backup capacity of equivalent
>    bandwidth.
>    - Increasing equipment rental from $3,000 to $4,000, to provide more
>    of a buffer.
>    - Rounding up the three finance fees. In the approved budget, those
>    numbers were calculated by formula based on the relevant revenues or
>    expenditures. I rounded up these numbers to ensure compliance with EOB
>    policy.
>
>
> Given these revisions, the net profit from the conference is anticipated
> to be $8,200, $3,000 higher than I previously budgeted. I would appreciate
> the Board's insights into whether to decrease the registration fees in
> light of this. As more of a numbers person, I somewhat prefer to leave the
> fee as-is. However, I'm not sure whether the Board has viewed the
> conference as a small revenue source to support other Evergreen activities.
> The registration fee could probably safely be lowered to $200 and $250 for
> early and regular registration. Keeping the registration fee as-is,
> however, would help if other sponsorship or exhibits revenue do not come in
> as anticipated.
>
> I'll be traveling today (Friday), but please feel free to ask me
> questions. I can be reached via mobile at 971-270-0527.
>
> Cheers!
> Buzzy Nielsen
>
> ************************************
> Library Director
> Hood River County Library District
> 502 State Street
> Hood River, Oregon 97031
> 541-387-7062
> http://hoodriverlibrary.org
>
>
>
>
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-- 
Grace Dunbar, Vice President
Equinox Software, Inc.  -  The Open Source Experts
gdunbar at esilibrary.com
1-877-OPEN-ILS    www.esilibrary.com
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