[Eg-oversight-board] Revised conference budget

[Sharp, Chris]

+1

----- Original Message -----
> From: "Grace Dunbar" <gdunbar at esilibrary.com>
> To: "Kathy Lussier" <klussier at masslnc.org>
> Cc: "Oversight Board" <eg-oversight-board at list.evergreen-ils.org>
> Sent: Friday, December 19, 2014 2:39:22 PM
> Subject: Re: [Eg-oversight-board] Revised conference budget
> 
> 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) 343-0128 klussier 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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-- 
Chris Sharp
PINES System Administrator
Georgia Public Library Service
1800 Century Place, Suite 150
Atlanta, Georgia 30345
(404) 235-7147
csharp at georgialibraries.org
http://pines.georgialibraries.org/