[Eg-oversight-board] Revised conference budget

Andrea Buntz Neiman aneiman at kent.lib.md.us
Fri Dec 19 14:53:32 EST 2014 

I'm marginally wary about the internet, though my back-of the-envelope 
says that we should use at most half that capacity ... wary because I 
know we're all a bunch of internet hogs :)


+1 to the budget as modified, including the lowered registration fees as 
proposed by Kathy.




Andrea Buntz Neiman, MLS
Librarian II, Public Services
Kent County Public Library
408 High Street
Chestertown, MD 21620
410-778-3636 x2115
www.kentcountylibrary.org

On 12/19/2014 2:50 PM, Sharp, Chris wrote:
> +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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