[Eg-oversight-board] Revised conference budget
Chauncey Montgomery
montgoc1 at oplin.org
Fri Dec 19 14:54:24 EST 2014
+1
On 12/19/2014 02:39 PM, Grace Dunbar wrote:
> 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
> <mailto: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 <tel:%28508%29%20343-0128>
> klussier at masslnc.org <mailto: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
>> <tel:971-270-0527>.
>>
>> Cheers!
>> Buzzy Nielsen
>>
>>
>> ************************************
>> Library Director
>> Hood River County Library District
>> 502 State Street
>> Hood River, Oregon 97031
>> 541-387-7062 <tel: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 <mailto:gdunbar at esilibrary.com>
> 1-877-OPEN-ILS www.esilibrary.com <http://www.esilibrary.com>
>
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