[Eg-oversight-board] Revised conference budget

[Rogan Hamby]

+1

On Friday, December 19, 2014, Grace Dunbar <gdunbar at esilibrary.com> 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
> <javascript:_e(%7B%7D,'cvml','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 <javascript:_e(%7B%7D,'cvml','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
> <javascript:_e(%7B%7D,'cvml','gdunbar at esilibrary.com');>
> 1-877-OPEN-ILS    www.esilibrary.com
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