[Eg-oversight-board] Conference budget

Thu Nov 6 14:06:41 EST 2014

I will second it.

On Thu, Nov 6, 2014 at 1:13 PM, Kathy Lussier <klussier at masslnc.org> wrote:

>  Thank you for all of your work on this budget Buzzy and for addressing
> our questions and comments!
>
> I would like to make a motion to approve the Evergreen 2015 Conference
> budget as presented.
>
> 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 11/6/2014 12:56 PM, Buzzy Nielsen wrote:
>
> Kathy, Tony from the Conservancy, and I chatted today to address some of
> your further questions and concerns. Here's a final version of the budget.
>
> Cheers!
> Buzzy
>
> ************************************
> Library Director
> Hood River County Library District
> 502 State Street
> Hood River, Oregon 97031
> 541-387-7062
> http://hoodriverlibrary.org
>
>  On 11/04/2014 01:23 PM, Buzzy Nielsen wrote:
>
> I'm sorry, I sent two different versions of the budget in my last message.
> These are correct.
>
> Cheers!
> Buzzy
>
> ************************************
> Library Director
> Hood River County Library District
> 502 State Street
> Hood River, Oregon 97031
> 541-387-7062
> http://hoodriverlibrary.org
>
>  On 11/04/2014 09:37 AM, Buzzy Nielsen wrote:
>
> Hi everyone,
>
> In regards to your questions:
>
>
>    1. Thanks for catching the error in the recording calculation. I've
>    corrected it in the attached document.
>    2. The hotel doesn't have a minimum amount to spend on meals, but
>    they're pretty insistent on having a lunch. The food costs are directly
>    calculated based on attendance, so it may be higher or lower. This seems
>    like it would be a good point to bring the SFC into the discussion with the
>    hotel.
>    3. I believe that the equipment rental and technology costs will be
>    lower than expected, so I've adjusted those line items accordingly. I've
>    also slightly adjusted the registration fees.
>
>
> New budget attached.
>
> Cheers!
> Buzzy
>
> ************************************
> Library Director
> Hood River County Library District
> 502 State Street
> Hood River, Oregon 97031
> 541-387-7062
> http://hoodriverlibrary.org
>
>  On 11/03/2014 01:55 PM, Grace Dunbar wrote:
>
> Hi Buzzy,
> Thanks for sending this along.  Overall it looks pretty good, I can't see
> anything big that you might have missed.
> Like Kathy, though, I noticed that the recording fee calculation looks to
> be off by about $2,500 depending on what is meant by "quantity".
>
>  I'm also curious what the food and beverage minimum is for the venue and
> what the reasoning is for the Friday lunch.  Is it lack of restaurants or
> trouble meeting the food/beverage minimum?  Do you mind sharing what the
> food and beverage minimum is?
>
>  I am concerned that there's a thin margin in the budget.  If you get a
> few less sponsorships or registrations than you expect then you will be in
> the red.  I'd like to see the conference aim for a $5,000-ish profit from
> the conference so that in the event of lower turnout or poor sponsorship
> you'd be looking at a break-even instead of a loss.
>
>  Thanks!
> Grace
>
>
>
>
> On Fri, Oct 31, 2014 at 6:16 PM, Ben Hyman <ben.hyman at bc.libraries.coop>
> wrote:
>
>> A belated thanks to Buzzy for pulling the preliminary budget together.
>> Looking good so far - will watch for responses to Kathy's questions.
>>
>> Cheers
>> Ben
>>  On Oct 30, 2014, at 10:46 AM, Kathy Lussier <klussier at masslnc.org>
>> wrote:
>>
>> > Hi all,
>> >
>> > Thanks you for sending the proposed budget along Buzzy! All, it would
>> be great if we could have an e-mail vote on the budget soon so that the SFC
>> folks can begin finishing up the contract details for the venue.
>> >
>> > I do have a couple of questions about the budget.
>> >
>> > In the interest of cutting down costs, particularly when it comes to
>> the high food costs we see at these conferences, I noticed you added a
>> lunch to the budget for the 2015 conference. We did have a sponsored lunch
>> at the 2013 conference in Vancouver, but, otherwise, it isn't something
>> that has been provided at past conferences. Amy and I considered adding one
>> when we were considering a venue that wasn't close to many restaurants, but
>> we luckily ended up at a venue where lunch options were numerous. Are you
>> adding it to the conference because you're in a similar situation where it
>> will be difficult for people to find lunch in a timely manner? If so, I
>> would recommend adding it as another sponsorship opportunity to help defray
>> costs.  You could look at the Vancouver conference's page to get a sense of
>> how much to charge for this sponsorship opportunity -
>> http://eg2013.sitka.bclibraries.ca/sponsors/index.html. It definitely
>> should be higher than a breakfast sponsorship.
>> >
>> > Do you expect to have a food & beverage minimum in the contract with
>> the venue? I ask just to see if there is a potential for those food costs
>> to go down if registration ends up being lower than expected. Just to add a
>> data point for the rest of the Board, the registration numbers we saw last
>> year were 189 total registrations,  about 30 of which were one-day
>> registrations for local library staff who couldn't attend the entire
>> three-day conference. When our numbers came in lower than expected, it was
>> difficult to adjust the cost side of the budget because of our food &
>> beverage minimum.
>> >
>> > The calculation for the recording fee appears to be off. I see $500
>> (per day?, per session?) with a quantity of eight, but the total is $1,500.
>> >
>> > Thanks!
>> > 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 10/27/2014 11:21 PM, Buzzy Nielsen wrote:
>> >> Hi everyone,
>> >>
>> >> Attached is a draft conference budget (in Excel and OpenDocument
>> formats)for your review and approval. I have tried to keep the registration
>> fees down. I've also tried to underestimate revenue while overestimating
>> costs to help ensure that we do not have overruns.
>> >>
>> >> I'm happy to answer any questions that you have.
>> >>
>> >> 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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>>  Ben Hyman
>> Executive Director | BC Libraries Cooperative
>> ben.hyman at bc.libraries.coop | 1.855.383.5761 ext 1001 | cell:
>> 250.889.2738
>> bc.libraries.coop | Twitter: @BCLibrariesCoop
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> Equinox Software, Inc.  -  The Open Source Experts
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