[Eg-oversight-board] Conference budget
Chauncey Montgomery
montgoc1 at oplin.org
Thu Nov 6 14:08:58 EST 2014
I vote yes.
CM
On 11/06/2014 02:06 PM, Rogan Hamby wrote:
> I will second it.
>
> On Thu, Nov 6, 2014 at 1:13 PM, Kathy Lussier <klussier at masslnc.org
> <mailto: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) 343-0128 <tel:%28508%29%20343-0128>
> klussier at masslnc.org <mailto:klussier at masslnc.org>
> Twitter:http://www.twitter.com/kmlussier
> #evergreen IRC: kmlussier
>
> On 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 <tel: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 <tel: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 <tel: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
>>>>> <mailto: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 <mailto: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 <tel:%28508%29%20343-0128>
>>>>> >
>>>>> > klussier at masslnc.org <mailto: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 <tel:541-387-7062>
>>>>> >> http://hoodriverlibrary.org
>>>>> >>
>>>>> >>
>>>>> >>
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>>>>>
>>>>> Ben Hyman
>>>>> Executive Director | BC Libraries Cooperative
>>>>> ben.hyman at bc.libraries.coop
>>>>> <mailto:ben.hyman at bc.libraries.coop> | 1.855.383.5761 ext
>>>>> 1001 <tel:1.855.383.5761%20ext%201001> | cell: 250.889.2738
>>>>> <tel:250.889.2738>
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>>>>> @BCLibrariesCoop
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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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