[Eg-oversight-board] Conference budget
Ben Hyman
ben.hyman at bc.libraries.coop
Thu Nov 6 14:13:15 EST 2014
+1
On Nov 6, 2014, at 11:08 AM, Chauncey Montgomery <montgoc1 at oplin.org> wrote:
> 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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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
You have received this e-mail message from the BC Libraries Cooperative. This message is intended only for the use of the individual or entity to which it is addressed, and may contain information that is privileged, confidential and exempt from disclosure under applicable law. Any other distribution, copying or disclosure is strictly prohibited. If you have received this message in error, please notify us immediately by telephone at 1-855-383-5761 and reply to the sender via e-mail, confirming deletion of the original e-mail and any attachment(s).
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