[Eg-oversight-board] Conference budget
Sharp, Chris
csharp at georgialibraries.org
Thu Nov 6 15:22:49 EST 2014
+1
----- Original Message -----
> From: "Ben Hyman" <ben.hyman at bc.libraries.coop>
> To: "Chauncey Montgomery" <montgoc1 at oplin.org>
> Cc: eg-oversight-board at list.evergreen-ils.org
> Sent: Thursday, November 6, 2014 2:13:15 PM
> Subject: Re: [Eg-oversight-board] Conference budget
>
> +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
> >>>>>> >>
> >>>>>> >>
> >>>>>> >>
> >>>>>> >> _______________________________________________
> >>>>>> >> eg-oversight-board mailing list
> >>>>>> >>
> >>>>>> >> eg-oversight-board at list.evergreen-ils.org
> >>>>>> <mailto:eg-oversight-board at list.evergreen-ils.org>
> >>>>>> >>
> >>>>>> http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/eg-oversight-board
> >>>>>> >
> >>>>>> > _______________________________________________
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> >>>>>> >
> >>>>>> http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/eg-oversight-board
> >>>>>>
> >>>>>> 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>
> >>>>>> bc.libraries.coop <http://bc.libraries.coop> | Twitter:
> >>>>>> @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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> >>
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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
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> disclosure is strictly prohibited. If you have received this message
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> deletion of the original e-mail and any attachment(s).
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--
Chris Sharp
PINES System Administrator
Georgia Public Library Service
1800 Century Place, Suite 150
Atlanta, Georgia 30345
(404) 235-7147
csharp at georgialibraries.org
http://pines.georgialibraries.org/
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