[Eg-oversight-board] Conference budget

Thu Nov 6 15:47:37 EST 2014

+1

Grace

On Thu, Nov 6, 2014 at 3:47 PM, Yamil Suarez <ysuarez at berklee.edu> wrote:

> +1
>
> 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) 343-0128
> > 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
> > 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:
> >
> > Thanks for catching the error in the recording calculation. I've
> corrected
> > it in the attached document.
> > 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.
> > 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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> >> >>
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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
> >>
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> >
> >
> >
> >
> > --
> > Grace Dunbar, Vice President
> > Equinox Software, Inc.  -  The Open Source Experts
> > gdunbar at esilibrary.com
> > 1-877-OPEN-ILS    www.esilibrary.com
> >
> >
> >
> >
> >
> >
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> >
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>
>
>
> --
>
>
>
> --------------------------------
>
> Yamil Suarez, MCS
> Library System Administrator/Developer
>
> Stan Getz Library
> Berklee College of Music
> 1140 Boylston St
> Boston, MA 02215
>
> ysuarez at berklee.edu
> 617-747-2617
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-- 
Grace Dunbar, Vice President
Equinox Software, Inc.  -  The Open Source Experts
gdunbar at esilibrary.com
1-877-OPEN-ILS    www.esilibrary.com
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