[Eg-oversight-board] Conference budget EG2016

Thu Nov 19 13:25:10 EST 2015

I will not be able to attend the meeting today, but if there is a vote on
the budget, I want to add my +1 for it.

On Wed, Nov 18, 2015 at 9:42 AM, Kathy Lussier <klussier at masslnc.org> wrote:

> Hi all,
>
> I'm adding a perspective as a past conference co-chair:
>
> I don't know if the Board every clarified if the 10% increase was at the
> lineitem or total expenses level. However, looking back on previous
> conferences, I think the practice has been to go back to the board when
> when the increase was in one specific area of the budget.
>
> IOW, I wouldn't look for approval on a revised budget if my reception
> costs increased while I also lowered my breakfast costs, leading to an
> overall food & beverage increase of less than 10%. But if my total food &
> beverage increased by more than 10%, then I would bring the budget back to
> the Board.
>
> I think it strikes a nice middle ground. By requiring approval for
> increases at the lineitem level, you run the risk of micromanaging the
> conference. By only looking at the total costs, you could run into a
> situation where the conference team arbitrarily decides it's unnecessary to
> provide wireless access to attendees because they want to put on a better
> reception. I don't think the latter will happen, but I think you would want
> to make sure there is Board involvement in any decision to unfund something
> that has traditionally been funded.
>
> Kathy
>
>
> On 11/18/2015 09:28 AM, Andrea Buntz Neiman wrote:
>
>> Hi all,
>>
>> My understanding is the same as Yamil's on this.
>>
>> "See" you tomorrow.
>>
>> A.
>>
>>
>> Andrea Buntz Neiman, MLS
>> Librarian II, Public Services
>> Kent County Public Library
>> 408 High Street
>> Chestertown, MD 21620
>> 410-778-3636 x2115
>> www.kentcountylibrary.org
>>
>> On 11/17/2015 4:58 PM, Yamil Suarez wrote:
>>
>>> Hello,
>>>
>>> As far as I recall, the 10% change threshold is for the total budget
>>> and not for a single conference budget line item.
>>>
>>> Yamil
>>>
>>>
>>>
>>>
>>>
>>>
>>> On Tue, Nov 17, 2015 at 4:04 PM, Ben Shum <bshum at biblio.org> wrote:
>>>
>>>> To clarify what I wrote actually, when I went with the 10% changes, I
>>>> wasn't sure if we were investigating lineitem specific data, or
>>>> looking at totals.  If we're looking at the grand totals, then it has
>>>> not moved enough all together to force a 10% change up or down on
>>>> either side.  But if we look at specific subitems, that's where I can
>>>> see AV cost has gone up, etc.
>>>>
>>>> Perhaps it would be good to spend a few minutes during our Thursday
>>>> meeting to clarify board procedures regarding this type of work and
>>>> make sure we have a clearly stated intent for future conference
>>>> planners.
>>>>
>>>> -- Ben
>>>>
>>>> On Tue, Nov 17, 2015 at 3:58 PM, Ben Shum <bshum at biblio.org> wrote:
>>>>
>>>>> Hi Grace,
>>>>>
>>>>> Thanks for passing on this update!  We look forward to discussing it
>>>>> at this Thursday's board meeting (set for 2 pm Eastern, November 19,
>>>>> 2015).
>>>>>
>>>>> Based on my recollection for board procedures regarding conference
>>>>> budget, quoting from the wiki "The hosting site should also seek
>>>>> approval from the EOB for any budget changes that increase an expense
>>>>> by at least 10% and decrease income by at least 10%."
>>>>> (http://wiki.evergreen-ils.org/doku.php?id=eg09:conference_nominations)
>>>>>
>>>>>
>>>>> In reviewing the attached spreadsheet vs. the one sent out on June
>>>>> 2015 (
>>>>> http://list.evergreen-ils.org/pipermail/eg-oversight-board/2015-June/001074.html
>>>>> )
>>>>> which was the last one I could find... the only major areas of change
>>>>> that fit the parameters set above would be the increase in total AV &
>>>>> Service line and the addition of the EventBrite Registration fee.
>>>>> Otherwise, it appears all other changes fall outside those parameters
>>>>> (and there's better projected income and less expense elsewhere
>>>>> anyways).
>>>>>
>>>>> I agree with your comment that proceeding with EventBrite is simpler
>>>>> and am glad that the conference organizers have things so well in
>>>>> hand.
>>>>>
>>>>> Thank you again for this update and I look forward to receiving
>>>>> further feedback from other board members.
>>>>>
>>>>> -- Ben
>>>>>
>>>>> On Tue, Nov 17, 2015 at 3:05 PM, Grace Dunbar <gdunbar at esilibrary.com>
>>>>> wrote:
>>>>>
>>>>>> Hi everyone,
>>>>>> As the head of the EOB Conference Committee I've been working with
>>>>>> Tanya on
>>>>>> the details for the Evergreen 2016 Conference.  I'm pleased to say
>>>>>> that they
>>>>>> have things well in hand and are doing a great job.  They have
>>>>>> already begun
>>>>>> contacting sponsors and the call for proposals has been out for a
>>>>>> while now.
>>>>>> Registration is going up this week on Eventbrite; however, since the
>>>>>> SFC
>>>>>> could not guarantee us a reduced/free rate, the decision was made to
>>>>>> just
>>>>>> pay for the service.  I agreed with the decision as I certainly
>>>>>> didn't want
>>>>>> us to get into the same situation as we were last year with the last
>>>>>> minute
>>>>>> uncertainty.  There have been some changes to the budget over the
>>>>>> past few
>>>>>> months that have accumulated to a 10% change in the budget which
>>>>>> necessitates EOB approval.
>>>>>>
>>>>>> Please find the revised budget attached.
>>>>>>
>>>>>> Tanya or a representative from NC will be at the EOB meeting this
>>>>>> Thursday
>>>>>> to answer questions. Unfortunately, I will not be at the meeting as
>>>>>> I'm out
>>>>>> of the office that day.
>>>>>>
>>>>>> All in all, I'm exceedingly pleased with how the conference is going
>>>>>> and I'm
>>>>>> confident that it will be a success.
>>>>>>
>>>>>> Cheers!
>>>>>> Grace
>>>>>>
>>>>>> --
>>>>>> Grace Dunbar, Vice President
>>>>>> Equinox Software, Inc.  -  The Open Source Experts
>>>>>> gdunbar at esilibrary.com
>>>>>> 1-877-OPEN-ILS    www.esilibrary.com
>>>>>>
>>>>>> _______________________________________________
>>>>>> eg-oversight-board mailing list
>>>>>> eg-oversight-board at list.evergreen-ils.org
>>>>>>
>>>>>> http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/eg-oversight-board
>>>>>>
>>>>>>
>>>>>
>>>>> --
>>>>> Benjamin Shum
>>>>> Evergreen Systems Manager
>>>>> Bibliomation, Inc.
>>>>> 24 Wooster Ave.
>>>>> Waterbury, CT 06708
>>>>> 203-577-4070, ext. 113
>>>>>
>>>>
>>>>
>>>> --
>>>> Benjamin Shum
>>>> Evergreen Systems Manager
>>>> Bibliomation, Inc.
>>>> 24 Wooster Ave.
>>>> Waterbury, CT 06708
>>>> 203-577-4070, ext. 113
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>>>>
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>>>>
>>>
>>>
>>>
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>
> --
> Kathy Lussier
> Project Coordinator
> Massachusetts Library Network Cooperative
> (508) 343-0128
> klussier at masslnc.org
> Twitter: http://www.twitter.com/kmlussier
>
>
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