[Eg-oversight-board] Fwd: 2016 Evergreen Conference Budget

[Chris Sharp]

Hello, EOB Members,

Bradley Kuhn at the Software Freedom Conservancy has indicated that the attached conference budget needs explicit EOB approval before the Conservancy can expend funds on the project's behalf.  I move that we accept the attached budget.  We'll need a second, any discussion, and a vote.  This is time sensitive, so I think we need to act on this before next week's scheduled meeting.

Thanks,

Chris

----- Forwarded Message -----
> From: "Tatiana H Prokrym" <tanya.prokrym at ncdcr.gov>
> To: "Grace Dunbar (gdunbar at esilibrary.com)" <gdunbar at esilibrary.com>, csharp at georgialibraries.org, "Chauncey
> Montgomery" <chauncey at yourcl.org>, tony at sfconservancy.org
> Cc: evergreen-2016 at sfconservancy.org
> Sent: Thursday, March 3, 2016 9:14:25 PM
> Subject: 2016 Evergreen Conference Budget
> 
> Hi everyone,
> 
> I have attached the latest budget spreadsheet as of today, March 3rd.  The
> spreadsheet includes the estimated budget (first tab) and the actual
> receivables to date (second tab).  I've reviewed the numbers several times
> so I think it is accurate.  It looks like we have an excess amount of
> $2501.42 of actual receivables over estimated payables.
> 
> Points of note:
> 
> 
> 1.    The excess is due in part to the increase in registration numbers. The
> pre-conference registration numbers have greatly exceeded expectations.
> 
> 2.    The number of exhibitors also exceeded expectations.
> 
> The reduction in the estimated A/V payable amount is another large change
> from the estimated budget.  There is more than a 10% change in the A/V
> payables budget.  There are two reasons for the lower A/V costs:
> 
> 
> 1.    The State Library laptops became available for use during the
> conference.  Someone else had them reserved but we managed to obtain them
> for the conference.  I was able to remove laptop rental.  This action
> resulted in a significant reduction of costs - laptop rental ($200 per
> laptop per 4 days per 3 rooms).
> 
> 2.    Originally, I added sales tax to the AV estimated costs, and then added
> the Sheraton's service multiplier on top of those costs.  This resulted in
> double-taxation.  The reduction in cost by removing the 6.5% tax rate I
> applied wasn't that much but it did reduce the overall cost a little bit.
> 
> 
> In addition, Nicole and Susan have created a catering budget which I can
> easily send to you. Nicole and Susan have selected the menu if you would
> like to see what they have planned.  Their budget is just barely over the
> $35,000.
> 
> 
> Also Greg Sloan, the Sheraton AV Manager, is currently reviewing the rest of
> the AV estimated costs.  He thinks he can save us more money.  Greg will be
> emailing us recommendations and I will pass them on.  He also stated that he
> would send a better quotation on a/v recording. The BC Cooperative sponsored
> one day of A/V recording.  That might be a place to put some of the excess
> dollars.  I don't know the protocol for this.
> 
> Happy reading!
> 
> Tanya
> ________________________________________________
> Tanya Prokrym - NC Cardinal Program Director
> North Carolina Department of Natural and Cultural Resources
> 
> 919 807 7424  office
> 919 733 8748  fax
> tanya.prokrym at ncdcr.gov<mailto:tanya.prokrym at ncdcr.gov>
> 
> State Library of North Carolina
> 4640 Mail Service Center
> Raleigh, NC 27699-4640
> [NC compares 2]          [nccardinal]
> Email correspondence to and from this address is subject to the
> North Carolina Public Records Law and may be disclosed to third parties.
> 
> 

-- 
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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