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

[Chauncey Montgomery]

I'll second.
CM

On 03/08/2016 02:00 PM, Chris Sharp wrote:
> 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.
>>
>>
>
>
>
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