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

[Grace Dunbar]

Let's hold off for just a day, please?
I've thought of a few line item expenses that I don't see reflected in
Tanya's budget and I want to give her a chance to add them so we can
approve the final FINAL budget (hopefully).
Sorry - my fault for throwing the wrench in the works!
Grace

On Tue, Mar 8, 2016 at 2:32 PM, Chauncey Montgomery <chauncey at yourcl.org>
wrote:

> 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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-- 
Grace Dunbar, Vice President
Equinox - Open Your Library
gdunbar at esilibrary.com
1-877-OPEN-ILS  |  www.esilibrary.com
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