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

[Chris Sharp]

No problem, Grace.

Thanks for continuing to wrangle the details.

----- Original Message -----
> From: "Grace Dunbar" <gdunbar at esilibrary.com>
> To: "Chauncey Montgomery" <chauncey at yourcl.org>
> Cc: "Oversight Board" <eg-oversight-board at list.evergreen-ils.org>
> Sent: Tuesday, March 8, 2016 3:02:41 PM
> Subject: Re: [Eg-oversight-board] Fwd: 2016 Evergreen Conference Budget
> 
> 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
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> 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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-- 
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/