[Eg-oversight-board] 2016 Evergreen Conference Budget

[Grace Dunbar]

Hi all,
Attached is the latest revised budget for the 2016 conference.  Sorry to
put the brakes on the last vote.
I move we accept the revision attached and call for an email vote once the
motion is seconded.
Thanks!
Grace

On Tue, Mar 8, 2016 at 3:59 PM, Prokrym, Tatiana H <tanya.prokrym at ncdcr.gov>
wrote:

> Hi Grace,
>
>
>
> All of the supplies are coming out of my budget.  I incorporated the
> supplies into my existing NC Cardinal line items as they are really
> extensions of what I already pay for; I just added a little bit more to my
> encumbrances for the conference.  So there would be no line item for
> posters, program brochures, name tags, badges, etc.  Because we have to use
> our Corrections Dept, this was the only way to really handle supplies for
> us.  If needed, I can print out my supply budget as an fyi to the
> committee.
>
>
>
> So in terms of line items we really only have the ones that were in the
> March 3 budget.  See below.
>
>
>
> Catering (from the Sheraton Hotel) (all inclusive: breaks, breakfast,
> reception)
>
> Band
>
> Audio-visual equipment (includes wireless fees; from the Sheraton)
>
> Attrition
>
> EventBrite fees
>
> Software Conservancy fees
>
>
>
> The keynote speaker waived his speaker fee.  And in terms of A/V, I have a
> breakdown by room that the Sheraton is currently reviewing.  They stated
> that the A/V bill would be one lump sum.  I can check again if needed.  I
> think this basically boils down to 3 major bills, food, band and a/v.
>
>
>
> Thanks!
>
> Tanya
>
>
>
> *From:* Grace Dunbar [mailto:gdunbar at esilibrary.com]
> *Sent:* Tuesday, March 08, 2016 2:22 PM
> *To:* Prokrym, Tatiana H <tanya.prokrym at ncdcr.gov>
> *Cc:* csharp at georgialibraries.org; Chauncey Montgomery <
> chauncey at yourcl.org>; tony at sfconservancy.org;
> evergreen-2016 at sfconservancy.org
> *Subject:* Re: 2016 Evergreen Conference Budget
>
>
>
> Hi Tanya,
>
> Since the EOB is going to try to do an email vote approval of this so
> Bradley can start paying the bills I'd like to make sure we have every
> payable on here so we don't have to waste your time doing this again.
>
>
>
> Are there any other costs you can think of that you need a line item for?
>
>
>
> I'm thinking you might need one for the badge holders.
>
> What about signage printing?
>
> Ribbons?
>
> Maybe just a line item for "registration accessories & signage" that will
> cover all of the above?  $750?
>
>
>
> Thanks in advance!
>
> Grace
>
>
>
>
>
> On Thu, Mar 3, 2016 at 9:14 PM, Prokrym, Tatiana H <
> tanya.prokrym at ncdcr.gov> wrote:
>
> 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
>
>
>
> State Library of North Carolina
> 4640 Mail Service Center
> Raleigh, NC 27699-4640
>
> [image: NC compares 2]          [image: nccardinal]
>
> *Email correspondence to and from this address is subject to the*
>
> *North Carolina Public Records Law and may be disclosed to third parties.*
>
>
>
>
>
>
>
> --
>
> Grace Dunbar, Vice President
> Equinox - Open Your Library
> gdunbar at esilibrary.com
> 1-877-OPEN-ILS  |  www.esilibrary.com
>



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