[Eg-oversight-board] 2016 Evergreen Conference Budget
Chauncey Montgomery
chauncey at yourcl.org
Wed Mar 9 11:29:52 EST 2016
Second.
CM
On 03/09/2016 11:14 AM, Grace Dunbar wrote:
> 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 <mailto: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
> <mailto:gdunbar at esilibrary.com>]
> *Sent:* Tuesday, March 08, 2016 2:22 PM
> *To:* Prokrym, Tatiana H <tanya.prokrym at ncdcr.gov
> <mailto:tanya.prokrym at ncdcr.gov>>
> *Cc:* csharp at georgialibraries.org
> <mailto:csharp at georgialibraries.org>; Chauncey Montgomery
> <chauncey at yourcl.org <mailto:chauncey at yourcl.org>>;
> tony at sfconservancy.org <mailto:tony at sfconservancy.org>;
> evergreen-2016 at sfconservancy.org
> <mailto: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 <mailto:tanya.prokrym at ncdcr.gov>> wrote:____
>
> Hi everyone,____
>
> ____
>
> I have attached the latest budget spreadsheet as of today, March
> 3^rd . 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 <tel:919%20807%207424> office____
>
> 919 733 8748 <tel:919%20733%208748> 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./____
>
> ____
>
>
>
> ____
>
> __ __
>
> -- ____
>
> Grace Dunbar, Vice President
> Equinox - Open Your Library
> gdunbar at esilibrary.com <mailto:gdunbar at esilibrary.com>
> 1-877-OPEN-ILS | www.esilibrary.com <http://www.esilibrary.com>____
>
>
>
>
> --
> Grace Dunbar, Vice President
> Equinox - Open Your Library
> gdunbar at esilibrary.com <mailto:gdunbar at esilibrary.com>
> 1-877-OPEN-ILS | www.esilibrary.com <http://www.esilibrary.com>
>
>
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