[Eg-oversight-board] 2016 Evergreen Conference Budget
Grace Dunbar
gdunbar at esilibrary.com
Wed Mar 9 11:52:10 EST 2016
I vote yes to accepting the revised budget.
-grace
On Wed, Mar 9, 2016 at 11:29 AM, Chauncey Montgomery <chauncey at yourcl.org>
wrote:
> 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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--
Grace Dunbar, Vice President
Equinox - Open Your Library
gdunbar at esilibrary.com
1-877-OPEN-ILS | www.esilibrary.com
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