[Eg-oversight-board] 2016 Evergreen Conference Budget
Andrea Buntz Neiman
aneiman at kent.lib.md.us
Wed Mar 9 12:48:12 EST 2016
Yes
----- Original Message -----
From: Tim Spindler <tjspindler at gmail.com>
To: Grace Dunbar <gdunbar at esilibrary.com>
Cc: Oversight Board <eg-oversight-board at list.evergreen-ils.org>
Sent: Wed, 09 Mar 2016 11:57:27 -0500 (EST)
Subject: Re: [Eg-oversight-board] 2016 Evergreen Conference Budget
I vote yes.
Tim
On Wed, Mar 9, 2016 at 11:52 AM, Grace Dunbar <gdunbar at esilibrary.com>
wrote:
> 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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>>>
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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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>
>
--
Tim Spindler
tjspindler at gmail.com
*P** Go Green - **Save a tree! Please don't print this e-mail unless it's
really necessary.*
--
Andrea Buntz Neiman, MLS
Librarian II, Public Services
Kent County Public Library
408 High Street
Chestertown MD 21620
410-778-3636 x2115
www.kentcountylibrary.org
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