[Eg-oversight-board] 2016 Evergreen Conference Budget
Sharon Herbert
sharon.herbert at bc.libraries.coop
Wed Mar 9 14:49:07 EST 2016
I vote Yes,
Sharon
Quoting Ruth Frasur <rfrasur at gmail.com>:
> Yes
>
> On Wed, Mar 9, 2016 at 1:19 PM, Chauncey Montgomery <chauncey at yourcl.org>
> wrote:
>
>> Yes for me.
>> CM
>>
>> On 03/09/2016 12:58 PM, Yamil Suarez wrote:
>>
>>>
>>> Yes from me.
>>>
>>> Yamil
>>>
>>>
>>>
>>>
>>>
>>>
>>> --------------------------------
>>>
>>> Yamil Suarez, MCS
>>> Library Systems Administrator/Developer
>>>
>>> Stan Getz Library
>>> Berklee College of Music
>>> 1140 Boylston St
>>> Boston, MA 02215
>>>
>>> ysuarez at berklee.edu <mailto:ysuarez at berklee.edu>
>>> 617-747-2617
>>>
>>> On Wed, Mar 9, 2016 at 12:57 PM, Amy Terlaga <terlaga at biblio.org
>>> <mailto:terlaga at biblio.org>> wrote:
>>>
>>> I vote YES to accepting the revised budget.
>>>
>>> Amy
>>>
>>> On Wed, Mar 9, 2016 at 12:48 PM, Andrea Buntz Neiman
>>> <aneiman at kent.lib.md.us <mailto:aneiman at kent.lib.md.us>> wrote:
>>>
>>> Yes
>>>
>>>
>>> ----- Original Message -----
>>> From: Tim Spindler <tjspindler at gmail.com
>>> <mailto:tjspindler at gmail.com>>
>>> To: Grace Dunbar <gdunbar at esilibrary.com
>>> <mailto:gdunbar at esilibrary.com>>
>>> Cc: Oversight Board <eg-oversight-board at list.evergreen-ils.org
>>> <mailto: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 <mailto: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 <mailto: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>
>>> <mailto: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>
>>> >>> <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>
>>> >>> <mailto:tanya.prokrym at ncdcr.gov <mailto:
>>> tanya.prokrym at ncdcr.gov>>>
>>> >>> *Cc:*csharp at georgialibraries.org <mailto:
>>> csharp at georgialibraries.org>
>>> >>> <mailto:csharp at georgialibraries.org
>>> <mailto:csharp at georgialibraries.org>>; Chauncey Montgomery
>>> >>> <chauncey at yourcl.org <mailto:chauncey at yourcl.org>
>>> <mailto:chauncey at yourcl.org <mailto:chauncey at yourcl.org>>>;
>>> >>>tony at sfconservancy.org <mailto:tony at sfconservancy.org>
>>> <mailto:tony at sfconservancy.org <mailto:tony at sfconservancy.org>>;
>>> >>>evergreen-2016 at sfconservancy.org
>>> <mailto:evergreen-2016 at sfconservancy.org>
>>> >>> <mailto: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>
>>> <mailto: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> <tel:919%20807%207424>
>>> office____
>>> >>>
>>> >>>919 733 8748 <tel:919%20733%208748> <tel:919%20733%208748>
>>> fax____
>>> >>>
>>> >>>tanya.prokrym at ncdcr.gov <mailto:tanya.prokrym at ncdcr.gov>
>>> <mailto: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>
>>> <mailto:gdunbar at esilibrary.com <mailto:gdunbar at esilibrary.com>>
>>> >>> 1-877-OPEN-ILS |www.esilibrary.com <
>>> http://www.esilibrary.com>
>>> <http://www.esilibrary.com>____
>>> >>>
>>> >>>
>>> >>>
>>> >>>
>>> >>> --
>>> >>> Grace Dunbar, Vice President
>>> >>> Equinox - Open Your Library
>>> >>>gdunbar at esilibrary.com <mailto:gdunbar at esilibrary.com>
>>> <mailto:gdunbar at esilibrary.com <mailto:gdunbar at esilibrary.com>>
>>> >>> 1-877-OPEN-ILS |www.esilibrary.com <
>>> http://www.esilibrary.com>
>>> <http://www.esilibrary.com>
>>> >>>
>>> >>>
>>> >>> _______________________________________________
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>>> >
>>> >
>>> >
>>> > --
>>> > 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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>>> >
>>> >
>>>
>>>
>>> --
>>> Tim Spindler
>>> tjspindler at gmail.com <mailto: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 <tel:410-778-3636%20x2115>
>>> www.kentcountylibrary.org <http://www.kentcountylibrary.org>
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>>>
>>>
>>> --
>>> +=+=+=+=+=+=+=+=+=+=+=+=+=+=+=+
>>> Amy Terlaga
>>> Director of Member Services
>>> Bibliomation, Inc.
>>> 24 Wooster Avenue
>>> Waterbury, CT 06708
>>> (203)577-4070 x101 <tel:%28203%29577-4070%20x101>
>>> terlaga at biblio.org <mailto:terlaga at biblio.org>
>>>
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--
Sharon Herbert
Sitka Manager
BC Libraries Cooperative
Tel: 1-855-383-5761 x1013
Email: sharon.herbert at bc.libraries.coop
Website: http://bc.libraries.coop
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