[Eg-oversight-board] 2016 Evergreen Conference Budget
Grace Dunbar
gdunbar at esilibrary.com
Wed Mar 9 15:07:10 EST 2016
And with that vote, voting is now closed.
The motion to accept the revised budget for the Evergreen conference for
2016 is approved.
Chris, will you please coordinate with Bradley at the SFC and provide him
with the update?
Thanks everyone!
Grace
On Wed, Mar 9, 2016 at 2:49 PM, Sharon Herbert <
sharon.herbert at bc.libraries.coop> wrote:
> 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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>>>>
>>>>
>>>> --
>>>> 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>
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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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--
Grace Dunbar, Vice President
Equinox - Open Your Library
gdunbar at esilibrary.com
1-877-OPEN-ILS | www.esilibrary.com
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