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<div class="moz-cite-prefix">Hi all,<br>
<br>
I did some squashing of numbers and found that if we lower the
conference fees to 200 and 250, we show a projected net income of
$6,410. Even if registration goes down to 160, there's projected
income of $3,608. My preference is to lower the registration fee
in the interest of making the conference a bit more affordable
period, especially seeing as we most likely will have a shortened
early bird period.<br>
<br>
I'll make a motion to accept the proposed budget revision with the
following change: a modified registration fees set at $200 (early
bird) and $250 (regular).<br>
<br>
Kathy<br>
<pre class="moz-signature" cols="72">Kathy Lussier
Project Coordinator
Massachusetts Library Network Cooperative
(508) 343-0128
<a class="moz-txt-link-abbreviated" href="mailto:klussier@masslnc.org">klussier@masslnc.org</a>
Twitter: <a class="moz-txt-link-freetext" href="http://www.twitter.com/kmlussier">http://www.twitter.com/kmlussier</a>
#evergreen IRC: kmlussier
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On 12/19/2014 12:21 PM, Buzzy Nielsen wrote:<br>
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Hi everyone,<br>
<div class="moz-forward-container"><font face="Verdana"> <br>
I apologize that I missed yesterday's meeting. Kathy let me
know that the EOB has a traditional policy of wanting to
approve conference budget expenditures if they exceed 10% of
the approved budget cost. As it turns out, the room rental
fees are higher than expected, currently at about $4,250.
Negotiating with this hotel has been different than in
previous years, as they're not as used to hosting conference
as most of the other venues that have hosted the conference in
the past. We anticipate having a contract done sometime next
week.<br>
<br>
In light of this, and now being aware of the the policy on
budget overruns, I wanted to present a slightly revised
budget. The idea behind these revisions is to take away some
of the elements that have made previous conference budgets
somewhat stressful, namely the food & beverage minimum.
I'm much more comfortable increasing some of the fixed fees
(space rental) so that we're not going to have to stress about
hitting particular attendance or buy food that's more
expensive or plentiful than we need. This is not, of course,
to say that we don't still want to have lots of attendees!
However, we'll be on safer financial footing by making the
budget less dependent on changing variables.<br>
<br>
All of the revisions are under the expenditure lines. They are
as follows:<br>
</font>
<ul>
<li><font face="Verdana">Increasing budgeted facilities fees
to $10,000, from $3,500. This should cover all
contingencies, including rental</font> fees and other
facility-related costs. I don't anticipate the line item
actually being nearly this high.</li>
<li>Eliminating the sit-down lunch and instead offering boxed
lunches as an option. The venue would prefer that we have a
sit-down lunch, but we would prefer not. To satisfy the
hotel, we have agreed to offer boxed lunches from the hotel
as a registration option. Therefore, there is still some
money for lunches. These boxed lunches would go toward our
food & beverage minimum with the venue.</li>
<li>Eliminating the Internet line item of $8,000. Recent
upgrades to the venue's network make this line item
unnecessary. The venue has a connection of 100mbps download
& 25mbps upload, with backup capacity of equivalent
bandwidth.</li>
<li>Increasing equipment rental from $3,000 to $4,000, to
provide more of a buffer.</li>
<li>Rounding up the three finance fees. In the approved
budget, those numbers were calculated by formula based on
the relevant revenues or expenditures. I rounded up these
numbers to ensure compliance with EOB policy.</li>
</ul>
<p><br>
Given these revisions, the net profit from the conference is
anticipated to be $8,200, $3,000 higher than I previously
budgeted. I would appreciate the Board's insights into whether
to decrease the registration fees in light of this. As more of
a numbers person, I somewhat prefer to leave the fee as-is.
However, I'm not sure whether the Board has viewed the
conference as a small revenue source to support other
Evergreen activities. The registration fee could probably
safely be lowered to $200 and $250 for early and regular
registration. Keeping the registration fee as-is, however,
would help if other sponsorship or exhibits revenue do not
come in as anticipated.<br>
</p>
<p>I'll be traveling today (Friday), but please feel free to ask
me questions. I can be reached via mobile at 971-270-0527.<br>
</p>
<p>Cheers!<br>
Buzzy Nielsen<br>
</p>
<div class="moz-signature"><br>
************************************<br>
Library Director<br>
Hood River County Library District<br>
502 State Street<br>
Hood River, Oregon 97031<br>
541-387-7062<br>
<a moz-do-not-send="true" class="moz-txt-link-freetext"
href="http://hoodriverlibrary.org">http://hoodriverlibrary.org</a><br>
<br>
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