<div dir="ltr">Hi all,<div>Attached is the latest revised budget for the 2016 conference. Sorry to put the brakes on the last vote.</div><div>I move we accept the revision attached and call for an email vote once the motion is seconded.</div><div>Thanks!</div><div>Grace</div></div><div class="gmail_extra"><br><div class="gmail_quote">On Tue, Mar 8, 2016 at 3:59 PM, Prokrym, Tatiana H <span dir="ltr"><<a href="mailto:tanya.prokrym@ncdcr.gov" target="_blank">tanya.prokrym@ncdcr.gov</a>></span> wrote:<br><blockquote class="gmail_quote" style="margin:0 0 0 .8ex;border-left:1px #ccc solid;padding-left:1ex">
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<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Verdana",sans-serif;color:black">Hi Grace,<u></u><u></u></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Verdana",sans-serif;color:black"><u></u> <u></u></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Verdana",sans-serif;color:black">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.
<u></u><u></u></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Verdana",sans-serif;color:black"><u></u> <u></u></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Verdana",sans-serif;color:black">So in terms of line items we really only have the ones that were in the March 3 budget. See below.<u></u><u></u></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Verdana",sans-serif;color:black"><u></u> <u></u></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Verdana",sans-serif;color:black">Catering (from the Sheraton Hotel) (all inclusive: breaks, breakfast, reception)<u></u><u></u></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Verdana",sans-serif;color:black">Band<u></u><u></u></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Verdana",sans-serif;color:black">Audio-visual equipment (includes wireless fees; from the Sheraton)<u></u><u></u></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Verdana",sans-serif;color:black">Attrition<u></u><u></u></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Verdana",sans-serif;color:black">EventBrite fees<u></u><u></u></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Verdana",sans-serif;color:black">Software Conservancy fees<u></u><u></u></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Verdana",sans-serif;color:black"><u></u> <u></u></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Verdana",sans-serif;color:black">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.<u></u><u></u></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Verdana",sans-serif;color:black"><u></u> <u></u></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Verdana",sans-serif;color:black">Thanks!<u></u><u></u></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Verdana",sans-serif;color:black">Tanya<u></u><u></u></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Verdana",sans-serif;color:black"><u></u> <u></u></span></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">From:</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> Grace Dunbar [mailto:<a href="mailto:gdunbar@esilibrary.com" target="_blank">gdunbar@esilibrary.com</a>]
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<b>Sent:</b> Tuesday, March 08, 2016 2:22 PM<br>
<b>To:</b> Prokrym, Tatiana H <<a href="mailto:tanya.prokrym@ncdcr.gov" target="_blank">tanya.prokrym@ncdcr.gov</a>><br>
<b>Cc:</b> <a href="mailto:csharp@georgialibraries.org" target="_blank">csharp@georgialibraries.org</a>; Chauncey Montgomery <<a href="mailto:chauncey@yourcl.org" target="_blank">chauncey@yourcl.org</a>>; <a href="mailto:tony@sfconservancy.org" target="_blank">tony@sfconservancy.org</a>; <a href="mailto:evergreen-2016@sfconservancy.org" target="_blank">evergreen-2016@sfconservancy.org</a><span class=""><br>
<b>Subject:</b> Re: 2016 Evergreen Conference Budget<u></u><u></u></span></span></p>
<p class="MsoNormal"><u></u> <u></u></p>
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<p class="MsoNormal">Hi Tanya,<u></u><u></u></p><div><div class="h5">
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<p class="MsoNormal">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.<u></u><u></u></p>
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<p class="MsoNormal"><u></u> <u></u></p>
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<p class="MsoNormal">Are there any other costs you can think of that you need a line item for?<u></u><u></u></p>
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<p class="MsoNormal"><u></u> <u></u></p>
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<p class="MsoNormal">I'm thinking you might need one for the badge holders.<u></u><u></u></p>
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<p class="MsoNormal">What about signage printing?<u></u><u></u></p>
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<p class="MsoNormal">Ribbons?<u></u><u></u></p>
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<p class="MsoNormal">Maybe just a line item for "registration accessories & signage" that will cover all of the above? $750?<u></u><u></u></p>
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<p class="MsoNormal"><u></u> <u></u></p>
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<p class="MsoNormal">Thanks in advance!<u></u><u></u></p>
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<p class="MsoNormal">Grace<u></u><u></u></p>
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<p class="MsoNormal"><u></u> <u></u></p>
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<p class="MsoNormal"><u></u> <u></u></p>
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<p class="MsoNormal">On Thu, Mar 3, 2016 at 9:14 PM, Prokrym, Tatiana H <<a href="mailto:tanya.prokrym@ncdcr.gov" target="_blank">tanya.prokrym@ncdcr.gov</a>> wrote:<u></u><u></u></p>
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<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Verdana",sans-serif">Hi everyone,</span><u></u><u></u></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Verdana",sans-serif"> </span><u></u><u></u></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Verdana",sans-serif">I have attached the latest budget spreadsheet as of today, March 3<sup>rd</sup>. 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.</span><u></u><u></u></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Verdana",sans-serif"> </span><u></u><u></u></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Verdana",sans-serif">Points of note:</span><u></u><u></u></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Verdana",sans-serif"> </span><u></u><u></u></p>
<p><span style="font-size:10.0pt;font-family:"Verdana",sans-serif">1.</span><span style="font-size:7.0pt">
</span><span style="font-size:10.0pt;font-family:"Verdana",sans-serif">The excess is due in part to the increase in registration numbers. The pre-conference registration numbers have greatly exceeded expectations. </span><u></u><u></u></p>
<p><span style="font-size:10.0pt;font-family:"Verdana",sans-serif">2.</span><span style="font-size:7.0pt">
</span><span style="font-size:10.0pt;font-family:"Verdana",sans-serif">The number of exhibitors also exceeded expectations.</span><u></u><u></u></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Verdana",sans-serif"> </span><u></u><u></u></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Verdana",sans-serif">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:</span><u></u><u></u></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Verdana",sans-serif"> </span><u></u><u></u></p>
<p><span style="font-size:10.0pt;font-family:"Verdana",sans-serif">1.</span><span style="font-size:7.0pt">
</span><span style="font-size:10.0pt;font-family:"Verdana",sans-serif">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).
</span><u></u><u></u></p>
<p><span style="font-size:10.0pt;font-family:"Verdana",sans-serif">2.</span><span style="font-size:7.0pt">
</span><span style="font-size:10.0pt;font-family:"Verdana",sans-serif">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.</span><u></u><u></u></p>
<p><span style="font-size:10.0pt;font-family:"Verdana",sans-serif"> </span><u></u><u></u></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Verdana",sans-serif">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.</span><u></u><u></u></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Verdana",sans-serif"> </span><u></u><u></u></p>
<p><span style="font-size:10.0pt;font-family:"Verdana",sans-serif">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.</span><u></u><u></u></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Verdana",sans-serif"> </span><u></u><u></u></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Verdana",sans-serif">Happy reading!</span><u></u><u></u></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Verdana",sans-serif"> </span><u></u><u></u></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Verdana",sans-serif;color:black">Tanya</span><u></u><u></u></p>
<p class="MsoNormal"><span style="font-size:9.0pt;color:black">________________________________________________<br>
</span><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:black">Tanya Prokrym - NC Cardinal Program Director</span><u></u><u></u></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:black">North Carolina Department of Natural and Cultural Resources<br>
<br>
<a href="tel:919%20807%207424" target="_blank">919 807 7424</a> office</span><u></u><u></u></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:black"><a href="tel:919%20733%208748" target="_blank">919 733 8748</a> fax</span><u></u><u></u></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:black"><a href="mailto:tanya.prokrym@ncdcr.gov" target="_blank">tanya.prokrym@ncdcr.gov</a></span><u></u><u></u></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:black"> </span><u></u><u></u></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:black">State Library of North Carolina<br>
4640 Mail Service Center<br>
Raleigh, NC 27699-4640</span><u></u><u></u></p>
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<img border="0" width="128" height="58" src="cid:image002.gif@01D17952.2679F120" alt="nccardinal"></span><u></u><u></u></p>
<p class="MsoNormal"><i><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:gray">Email correspondence to and from this address is subject to the</span></i><u></u><u></u></p>
<p class="MsoNormal"><i><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:gray">North Carolina Public Records Law and may be disclosed to third parties.</span></i><u></u><u></u></p>
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<p class="MsoNormal"><u></u> <u></u></p>
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<p class="MsoNormal">-- <u></u><u></u></p>
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<p class="MsoNormal"><span style="font-size:7.5pt">Grace Dunbar, Vice President<br>
Equinox - Open Your Library<br>
<a href="mailto:gdunbar@esilibrary.com" target="_blank">gdunbar@esilibrary.com</a></span>
<span style="font-size:7.5pt"> <br>
1-877-OPEN-ILS | <a href="http://www.esilibrary.com" target="_blank">www.esilibrary.com</a></span><span style="font-size:9.5pt">
</span><span style="font-size:7.5pt"> </span><u></u><u></u></p>
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</blockquote></div><br><br clear="all"><div><br></div>-- <br><div class="gmail_signature"><div dir="ltr"><div><div dir="ltr"><div><div dir="ltr"><div style="text-align:center"><img src="https://docs.google.com/uc?export=download&id=0B0xeJ4lY6JxZaTF4MU1zdlUtaVk&revid=0B0xeJ4lY6JxZTUtXMFVXM0JzaEdIRzlmL2ZSOUdqUDZYK3V3PQ" style="font-size:x-small"></div><div style="text-align:left"><span style="font-size:x-small">Grace Dunbar, Vice President</span></div><font size="1">
Equinox - Open Your Library<br><a href="mailto:gdunbar@esilibrary.com" target="_blank">gdunbar@esilibrary.com</a></font>
<font size="1"> <br>
1-877-OPEN-ILS | </font><font size="1"><a href="http://www.esilibrary.com" target="_blank">www.esilibrary.com</a></font><span style="font-size:12.8px">
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