[evergreen-outreach] ALA Annual A/V needs

Mon Jun 3 10:40:34 EDT 2019

My suspicion is that we're OK to move things between line items but since I
know that Kathy went to them to verify on each line item move I do want to
make sure they're aware we are doing that and have complete transparency.
Blindly guessing I'd suspect that the board doesn't want to have to
consider and vote on tiny in budget adjustments but I don't want there to
be surprises either.  So, I'm OK with us going ahead and moving that and I
will make sure to inform the board during the next update that we did that
and if there are questions I'll address them.  Let's add that to this
week's agenda meeting too since I suspect long term the wiki's minutes will
have more visibility than our emails will for documentation purposes.

On Mon, Jun 3, 2019 at 10:25 AM Andrea Buntz Neiman <
abneiman at equinoxinitiative.org> wrote:

> Replying to Debbie about the equipment -- I'm glad we may not need to rent
> a PA system as well, it did seem a little silly to make each user of the
> room pay separately for a PA.
>
> Replying to Rogan about the budget -- it looks to me that even though
> Kathy submitted a line item breakdown, the Board approved the whole amount
> with no discussion about the line items  Do you think we're OK to move
> funds around between categories or should email the board for permission?
> Personally, I think since we're still under the total amount I think we're
> OK.  I know the conference committee has a rule that any variance more than
> 10% has to go through the Board but I'm not sure we're under the same rule.
>
> Regardless, if we feel we should get Board approval, we should do that
> ASAP (like today) so Debbie isn't delayed in filing the form.
>
> ABN
>
> On Mon, Jun 3, 2019 at 8:14 AM <rogan.hamby at gmail.com> wrote:
>
>> Replying to the part about the trouble with the AV equipment at ALA last
>> year the issue was that there were local union rules about that so it was a
>> hard limit.  The issue wasn't with ALA itself though ALA could have gotten
>> in trouble with the union and thus host facilities.  If I recall Kathy paid
>> a certain amount out of pocket and asked for reimbursement.  Not knowing
>> these variables in advance I think we will have to assume that bringing our
>> own equipment isn't viable.  Historically, we have asked for a line item by
>> line item from the board.  However we've also seen that it's common for
>> things to go up and down a little which has caused us to have to go back to
>> the board frequently for little changes.  I'm inclined in the future to ask
>> for a budget that we have the freedom to move things around within though
>> submitted with the line items and a sincere best effort to estimate what
>> the actual line items will be spent on and how much.
>>
>>
>>
>> On Fri, May 31, 2019 at 4:22 PM Deborah Luchenbill <
>> deborah at mobiusconsortium.org> wrote:
>>
>>> Thanks, Andrea!  This is great information and seems like a good plan.
>>>
>>> I did specifically ask the ALA person if we needed to order speakers if
>>> we were getting microphone(s) and she said " You do not need to request
>>> speakers for the convention center rooms, however if there was a need, the
>>> av company will let you know." So I don't think it's a bad idea to plan for
>>> it, just in case.
>>>
>>> I'm in favor of two handheld mics with table stands, because that gives
>>> the most flexibility to the speakers and moderator.
>>>
>>>
>>>
>>> Debbie Luchenbill
>>> Evergreen Coordinator
>>> MOBIUS
>>> 111 E. Broadway, Ste. 220
>>> Columbia, MO  65203
>>> debbie at mobiusconsortium.org <deborah at mobiusconsortium.org>
>>> 573-234-4914
>>> https://mobiusconsortium.org <http://mobiusconsortium.org>
>>> Missouri Evergreen Help Desk: help at mobiusconsortium.org / 877-312-3517
>>> http://libraries.missourievergreen.org
>>> Pronouns: She/Her/Hers
>>>
>>>
>>> On Fri, May 31, 2019 at 3:04 PM Andrea Buntz Neiman <
>>> abneiman at equinoxinitiative.org> wrote:
>>>
>>>> Noting that it appears the pricing does not include the 30% service
>>>> charge, but since Bibliomation sponsored the report printing, we do have
>>>> some extra budget room.
>>>>
>>>> I do not know if we need to get approval from the Board to move funds
>>>> among requested line items.
>>>>
>>>> On Fri, May 31, 2019 at 3:58 PM Andrea Buntz Neiman <
>>>> abneiman at equinoxinitiative.org> wrote:
>>>>
>>>>> Hi all,
>>>>>
>>>>> Kathy made a general budget request for the Outreach Committee
>>>>> detailed in this spreadsheet:
>>>>>
>>>>> https://docs.google.com/spreadsheets/d/1oScw-NHXwFnNx5O8rLxtt9UTnn2BmsIYPjuLPe0Blds/edit?usp=sharing
>>>>>
>>>>> It was approved in the September 2018 EOB Meeting:
>>>>>
>>>>> http://evergreen-ils.org/meetings/evergreen/2018/evergreen.2018-09-20-14.02.html
>>>>>
>>>>>
>>>>> $845 was approved for the ALA Conference, and it appears Kathy did her
>>>>> homework -- shocking, I know :)
>>>>>
>>>>> It looks like we're require to get a PA package with any mic, so,
>>>>> here's my proposal for a total of $845 precisely:
>>>>>
>>>>> $475  Screen, Projector, & Projector Stand (up to 75 people)
>>>>> $300  PA Sound System (includes 2 Speakers w/ stands and console)
>>>>> $70   Wired Handheld Microphone with table stand (2 @ $35 each)
>>>>>
>>>>> We could swap one of the Wired Handhelds for a podium mic for $30.
>>>>>
>>>>> Thoughts?
>>>>>
>>>>> ABN
>>>>>
>>>>>
>>>>>
>>>>>
>>>>>
>>>>>
>>>>> On Fri, May 31, 2019 at 3:28 PM Deborah Luchenbill <
>>>>> deborah at mobiusconsortium.org> wrote:
>>>>>
>>>>>> Hi all,
>>>>>>
>>>>>> We are making final preparations for our ALA program, which is going
>>>>>> well.  When we got the room confirmations from ALA, the email included the
>>>>>> order form for A/V.  I double-checked with our ALA contact that we actually
>>>>>> have to fill out an A/V form for one session and she said yes, we do.
>>>>>>
>>>>>> Kathy had told Amy and me that she'd requested some money from the
>>>>>> EOB this year to cover A/V, after that year we got in trouble for bringing
>>>>>> our own, but she hadn't said how much.  Anyone know?
>>>>>>
>>>>>> I'm attaching the form here, in case anyone wants to look at it.
>>>>>> It's due on June 6 and I think we're meeting again on the 5th (?) but that
>>>>>> seemed a little too close to the wire to me, so I thought I'd bring it up
>>>>>> here.  Projector, screen, and at least one handheld/table microphone seem
>>>>>> like the basics.  We have a moderator and three panelists (aiming for four)
>>>>>> and plan on a relatively informal conversation style, rather than formal
>>>>>> presentations.  Does that sound good?  Any other thoughts about what we
>>>>>> should order?
>>>>>>
>>>>>> Thanks,
>>>>>> Debbie
>>>>>>
>>>>>> Debbie Luchenbill
>>>>>> Evergreen Coordinator
>>>>>> MOBIUS
>>>>>> 111 E. Broadway, Ste. 220
>>>>>> Columbia, MO  65203
>>>>>> debbie at mobiusconsortium.org <deborah at mobiusconsortium.org>
>>>>>> 573-234-4914
>>>>>> https://mobiusconsortium.org <http://mobiusconsortium.org>
>>>>>> Missouri Evergreen Help Desk: help at mobiusconsortium.org /
>>>>>> 877-312-3517
>>>>>> http://libraries.missourievergreen.org
>>>>>> Pronouns: She/Her/Hers
>>>>>> _______________________________________________
>>>>>> evergreen-outreach mailing list
>>>>>> evergreen-outreach at list.evergreen-ils.org
>>>>>>
>>>>>> http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/evergreen-outreach
>>>>>>
>>>>>
>>>>>
>>>>> --
>>>>> Andrea Buntz Neiman
>>>>> Project Manager for Software Development
>>>>> Equinox Open Library Initiative
>>>>> abneiman at equinoxinitiative.org
>>>>> 1-877-OPEN-ILS (673-6457) x5583
>>>>> *www.equinoxinitiative.org <http://www.equinoxinitiative.org>*
>>>>>
>>>>
>>>>
>>>> --
>>>> Andrea Buntz Neiman
>>>> Project Manager for Software Development
>>>> Equinox Open Library Initiative
>>>> abneiman at equinoxinitiative.org
>>>> 1-877-OPEN-ILS (673-6457) x5583
>>>> *www.equinoxinitiative.org <http://www.equinoxinitiative.org>*
>>>>
>>> _______________________________________________
>>> evergreen-outreach mailing list
>>> evergreen-outreach at list.evergreen-ils.org
>>> http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/evergreen-outreach
>>>
>>
>
> --
> Andrea Buntz Neiman
> Project Manager for Software Development
> Equinox Open Library Initiative
> abneiman at equinoxinitiative.org
> 1-877-OPEN-ILS (673-6457) x5583
> *www.equinoxinitiative.org <http://www.equinoxinitiative.org>*
>
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