[evergreen-outreach] ALA Annual A/V needs

Mon Jun 3 11:01:23 EDT 2019

Well, and if we don't have to pay for the PA system, with the 30%
surcharge, that's less than the $845, so we'd be okay without moving any
money around.

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 Mon, Jun 3, 2019 at 9:41 AM <rogan.hamby at gmail.com> wrote:

> 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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