[evergreen-outreach] ALA Annual A/V needs

Thu Jun 6 08:39:01 EDT 2019

Historically we have been able to do re-imbursements from personal
expenditures.  I'm confidant that will still be the case but I don't know
if there are any particular procedures the new board wants to follow so I
will pose the question to the board on the new mailing list.

On Wed, Jun 5, 2019 at 2:44 PM Deborah Luchenbill <
deborah at mobiusconsortium.org> wrote:

> Okay, another question...the AV company does not invoice, you have to pay
> with a credit card.  Should I just put it on my card and then turn in the
> receipt for reimbursement?  Does someone from the Board need to do that
> instead?  Not sure how the money stuff works right now.
>
> 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
>
>
> On Mon, Jun 3, 2019 at 10:01 AM Deborah Luchenbill <
> deborah at mobiusconsortium.org> wrote:
>
>> 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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