[evergreen-outreach] ALA Annual A/V needs

Thu Jun 6 07:59:28 EDT 2019

Thanks, Rogan!

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 Thu, Jun 6, 2019 at 7:39 AM <rogan.hamby at gmail.com> wrote:

> 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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