Thank you so much for this Maggie!
At first glance I see $ 579,269.00 in costs that could presumably be eliminated or drastically reduced going forward if we shift to virtual meetings permanently, under three line items - Audio & Visual Equipment/Electrical/Room Setup, catering and council travel. Some of the other costs might be significantly reduced (eg printing and copying, some of the travel costs that are built into some other line items) and of course the cost for the software and services we use would need to be factored in.
Leaving all the other line items alone leaves us with $ 139,731.00 in costs, some of which as Maggie notes above would also be reduced, such as most photocopying. Were council to be eliminated I suppose some of those remaining costs would likely be shifted elsewhere as other bodies take up some of its duties. Figuring that one out is a much bigger project that I think would be better left to others, but as the forward together plan gets fleshed out it would be interesting to see what the real cost saving would be of eliminating council and reallocating its duties as compared to switching council to virtual meetings.
Where is the $335,031 for 'Council - Travel/Lodging/Meals, inc. site visits' coming from?
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Tara Brady
Teen Librarian
Queens Public Library
She/Her/Hers
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Original Message:
Sent: Jun 27, 2020 10:16 AM
From: Maggie Farrell
Subject: Council detailed costs
Council members,
In CD#48 that outlines various costs, you requested more details regarding Council costs. Thanks to Keith Brown in the Finance Office for working on this summary with me. At the end of the summer, we will be able to provide a summary of the virtual meeting costs - the staff costs will likely remain the same but certainly the AV, meeting rooms, refreshments, travel, and photocopies will be significantly reduced/zero. Thank you!
ALA Council Costs Summary
Costs are based on 2019
Covers 2 meetings a year
Audio & Visual Equipment, Electrical, and Room Setup | Personnel & Equipment | $235,900 |
Copiers & Printers | Copiers, printers, toner, and paper | $1,415 |
Documents | Paper and copying time | $2,086 |
Catering - Orientation Session, Council Reception and Promptbook meetings | Food | $8,338 |
Promptbook Meeting (3 days @ conference) | Space, scripts, etc. | $478 |
Post Documents to Website and ALA Connect, Website updates, reports, Resolution prep, Tally cards, report prep, etc. | Electronic | $39,007 |
ALA-APA Council (Midwinter Meeting Only) | Materials for reports | $319 |
Parliamentarian (Travel/Lodging/Meals) | Travel, meals & lodging | $14,000 |
Captionist (Travel/Lodging/Meals) | Travel, meals & lodging | $20,358 |
Council - Travel/Lodging/Meals, inc. site visits | Meals & Lodging | $335,031 |
Miscellaneous – postage, telephone, supplies, equipment | | $62,068 |
Total | | $719,000 |
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Maggie Farrell
ALA Treasurer
Dean of Libraries
University of Nevada, Las Vegas
maggie.farrell@unlv.edu
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