2014 Budget

[Kathy Guidi]

Okay, it's been a day of number crunching. 

I've put together the budget spreadsheet for the upcoming year, so the FORMATTING is all set up for playing around with.

I've got 4 columns:  
*  First two columns are for moving to Hunterville assumptions.... 
      -->  I've increased ticket prices by $20 across the board to $90/$110/$130/$180
      -->  First column shows decline of 20% in participants bringing us back to 586 number
      --> Second column shows 0% growth = 732 participants

*  3rd/4th columns are for assuming we stay at Mangakino
     -->   I've kept prices stagnant at $70/$90/$110/$160
     -->   3rd column assumes 0% growth = 732 participants
     -->   4th column assumes 15% growth = 842 participants

We have not decided anything on ticket prices -- I am just playing around to get a feel for what might happen.
Also note that in all cases, we will be down $7500 from last year as we no longer have TDC $5k nor do I think we'll see any fundraising money.

EXPENSES:
I don't really know yet what to expect for expenses.... so I just played around and made up a few things.  This is where we all have to work together to figure out what things may cost and what we need.   All managers should start thinking about what they need -- I'll be writing you individually to discuss 1st pass at your budgets.    Everyone should have a look through what I've got so far and let me know of anything I've left out.   Bruce -->  I couldn't remember what exactly were the costs for the use of Hunterville.   I put $9k for the site plus other costs for excom gathering ($2k).... I think there was other stuff though too.
 
Notable:
Bumped up art grants across the board to $10k.
Added $1k innovation grant
Added purchase of 2nd container ($2500)-- will we need to do this if we stay at Mango?
Cut security costs in half if we move;  otherwise stays same.
Moving costs of the containers = est $5k

Anyways, if we lose 20% of our population AND we move....   we're likely to use $10-$15k of our existing funds... given a ticket price increase of only $20....   we won't go broke though, so that's a good thing!

Sing out with your expenses everyone!

-K

[Bruce Scanlon]

Thanks heaps for this.

>Anyways, if we lose 20% of our population AND we move....   we're likely to use $10-$15k of our existing funds... given a ticket price increase of only $20....

YIKES!  We better pick up some attendance from no luminate next  year...

-K

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[Ash Easton]

I think a $1000 depot budget will be sweet, but there are a few things I will need to check with karl or someone cost-wise (building materials) and check out some hire places to see if we can get a laptop for the month for a reasonable price.

[Pete Wyatt]

I was thinking that I have a full kitchen I setup for my Burner hostel and if you full up my gas bottle I am happy to let you use the cookers, pots, pans etc in the lead up to the event when I don't need it for the kitchen for the build crews rather than buying any new stuff

[chris hankins]

thats a great idea Lumos and super generous buddy

rock on the hostel

http://internationalartsmegacrew.com/

[Bruce Scanlon]

i might have a laptop which could be used for the depot.  it would have to stay in one place, pluggged into mains all the time.  it would have to connect to the internet via hard cable or usb dongle.  if those are doable i'm happy to lend it to kb

[Kathy Guidi]

Okay team, It's time for some serious financial thinking to occur....  Bruce & I have combed through the proposed budget and made various updates.

Here's the lowdown.

FIRST - Expenses:

Columns I & J are the ones to look at.  Assumes we go to Hunterville.   Column I = Minus -20% growth down to 585 people;  Column J = breakeven point of 700 people.    The expenses for both columns are the same -- it's the revenue that changes.

For expenses..... notable things which are highlighted in YELLOW,  total expenses comes to about $85,000

*  Art Grant increased from $7k to $9k
*  New line item = Innovation grant of $500
* Car/Vehicle Cost of $3300 derived:   $500 cost to buy a Gate vehicle;  $2300 cost to rent a Ute for MPW;  $500 misc (note we have another line item for Blizzard maintenance of $600)

*   Moving costs = $5000.   This is just an off-the-cuff guess.  I can't recall, did anyone ever do any research on moving Colin from Mangakino to Hunterville?   And if we buy Lumos' container, we'd need to get that trucked down as well.   Can someone do some research on this?

*  Kitchen = $5000 (cooking for 60 people pre festival.  Based on a $7/day per person food cost)

*  MPW = $1200 --> this needs further analysis.  What are expected costs for MPW (and for all the other departments, we need to make sure the managers are really working out budgets)

*  Fire Hireage = $500.   Ballparking this figure.  We had received this note from Paul:  Fire costs, that all depends on the fire season, normally we are OPEN in that area at that time of year which would mean you don’t need a permit thus basic precautions would be enough, this year we were RESTRICTED at the time of Kiwiburn, this would mean you’d need a permit and thus need some form of fire fighting capability.  I’ll talk with Steve at council but I reckon we could offer the rural fire force for a donation if in a RESTRICTED season (much like the arrangement you have with Mangakino brigade). If it’s an OPEN season I reckon I could assist with enough gear to get by (only charge you running costs if we used it).

* Toilets = $6000.  That's based on last year's actual cost which we know was underpriced.   I left it the same as I am thinking we will do a blend of portaloos and composting toilets?   THIS NEEDS TO ACTUALLY BE PRICED BY A LOCAL PORTALOO CONTRACTOR SOON AND A DECISION MADE ABOUT THE COMPOSTING TOILETS.

* Insurance = $700.  I kept this the same as last year.  However.... I am actually talking with Sharleen (our broker) now about insurance for the Chch Temple burn which she said she could not obtain for us.  She indicated that we may have an issue for Kiwiburn as no one will insure for $1mm+ rural & fire damage liability.  I do not know if we will need this amount of cover as this was the *additional* coverage we had to buy to satisfy Phil Parker.  Our normal policy that we've had for the past 5 years only carried $250,000 rural fire coverage.    I had further questions for her which I'm waiting to receive.  Will keep everyone posted.  May be worth just pinging Paul to see what he thinks.

*  Security = $4500.  I just cut last year's number in half as we expect to not need 4 security guards.   We need to actually CONFIRM THESE NUMBERS WITH A LOCAL COMPANY SOON!

* Site Fee to Hunterville Site Owners = $9000  + 
* ExCom Summit = $5360
Here's how this is derived based on an email with the owners from April 22:3,500 as base + The amount you can save from the security bill with less fences, etc (we are thinking could be 2,500 from this) + The rent of the lodge for 2 or 3 days (We should see how many people is staying, the prices are 320 up to 2 people, and 70 each extra person) + 10 per ticket sold (We could receive this money after you sell 500 tickets) + Jobs at the farm

So the calculation is as follows:
$3500 flat base rate
$4500 savings from last year's security bill (last years actual minus-this years estimate which needs to be confirmed) 
$ 850  $10/ticket over 500 (so this is based on attendance of 585 people, obviously this number fluctuates)
---------
$9000 attendance fee, plus
$2500 rental of the lodge for excom summit (11 people for 2 nights, 7 people for 3rd night)
---------
$11,500 fee to property owners

Bruce --> is the savings we have from security going to be part of the ongoing fee with them?  Ie, would we negotiate a base rate of say $8000 + $10/pp over 500 for future years as well?

The excom summit bumps up from this years $3300'ish cost to $5360 cost, mainly due to the lodge rental which is much more than staying on the cheap or for free at one of our places. 

So... as I said, holding all other costs fairly constant for the crews and printing costs, etc our festival operating costs are expected to come in at $85,000 if we MOVE sites (they were $69,000 last year).     If we stay at Mangakino,  I expect costs to be around $79,000 (difference to do with a lot of things:  cost more for toilets, fire service, security, increase to Art Grants;  cost less for site rental)


Now onto revenue & ticket pricing:

First, let's look at our ticket pricing history:

Ticket Prices	YEAR
? Same as 2009?	2007
? Same as 2009?	2008
50/60/70/80	2009
50/60/70/100	2010
70/80/90/140	2011
70/90/110/160	2012
70/90/110/160	2013

We said at the summit we should bump up prices by $20 this year to $90/110/$130/180.     Doing this will give us est revenue of $70,000, leaving us with a -($15,000) shortfall (ouch) and which will reduce our $23k in savings back down to $8k.     We can live with that, but that means all our budget items need to be spot on.  {This assumes a reduction of 20% in attendance}.    IF we achieve the same attendance, then we should break even (Col J). 

Just for fun, I bumped up ticket prices another $10 to $100/$120/$140/$200.   This would give us est revenue of $77,000, so only a -(70000 shortfall).   If we have flat attendance (700'ish people), then we'd profit almost $8k.

If we end up at Mangakino, and held prices at last year's ticket prices, we'd probably lose $1500 (this mainly is due to increase in toilet rentals by $4000 and the lost revenue from TDC).


MY THOUGHTS:
1.   I would suggest we take ticket prices up $30 across the board to $100/$120/$140/$200.   Those are still very reasonable prices for a 5 night/6 day festival.    Assuming we move site, for the current year, we can afford to take the loss should attendance drop by 20%.  Heck attendance could drop by 40% (to 440 participants) before we'd lose all our savings, and I think the probability of that is very low.    And if we are pleasantly surprised by attendance numbers, then we will continue to build up our coffers for future growth costs.

2.  We need to get clarity on some of the expenses which I've only estimated:   portaloos, security,  insurance,  moving site, etc.   We also need all managers to start seriously trying to figure out their budgets.

3.  Given that we are behind schedule a bit and are still in the void of the unknown, I would recommend we hold off from commencing ticket sales until 1st October (rather than 1 Sept).   I am supposed to give SLAM a final answer by then and hopefully we would know the status of our resource consent.   

4.  Should it come to pass that we have to be at Mangakino again this year, I would still suggest we bump up the ticket prices.  If we did so, we'd net about $20 - $25k which would be a further safety net, allow us to continue site searching in earnest, allow us to bump up Art Grants to $10 (or more for the year), etc.  We would need to make a case for this to the community, but I think we could do so.

Whew.  Take some time to think about these things and then let's tawk!

-K

[Ash Easton]

absolutely blown away kathy. KABLOW! YOU'RE DYNAMITE!

1. i am in favour of raising ticket prices by $30. still super cheap.
2. unless someone else has already taken this on, i'm happy to investigate porto hire in the area. will also get started on a depot budget.

3. sounds good to me.

4. agree!

[Poppy Norman]

Thanks Kathy!!!

Have had a quick read through but will take a more detailed look at it at the beginning of next week.

I have a rough budget for MPW but need to spend a bit more time on it before its ready to send out, will also work on this beginning of next week.

One thing that I didn't see in the budget is power costs if we move site. We have been blessed with super cheap mains power and if we move we will need generator/s to run everything that has previously ran off mains; Depot, Tool Shed, Kitchen, Centre Camp and Construction area. This could potentially cost us quite a bit, not only the hireage of generators but fuel to run them. Also we will need to check with Karl about power cables, his connection with powerhowse has been bloody helpful and hopefully we will be able to borrow all the cables and stuff again? If not we will need to work out how run power to everything, perhaps each department should take responsibility for their own cables??

[Pete Wyatt]

I agree with 1, 3 and 4

I will get costings to move the existing container to the new site

re power - if each department takes responsibility for their own cables they will need to know how far they are going to be from the power source ? that requires some ideas of where they are in relation to each other

Perhaps each dept should give us an list of what they need to run on power so we have an idea of how much power is required, eg 3 x freezers, 4 x saws, 3 x big lights etc etc

once you start going long distances with your power leads you get reduced power available

[Bruce Scanlon]

That's a good point about power.  We need to supply our own, which is generator hireage and fuel cost.

Relating to both Kathy's question about portaloos and MPW budget, my thinking was that the test compost toilets would be built out of MPW budget, built by MPW.

I expect MPW budget would be different depending on whether we stay at whakamaru or more to hunterville.

FYI and somewhat off topic, I am meant tohave a phone call with the owner at hunterville but he is busy and I am busy so it hasn't happened yet.

[Hana Tuwhare]

*  Security = $4500.  I just cut last year's number in half as we expect to not need 4 security guards.   We need to actually CONFIRM THESE NUMBERS WITH A LOCAL COMPANY SOON!

This isn't really budget related, but if we had only 2 security then would we need to have gate staffed 24/7?

1. An increase of $30 seems a big jump. But if we need to do it, then we need to do it...

2. yeap....

3. Agreed.

4. I definitely think we should increase ticket prices whether we move or not. And actually, I dont feel too bad about going back to the same site again if it means we have a bit more time to consider the hunterville site... just sayin.

[Poppy Norman]

 I dont feel too bad about going back to the same site again if it means we have a bit more time to consider the hunterville site... just sayin.

I strongly agree

[Bruce Scanlon]

About security, no, gate would not have to be staffed 24-7.  There is a long trip to the gate for the on call gate person though.

About $30 ticket price discussion, it occured to me this morning that =not= counting possible drop in attendance and one off moving cost the hunterville site may be cheaper, mostly because of the big cost of fire compliance in mangakino.

as far as consideration of hunterville goes, starting a new thread right now...

[Hana Tuwhare]

About security, no, gate would not have to be staffed 24-7.  There is a long trip to the gate for the on call gate person though.

Will start a new thread to clarify.

[bex Wil]

Thanks Kathy,

 

I would like to think the support services comes under projection.... but nice to see the numbers to work with.

Agree with ticket bump needed.... no matter what, although I'm not sure an across the board $30 increase is the way to go. I would probably be in favour of a lower jump on first tier (that may be the broke student in me ).

 

One thing that I didn't see in the budget is power costs if we move site. We have been blessed with super cheap mains power and if we move we will need generator/s to run everything that has previously ran off mains; Depot, Tool Shed, Kitchen, Centre Camp and Construction area.

Nice point from Poppy.

 

 

[Pete Wyatt]

I started a new thread about power requirements for each department and we need to find out what people need power for

[Kathy Guidi]

All comments noted.

Ash -- yes, can you start researching portaloo companies in the area?  Can you easily make phone calls or do you want to pass info to me and I'll try to do so.   Rule of thumb we have been using is 1 portaloo per 25 people  (so go with 600 people for a quote);  two cleanouts during festival and one upon pickup.

Bex -- will take your comments about ticket pricing and play around in spreadsheet.  So maybe $20 bump up on Tier 1 tickets, but $40 bump up on Tier 3?

Bruce -- did you get a chance to connect with Mark?

Power -- if we don't have any mains power available to us, then yes, we're going to need a lot more generators, power cables, fuel costs, etc.   Lumos, can you estimate this requirement?   How many gennies will Kiwiburn need to provide for our infrastructure?  Etc.  I'm going to guess this will be a $1000 - $1500 additional expense.

-K

[Ash Easton]

PORTOS: looks like we are going to be restricted to using Hirepool here as the only other company I could find in the area (harrison's hiremaster in wanganui) could only provide 10-12 portos and they do not do servicing.

Hirepool have given me a quote of $6578 for 24 portos each serviced 3 times (inc once at pick-up). the quote is attached Kathy if you'd like a better look!

[Bruce Scanlon]

thanks for the fast work!

[Ash Easton]

sure thing! just as an FYI to anyone else who will deal with hireage, i spoke to keiren at palmerston north hirepool who was super lovely. had never heard of kiwiburn but sounded really excited and said he was going to look it up :) new buddies!

[Pete Wyatt]

perhaps we should put a call out on the forums for people with contacts in Palmy for the stuff we will need to see if we can get better service or prices

[Kathy Guidi]

Time to put on our financial hats.   Next round of budget analysis attached.   Please look at Columns I & L only which assumes we are moving to Hunterville.

Expenses:

Taking everyone's comments into account, I made a few adjustments.

* added $1500 for gennie rentals to power our infrastructure (this is a ballpark est as we still need to figure this out)

* added $750 to build a few test composting toilets (rough guess and not a known entity yet)

* Updated Security & Portaloo costs with quotes obtained by Ash (still needs further refinement)

* Keeping moving costs @ $5000 even though Lumos' first round of research may indicate lower

* Insurance -- waiting for quotes back from several different parties

With these changes, expenses have bumped up by another few thousand to approx $88,500

Revenue/Ticket Prices:

To review, last year was $70/$90/$110/$150

In previous email, I bumped up $30 to $100/$120/$140/$200.

Taking into consideration Bex's plea for a lower 1st tier price,  this budget looks at pricing of $90/$120/$150/$200.   So it brings down Tier 1 and bumps up Tier 3 to the highest amount that people surveyed felt comfortable paying.   

I am happy with this pricing structure and think we can keep these prices stable for a long time coming.

However, for this year.... if we drop attendance by 20% (to 580'ish participants), then we are looking at incurring a loss of up to $12,000, which we can afford to do.  (We have $23,000 in the bank).  Our breakeven would be somewhere of 670 participants (drop of 10% from last year).   

Again, I think we can handle this pricing structure and handle a drop in participants for at least 2 years before Kiwiburn would go bankrupt.  And I think the probability of that scenario is likely to be very low.   (We also have the option of not doing an Excom Summit post-festival which would save $5000;  perhaps we can write this into our contract with the landowners that if we do not have a successful 1st year, we reserve the right to not rent out their lodge for the summit).

Ticket Sales Dates:

We usually start ticket sales on Sept 1st and this year are moving that out to Oct 1st, so that means losing 4 weeks of sales.  I propose that we shave off 2 weeks of ticket sales for Tier 1 and Tier 2, so that the schedule will look like this:

Oct 1 - 31st:  Tier 1 @ $90

Nov 1 - 30th:  Tier 2 @ $120

Dec 1 - Jan 21:  Tier 3 @ $150

I'd like to see if we can get preliminary agreement on the budget and ticketing strategy/pricing and would like to put this up on the AGM agenda in details so that the community can have some time to think about this, give feedback, etc.

-Kathy

On Wed, Jul 24, 2013 at 2:18 PM, Kathy Guidi <kag...@gmail.com> wrote:

[Pete Wyatt]

Nice budget Kathy, love a good spreadsheet

I am happy with the 90,120,150 prices as they give a healthy discount available to those on minimum budgets if they want to front up early with the money.

Also happy with the tier cut off dates

for a 6 day festival our ticket prices are very good value for money

looking back we have been selling about 1/3 of our tickets at the tier 1 early bird price

to limit our exposure (incase 60% of people decided to go for these cheap tickets) I would suggest a slight complication (if we can) that we limit the number of just tier one to say approx 200 tickets, as many other festivals do with their early bird ticket prices, date or tickets sold, which ever one come first.

we don't try to do this with any of the other tiers

Agree about cutting back on excom expenses for summit if we have a poor year

unless somebody else is looking into it I can do some research on ute rental costings for MPW

[Poppy Norman]

Will comment on budget over the weekend.

Lumos thanks but I've already done it.

[Pete Wyatt]

cool Poppy, post up the ute hire details and we can compare notes as I did find some interesting options

[Poppy Norman]

Yeah I posted it up, in May. Look for the thread called ute hire or something similar. I have more details about them myself but didn't bother writing it all up as its my department so figured the price was the main thing to talk about with excom.

[Ashleigh Easton]

Thanks for your hard work Kathy, this looks very comprehensive and excellent.

I will contact Hirepool and get those clarifications on the porto quote that Kathy needs. Shall I also get a quote on gennies? How many are we looking at? One for Depot/Kitchen, one for MPW/Man/Temple, one for Gate/Greeters? Or will the build crews need more than one between them? I guess they could use the gate/greeters gennie til Hana needs it up there. Thoughts on this? (Hana and Poppy in particular?)

I like those ticket prices of $90/$120/$150/$200, and the dates Kathy suggested. I also like Lumos' idea of limiting $90 tickets to 200. what a business-savvy hippie!

(We also have the option of not doing an Excom Summit post-festival which would save $5000;  perhaps we can write this into our contract with the landowners that if we do not have a successful 1st year, we reserve the right to not rent out their lodge for the summit).

LOVE THIS. Loved our summit this year but it's such a huge expense! And may not be necessary should we decide to go biennial.

I'd like to see if we can get preliminary agreement on the budget and ticketing strategy/pricing and would like to put this up on the AGM agenda in details so that the community can have some time to think about this, give feedback, etc.

Get your comments in by Sunday night everyone!!

[Ashleigh Easton]

Thanks for your hard work Kathy, this looks very comprehensive and excellent.

I will contact Hirepool and get those clarifications on the porto quote that Kathy needs. Shall I also get a quote on gennies? How many are we looking at? One for Depot/Kitchen, one for MPW/Man/Temple, one for Gate/Greeters? Or will the build crews need more than one between them? I guess they could use the gate/greeters gennie til Hana needs it up there. Thoughts on this? (Hana and Poppy in particular?)

I like those ticket prices of $90/$120/$150/$200, and the dates Kathy suggested. I also like Lumos' idea of limiting $90 tickets to 200. what a business-savvy hippie!

(We also have the option of not doing an Excom Summit post-festival which would save $5000;  perhaps we can write this into our contract with the landowners that if we do not have a successful 1st year, we reserve the right to not rent out their lodge for the summit).

LOVE THIS. Loved our summit this year but it's such a huge expense! And may not be necessary should we decide to go biennial.

I'd like to see if we can get preliminary agreement on the budget and ticketing strategy/pricing and would like to put this up on the AGM agenda in details so that the community can have some time to think about this, give feedback, etc.

Get your comments in by Sunday night everyone!!

On Fri, Aug 23, 2013 at 6:27 AM, Poppy Norman <pop...@gmail.com> wrote:

[Bruce Scanlon]

If can see writing something into the contract with the owners that gives us date flexibility for the summit, but since this is part of our overall site payment this may be a difficult negotiating point to cancel altogether.  I am mindful of the biennial possibility and can see making flexible dates on this item is a must.

I wasn't aware of Temple getting a generator provided for them on past builds.  I suppose they were able to use power from the pony shed if they wanted.

Maybe we will need fewer generators during the festival than during the build?

[Pete Wyatt]

remember that greeters managed without a gennie this year just ran on 12v and we plan to improve on that still sticking with 12v so gate only needs a smallish gennie, and at the new site they are way up the road  nobdoy else is up there to connect to them

[Karl Matthews]

I think I could get everything we need in Auckland, Even a big generator that is just running all the time with that budget.

If we hired the ute in Auckland could tow a gene down and other equipment.

I'm making assumptions that I will still be able to get discounts off my old work... They could be out of business by now for all I know. 

[Hana Tuwhare]

Gate would need a gennie at least 2-3 days before the  event starts.

[Hana Tuwhare]

Just getting a chance to have a proper look at this now Kathy. The budget has allocated $900 for 2014 which would be split something like this:

$550 - t-shirts/shwag

$300 - Gennie (used to be split with greeters)

$50 - Petrol for gennie

It would be good to have an extra $50-100 for miscellaneous (new padlocks, key cutting, lights etc).

If gate were to open 24/7, there would need to be something additional to create a space for volunteers who are staying up there through the night. I haven't thought much more on what this would be, but mentioning it again anyway. Maybe we can source something from the community.

[Bruce Scanlon]

this is good actually as we were counting our new power costs separately and might have doubled up on gate generator?  or not... ;-)

[Kathy Guidi]

Next round of budget updates has been made and is attached.  I've updated for the increase in insurance costs and a few other things.   The budget is starting to get quite big -- expenditures looking to be between $93 to $94,000 and revenue only looking to be between $77 to $89,000 depending on ticket sales (the high estimate was 673 participants).   If we get to 700 participants (basically last years' numbers), we are likely to break even.

So, it's anyone's call.  The support we've had thus far in selling our our first tier tickets is great, but 2nd tier are always lackluster, and then it will pick up again in January.   I don't think we'll know until much closer to festival time.

Meanwhile..... we are still awaiting final quotes on the following:

* insurance (Ash/I on it)
* medics (Ash/I on it)
* Marquee (Ash following up with Poppy)
* security (Ash on it)

Still to do's:

* finalise rathmoy contract (Bruce)

* finalise portos rental (going to obtain second quote from Tim's contact)

* vehicle hireage for MPW  (Poppy?)

* Generator hireage (?? - how many do we need?  Who's organising?  Should at least give local comapny a heads up soon)

Not necessarily impacting the budget, but definitely something we need to do is identify what gaps we have with our crew management.   I know a lot of volly emails came in after the last EFP -- Ash, can you follow up with Anne and send out an update to the excom as to how volly roles are going?   I *think* our biggest gap is the Kitchen -- we've had one person stick their hand up as Asst Mgr.  But a kitchen for 60 people needs a team of 4-6 people with a Manager..... What happens if we do not fill this role?   (Perhaps discuss in another thread).

Also important to start discussing is the actual logistics/date for the site move and the dates for a work weekend.   We need to give Rathmoy enough notice with what weekend we want to come down and what our plans will be so we can set expectations.  Poppy - I hope you are thinking about this and gearing up to lead this effort.   

Hmm, that's all I can think of for now.  

3 months to go!

-K

[Pete Wyatt]

we should just plug in the fixed sales of 200 tickets at tier 1 price to get a more accurate picture

[Karl Matthews]

I can make movements on power hire out of Auckland. If we are going to hire a ute or something like it out of Auckland we can tow something down and probably get everything we need. 

[Pete Wyatt]

one stop shopping can simplify things and get us a better rate

[Karl Matthews]

I can get a very good rate.

[Pete Wyatt]

most excellent work Karl

so I believe it was one genie for setup (kitchen etc), then running depot etc during the event and then kept for kitchen etc for pack down

will man crew be doing their construction at the depot area where the gennie is or do they need another gennie down on the lower paddock, if so perhaps that they should factor that into their budget ??

and one smallish genie for Gate to run their spot light and laptop

Centrecamp, Support Services and Greeters will be solar powered (LED lighting and car stereo systems) with batteries supplied by PURE-C art project 

[Poppy Norman]

Marquee: I am in the process of obtaining quotes,  I will send through an email once all the companies have got back to me.

MPW ute hire: I will write about this on the ute hire thread

Also important to start discussing is the actual logistics/date for the site move and the dates for a work weekend.   We need to give Rathmoy enough notice with what weekend we want to come down and what our plans will be so we can set expectations.  Poppy - I hope you are thinking about this and gearing up to lead this effort. 

Yup, I have been thinking about this a lot. If we don't already have a thread on this then I'll start one (may not get a chance to do this until tonight).

[fireyemz]

Poppy we used a really good marquee company for under the spinfluence and he gave us 2000 off his original quote, what size do you want and I'll ask them for a quote if helpful :-)

Sent from Samsung Mobile

[Poppy Norman]

Cool. Have just sent you an email.

--

[Kathy Guidi]

Just popping this info in this thread so I can track better.   Poppy -- can you forward me/Ash a copy of the marquee quote you received?

Regarding the budget, we still have not finalised much with all our external vendors.....    Ash, correct me if I'm mistaken...

*  Have yet to receive a quote from the Medics

*  Have not finalised decision on security company / quote

*  Expecting to hear back from H2 Solutions (Oz insurance broker) by tomorrow with a 'real' quote hopefully

*  Radio rental -- do we have a quote on this?

*  Gennies & power needs

*  MPW Vehicle rental - can't recall if there's an email out on this....

*********************************************

to kiwiburnexcom/ from Poppy under "Marquee Hire thread"

So somehow I confused myself and didn't read the invoice for last years marquee properly and thought that we paid $533 not including GST and delivery but that was included in the price (no idea how I miss read that given its so obvious). This means that the quote I got from the Fielding place isn't as good as I thought it was. After I realised this I tried to convince McEntee in Fielding to lower the price on the quote I got last week to somewhere near what we paid last year, they best they could do was change the price they quoted from GST exclusive to GST inclusive so I guess thats something.

We can save money by picking it up and dropping it off, its about 40kms away and we will probably need to go to town on those dates anyway.

So yeah its $987.51 including GST for the 13th till the 28th of January

[Ashleigh Easton]

*  Have yet to receive a quote from the Medics - Correct.

*  Have not finalised decision on security company / quote - Correct, I tried to call Shane a few times today. Will try again tomorrow.

*  Expecting to hear back from H2 Solutions (Oz insurance broker) by tomorrow with a 'real' quote hopefully - Correct

*  Radio rental -- do we have a quote on this? - $1,500 +GST, have confirmed with Wireless Rentals. Quote is in Dropbox.

*  Gennies & power needs - Karl was going to research this, Karl?

*  MPW Vehicle rental - quote including KM charge is $2448 (inc GST), plus an estimated $600 for petrol. This is for 27 days. thread is called "MPW Ute Hire for KB"

have filed the marquee quote from poppy into dropbox.

[Karl Matthews]

I will endeavor to make a phone call tomorrow and reopen the lines of communication with my former employer and see what they can do for us regarding power.

Sorry Ash I keep on forgetting about this one. Should hopefully be straight forward though.

[Kathy Guidi]

Awesome Ash!  Thanks for the update.

Latest from the Medics -- quote will be the same as last year!

: - )

[Bruce Scanlon]

>Latest from the Medics -- quote will be the same as last year!

We've got Paul on as head of security as well, yes?

[Kathy Guidi]

Attaching updated budget in case this helps with conversation tonite.  Not too much has changed overall; I've just plugged in updated numbers on the quotes that we've received.   

Two things I am starting to think about...

1)  Cash flow and having enough cash on hand to meet pre-festival cash needs.   We have $30k sitting at Cosmic and $20k in the bank = $50k.   That's looking good and I'm hoping we will do another $10-$15k in ticket sales prior to Xmas.   Most of the money starts getting spent in early Jan.    I estimate we will need spend about $65-$70k by the time the festival starts and then about $22,000 to be paid to vendors the week after the event!

2)  Who's going to need debit cards.  We only have 4 plus I have one too.   Likely to go to Man Manager (Nick),  Temple Manager (Troy), MPW Manager (Poppy), Kitchen Manager (?).       I will need to check with Nick & Troy to see when they will need $$ to start buying supplies.

FWIW, I was just looking at the expense budget from last year ($65k) to this year ($95k) and increase in $30,000!  Yikes, that's a big jump.   Overall changes from last year to this year:

Festival Operations:

+$3k  art grants

+3k   kitchen budget

+3k   vehicles (MPW + Gate, though part of MPW cost attributable to site move)

+1500  expected power costs (rental of gennies + fuel)

+$2k   insurance cost increases

+$1500 toilet rental increases

so that's $14,000 right there!

Then there's the increase to the rental cost of the site which is partially offset by the reduced cost in security hireage and firefighting hireage so it's hard to say what the impact is of this.

Capital investment:

$2500  purchase of Lumos' 2 containers for storage

Site Move Costs:

$5000   est to move containers

$1500   actual cost for site search/etc

$1000   misc addtl  (digger, etc)
-----------

$7500+  to move sites {which was expected}

Fascinating, eh? 

-K

[Bruce Scanlon]

We have $800 for the community art grant (which got given to pizza oven and tissue paper sculptures last year and would have also gone well towards the body painting thing) and $500 for innovation grants this year.

Do we still want to fund these grants?  If so the next EFP is a good time to publicize them.

[Pete Wyatt]

I think the amount of good these do for the community is worth the money

[Kathy Guidi]

Someone mentioned that Ben is building a pizza oven -- is he doing this as an 'art grant'?  or does anyone know how this is getting funded and what purpose it is serving?

-K

[fireyemz]

Ben is intending to build the pizza oven (it was me who mentioned it)

I'm catching up with him next week about it to talk him through the how etc. 

He had said "considering roping in some kitchen volunteers and then having it there for their use as well during setup" but this was our first communication about it so im sure it's all at the ideas stage

Bruce I can copy u in to our emails and keep you posted

As far as cost goes out all depends on where he gets materials from but shouldn't cost much.  Is the oil drum frame from last yr still stored?

Sent from Samsung Mobile

-------- Original message --------
From: Kathy Guidi <kag...@gmail.com>
Date: 24/11/2013 15:30 (GMT+12:00)
To: kiwiburnexcom <kiwiburn...@googlegroups.com>
Subject: Re: 2014 Budget

[Hana Tuwhare]

Do we still want to fund these grants?  If so the next EFP is a good time to publicize them.

It sounds like our budget is getting pretty big. Would be good to do the innovation grant, and fund the pizza oven at a reasonable cost, but not do the rest of the community art project. Enough on everyones plates already...

--

[Karl Matthews]

I have made first contact about hiring  generators. I am thinking about a decent sized diesel gene, potentially one that is a hybrid light tower, which could be extremely handy. Also a couple of portables. I will be able to get ask the leads and power boxes aswell.

Can I confirm that we now have a $1500 budget for this and fuel now? If so I can get every thing we could possibly need for cheaper than we could get anywhere... By a long way.

This isn't taking into consideration Paul's gene option which would be the best, but I'm not sure how to go about getting that sorted.

I will be ringing again tomorrow to discuss what they have available for that time frame and I'll get back with the full options and we can talk about how we would like to proceed from there.

It would also be interesting to her how poppys conversion went about getting the solar from Jim and bridgets bus?

[Kathy Guidi]

-->Can I confirm that we now have a $1500 budget for this and fuel now? If so I can get every thing we could possibly need for cheaper than we could get anywhere... By a long way.

Yes, that's what we have in the budget.    So, it'll be great if we can come in way under!

-->  Re Community Art Project & Innovation Grant:

I'm not opposed to doing either, it just depends on who wants to manage the applications.  Lumos has volunteered to be the liaison for the innovation grants.   I think last year Bruce was the liaison for CAP grants???   If no one wants to take that on, then we should pass this year.

-K

[Pete Wyatt]

personally I love that the CAP gives people on site a chance to get involved in community art in a small way, I am really big on anything that encourages art and helping people to realise that we are all artists.

if nobody else wants to take the CAP on I am happy to do so, 

I believe we got good bang for our buck last time and we should continue with it.

if no 'suitable' applications are made then we keep hold of the money but we have attempted a connection with our participants

[Bruce Scanlon]

>Bruce I can copy u in to our emails and keep you posted

thanks, that would be great.  I have also contacted Ben myself for help with kitchen planning, so we can talk about it as well.

[fireyemz]

I'm happy to take on cap as long as its not too much extra work... do we have documentation from last yr... eg our adverts for it etc

Bruce was it a lot of work?

Sent from Samsung Mobile

[Pete Wyatt]

how much work is required will partially depend on how many applications we get and how good they are, you need to read through each application to try and compare them against one another in a fair and unbiased way then decide how much they should each get

[fireyemz]

I think I can do that :-)

Sent from Samsung Mobile

[Pete Wyatt]

if you want a hand just let me know, I am happy to help

So I think that unless anybody believes we should NOT do the CAP then it's all on and we should get the message out there

[Bruce Scanlon]

Yep, Pete covered it well, it was pretty easy, but I only got a few applications.  Mostly the work involved telling people over and over what we were looking for.

There is also an unknown workload factor after you make your preliminary decisions and then run them by the excom for approval.

[Ashleigh Easton]

Hey Kathy, I can't remember who the 4 bank cards wound up being allotted to - there was going to be one for man, one for temple, one for MPW and one for kitchen. I would like access to one for the Depot and am happy to share with MPW or whatever's good!

[Kathy Guidi]

Hi Ash,
Yes, that's right.  Poppy has one for MPW and one for Kitchen.   We can transfer your allotment onto her MPW card if she's okay with that.   Do you need all $1500 onto the card or will you be buying things online or via some other way prior to that?

Let me/Karl know and we'll sort out the money.

-Kathy

[Kathy Guidi]

Karl has asked for $500 in the other email thread to purchase a few tools.   I am in favor of this as we are looking good thus far with ticket sales and budget.     I've always put in a $1500 'misc' line item which is for unforseen expenses such as this. 

What has happened with the CAP and Innovation grants?  We budgeted a total of $1300 for these two projects -- are they happening?

Attached is my latest working version of the budget (which has a lot of extra notes and strange calculations for my purposes......)

On Tue, Nov 26, 2013 at 9:52 AM, Pete Wyatt <lum...@gmail.com> wrote:

[Karl Matthews]

I can chat to ash this morning and sort this out.

[Bruce Scanlon]

im ok with the extra money for tools, and also ok if we have not awarded CAP and or innovation grants :-)