"Making Room" in the Budget

[Brendan]

Hi everyone

There have been a few budget requests recently over and above what we had already approved. It's too late to change the income / ticket price so we've mentioned "making room" in the budget.

The existing budget had some room built in and I've attached a revision to give everyone an idea of what might be possible. This is not intended to replace the budget that we've already approved, it's just food for thought.

I've made the following changes:

* Removed the $2,500 "Miscellaneous" line. As I understand it this was available as contingency spending for MPW and the site ops team during the event. Karl let me know that this is extremely useful and I believe in having a contingency to cover anything that we hadn't thought of without having to review the whole budget. I've only removed this on the understanding that a portion of our cash surplus is allocated for an "operations contingency" allocation which has a similar function.

* Removed the $3,000 Volunteer Reimbursement Provision on the understanding that we can continue the discussion of remuneration / honorarium etc next year.

* Removed the $3,000 Community Project Provision for the same reason (to be discussed before next year's budget).

* Increased the Insurance line from $7,000 to $12,000 as it seems clear that the increases to cover plus cancellation insurance will come in at well over $7,000. This is still 'red flagged' as to be confirmed.

I haven't changed the following but see room to move in the following areas depending on our priorities and longer term strategies:

* Structures. If we contract caterers we may not need a new kitchen structure. We may choose to postpone one of the other new structures until 2018.

* ExCom and Operations Summits. We could choose to ask participants to cover part of their own summit expenses and offer to cover, for example 80% or 50% of travel costs, entertainment etc. (with possible exceptions for key people who would otherwise not be able to attend due to onerous long-distance travel). We could choose to hold the first Operations Summit after the 2018 festival instead (this is a $8,000 budget line).

* We could make small savings in several areas by tightening our belts slightly on toilets, tools, the third ute (could this be rented for a shorter period) etc. This could save us in the region of $1,500 altogether.

* We could run at a slight cash deficit this year and reduce our bank balance on the understanding that we're investing in significant long term infrastructure which we wouldn't need to spend money on in the next year or two.

This revised version leaves us with a cash surplus of $15,878 to go toward:

* Crew Tickets (anywhere from $2,000 to $5,000 depending on what we decide to do).

* Medical and Security cover for two extra days (aprox $10,000).

* Miscellaneous MPW / Site Ops spending and contingency fund.

* Any tree-work post survey / risk assessment.

* Other relatively small budget requests such as "non consent" wristbands for photography etc.

Thoughts welcome.

[Wendy]

Based on the other thread I think we should keep the volunteer reimbursement provision.  We've talked about it a lot and this was the only solution we came up with that works with our current structure.  It's still just a token but it's a step towards what we were hoping to achieve by bringing it up.

I am less attached to the community project provision and the ops/excom summits.  I'm aware that we're contractually obliged to hire the lodge but we could potentially discuss the efficacy of having exactly the right people and keep it as one meeting if necessary, with provision for another later if it's felt necessary/budget allows.

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[Brendan]

Thank you Wendy, that's exactly the sort of feedback I was looking for.

Everyone, there are a lot of options that we can potentially adjust. We just need to prioritise. Please post with what you consider to be the most and least important items. There are no right or wrong answers and I would like to hear from everyone on this if possible, please.

Thanks.

[Pete Wyatt]

I agree with Wendy on this one "volunteer reimbursement" is a high priority

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[Nicola]

If we need to make changes, I would cut the Community Project Provision. I'm optimistic we might save on insurance and have a bit to spare, which I would put towards increasing medics and security days.

[Wendy]

Agree with Nicola. Community project us a nice to have, medics are a necessity.

[Rohana Weaver]

Can I suggest that both CAP and Innovation Grant's could be redistributed to medics if necessary. However if u are wanting to go down this route can u decide very soon as we r starting to pump up advertising for these grants as they close November 6th.

[Wendy]

Note: CAP is not the same as community project afaik. Community project was an idea for donating KB money to things like the Auckland burner art space, outside of the event. Thus us why I see it as a nice to have

On 15 Oct 2016 1:20 p.m., "Rohana Weaver" <rohana...@gmail.com> wrote:

Can I suggest that both CAP and Innovation Grant's could be redistributed to medics if necessary. However if u are wanting to go down this route can u decide very soon as we r starting to pump up advertising for these grants as they close November 6th.

[Wendy]

Fuck, now I'm even typing with a kiwi accent.

[Pete Wyatt]

lol.... I heard Lyn of Tawa speaking just then...
as an art festival I would like to think that we could prune other things from the budget before we removed the community art project grant

[Rohana Weaver]

Right sorry my bad:)

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[Wendy]

What are the other things you have in mind, Pete?

Also, we're an experiment in temporary community, not an art festival. Art is a major aspect but not the only one.

[Pete Wyatt]

I agree that the community project is a good thing but could be cut / reduced

I also think that our extra requirements for medics and security may be less than we first thought, perhaps just an extra day pre the event and nothing post event

[Poppy Norman]

Ronan and I have discussed it and we are happy to put off getting another container which would free up $4500.