Summit discussion

[Wendy]

OK so the first question is, whose travel costs get covered?

In previous years it's been only excom members at the Summit, but this year with all the changes afoot, there are several people coming who are not on the excom but who may well be pivotal to the running of the festival in the future.  It's hard to tell at this point who that will be.

The cost of the lodge has already been covered by Kiwiburn.  There won't be enough beds for everyone but there is no extra charge to bring a squab and kip on the floor.

I am operating under the assumption that food will also be covered, because it'd be weird to make some folk fend for themselves while group cooking is going on - however there could be a charge for those not on the excom to be in on communal food I suppose.

And then there's the travel.

My thoughts are - KB pays for food and lodge and travel for excom members, everyone else gets themselves there.

If I get no input from others on this, this is the plan I will go with. I will be making the budget this week, and want to make a decision on this by May 1.

[Wendy]

Oops - to clarify:

1. KB pays for lodge for all.

2.  KB pays for food for all.

3.  KB pays for travel for excom.

4. Non-excom cover their own travel

Is the suggestion on the table for discussion.

[Hippie Tim]

If budget allows I think everyone should be able to have their travel expenses covered, it's only fair, being on the ExCom or not does not necessarily reflect the amount of work done by the individual.

Food also should be covered.

I think a mixture of tents and squabs would work well.

Correct me if I am wrong but did we set the budget for this at $3500?

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[Wendy]

The budget was estimated by Kathy as about $3300, if that's what you mean.  That's not carved in stone, and the Lodge hire is $1760 so the actual budget available is about $1500 for food, travel and incidentals.  Please bear in mind that we are flying at least one person from Australia for this.

It might help to make the travel decision if those excom members who've already got their tickets could let us know how much they are.

There is enough room in the lodge that nobody should have to sleep in a tent. 

[Pete Wyatt]

we should also be able to encourage car pooling, we have people excom people comming from most areas where non excom members are

[Kathy Guidi]

To clarify on the budget.... we had estimated something like $5300 for Rathmoy summit and we already paid for the lodge, so the $3300 I mentioned the other day was for travel, food and other misc costs.

Definitely food should be paid for for everyone.    I'd estimate high and say $500 - $600 for food.

And I would say that since the Summit is no longer looking like it's going to be for ExCom only, that you offer a travel stipend to non-excom members and if Kiwiburn can cover everyone's costs to get there, then great.   How many people are we talking about now, around 15- 20?

Hopefully carpooling?    FIgure out the estimated fuel cost RT from Welly and AKL, suggest people carpool and perhaps only get a stipend if they do carpool?  

Hopefully there's enough in the budget to cover most costs.

-K

 

On Mon, Apr 21, 2014 at 3:32 PM, Wendy <tat...@gmail.com> wrote:

[Wendy]

Thanks for clarifying Kathy.

Right now we have 17 names on the list, although one of those is Emma and I'm not sure if she's still coming.  Also Ash, who last I heard was asking if she thought it was worth her coming.

Personally I think it is.  ;-)

[Wendy]

OK.  More info:  It's likely to take just over a tank of petrol (equates to about $120) to get my car from Wellington to Rathmoy and back again.  There'll be three excom members in it for that.

How many people will we have flying in, and where from?

[Wendy]

Question:

Since Kathy is stepping down end of month, and has already pulled back substantially, do those who need to buy plane tickets now send their receipts to Karl?

Also, it's looking like we'll be able to subsidise at least a percentage of fuel cost for those not on excom, and it also seems there'll be some carpooling going on.  I was going to suggest that everyone save their receipts and then at the end we could reimburse to the extent the budget allows, which may well end up being all of it but can't be predicted while I still don't have definite numbers or distances/travel arrangements.

[Kathy Guidi]

Heya,
Just a quick response as I'm in a 4 day workshop at the moment......   and I will elaborate in a few days what the plan is for treasurer/receipts, etc.

We've created a new email alias 'finan...@kiwiburn.com' which for the time being will forward to me, Karl, and Laura.   Folks just send their receipts/info to that email addy and we'll take it from there.   In the midst of setting up procedures for how things are going to work but looking like Laura will process the Xero side of things and Karl will do actual reimbursements to people from the bank account.

Wendy --yes, your suggestion about folks saving their petrol receipts or whatever summit-related cost receipts and then ya'all can decide afterwards if there's enough $$ to reimburse everyone.

-K