[SOA] SOA Plenary expenses request

[Carleton, Janet]

Folks, we approved the choice of plenary speaker and potential expenses for her travel a while ago, but now we have a much better estimate and I'd like to make a motion to approve them.

Mark, is it possible/desirable for SOA to go ahead and pay for the hotel room (at the conference hotel) rather than asking her to seek reimbursement?

thanks! janet

___________________________________
Janet Carleton | Digital Initiatives Coordinator | Preservation & Digital Initiatives | University Libraries | 1 Ohio University | Alden 333 | Athens, Ohio | 740.597.2527 | carleton at ohio.edu<mailto:carleton at ohio.edu> | https://media.library.ohio.edu/ | @jcarletonoh | @AldenLibDigital <https://twitter.com/AldenLibDigital> | http://pinterest.com/OhioDigiArchive/

From: Lavender, Stacey <lavendes at ohio.edu<mailto:lavendes at ohio.edu>>
Sent: Tuesday, April 9, 2019 9:13 AM
To: Carleton, Janet <carleton at ohio.edu<mailto:carleton at ohio.edu>>; Bricking, Stephanie <Stephanie.Bricking at cincinnatilibrary.org<mailto:Stephanie.Bricking at cincinnatilibrary.org>>
Subject: RE: SOA Plenary

Sounds good. Do you need more specific info than the estimates below?

Hotel room: $150 ($129 + taxes and fees)
Car rental: $150
Gas: $50

From: Carleton, Janet <carleton at ohio.edu<mailto:carleton at ohio.edu>>
Sent: Monday, April 8, 2019 3:06 PM
To: Lavender, Stacey <lavendes at ohio.edu<mailto:lavendes at ohio.edu>>; Bricking, Stephanie <Stephanie.Bricking at cincinnatilibrary.org<mailto:Stephanie.Bricking at cincinnatilibrary.org>>
Subject: RE: SOA Plenary

I would say yes, they need to vote on and approve the expenses. I'm sure they will be happy that they are less!


From: Lavender, Stacey <lavendes at ohio.edu<mailto:lavendes at ohio.edu>>
Sent: Sunday, April 7, 2019 3:50 PM
To: Bricking, Stephanie <Stephanie.Bricking at cincinnatilibrary.org<mailto:Stephanie.Bricking at cincinnatilibrary.org>>; Carleton, Janet <carleton at ohio.edu<mailto:carleton at ohio.edu>>
Subject: Fw: SOA Plenary



Kathleen is starting to nail down her travel plans, see below. It doesn't look too bad, one night in the hotel plus rental car and gas. The sponsorships should give us enough room in the budget to cover this, and still have some extra money to upgrade the food a little. Janet, does Council need to approve again now that we've got more specific numbers on her travel costs?

Stacey
________________________________
From: Kathleen Roe <kathleen.d.roe at gmail.com<mailto:kathleen.d.roe at gmail.com>>
Sent: Saturday, April 6, 2019 4:42 PM
To: Lavender, Stacey
Subject: Re: SOA Plenary

Hi Stacey,

I am just planning my Spring travel, and want to confirm a couple of things with you regarding the SOA meeting.

I am going to drive out to Buffalo/Niagara Falls with my husband who has a beloved aunt and some friends he wants to visit, so I will start out from there.  My plan is to rent a car and drive to Akron (about 3.5 hours) on Thursday and back Friday evening.

That means I just need the hotel room for Thursday and want to be sure you all are still planning to make the reservation--just let me know if not and I will do it, no problem.

So I would hope you are good with covering the car rental and gas--I can get a compact car for two days for around $150, and would think gas and tolls would run about another $50.  So a total of about $200, which is way better than airfare and actually given the circuitous route to fly from Albany to Akron driving actually takes less total time.   So I think it's a good deal all ways.

Just let me know if that works for you all, and I will get things lined up.  I'm sure we will be in touch as we get closer to the actual conference, but let me know if you need anything from me now.

I'm looking forward too meeting you "live" and catching up with my current and future archival friends in Ohio!

Regards,
Kathleen
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