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CODE4LIB  June 2016

CODE4LIB June 2016

Subject:

Re: Formalizing Code4Lib?

From:

"Shaun D. Ellis" <[log in to unmask]>

Reply-To:

Code for Libraries <[log in to unmask]>

Date:

Mon, 13 Jun 2016 18:11:15 +0000

Content-Type:

text/plain

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text/plain (1 lines)

I agree that securing a permanent fiscal agent is the only way to sustain the annual conference at the current level, but I think there are ways to make a less formal commitment.  What I don’t understand is what any fiduciary agent gets out of such a deal.  There is significant risk and overhead for anyone to take this on.  What is the reward?

Overhead
It’s not just about fronting money and signing contracts.  There is people power involved too.  For 2016, I reviewed every contract and agreement that came through because my hide was on the line if we screwed up.  It’s not hard to miss something in the fine print, or to find estimates and invoices that don’t add up.  Furthermore, there were people in our finance department who had to do extra work to set up the account, cut checks, double-check contracts, communicate with vendors, etc.

Risk
While we have not yet gone "into the red" on an annual Code4Lib conference (knock on wood), it is certainly possible unless there is a degree of vigilance on the part of the organizers.  Because you have different organizers each year there can be large fluctuations when it comes to fundraising/sponsorship effort and experience.  The same goes for researching, negotiating, and comparing vendor and venue prices.  We do pass on documentation as best we can, but the process is rarely cookie cutter.

Reward
Is the reward simply “thanks” and a pat on the back?  ¯\_(ツ)_/¯  (For what it’s worth, I could see a high-visibility sponsor spot given to this org since it's a form of in-kind donated resources.)

Even if Code4Lib were to form a non-profit to strictly handle the annual conf, someone’s hide needs to be on the line to make sure there’s proper oversight of funds, budgets are properly formed and adhered to, contracts are not putting the org at risk, and so on.  To me, that sounds like a dedicated employee of the non-profit.

-Shaun

On Jun 13, 2016, at 1:30 PM, Rogan Hamby <[log in to unmask]<mailto:[log in to unmask]>> wrote:

There are a variety of options but I think it's fairly safe to say that it
would require some additional organization.  If another body took Code4Lib
under it's umbrella they would want organizational contacts and some
arrangements in place with whatever served as the governance of Code4Lib
(and I use the term governance here very loosely).  And at the other end of
the spectrum if Code4Lib did something like become a non-profit there are a
number of IRS requirements it would have to observe in terms of a board,
bylaws, etc....

Note, I'm sure there are other options, those are just the two that occur
to me off the top of my head from opposing ends of the "we have to be a
formal entity spectrum."

On Mon, Jun 13, 2016 at 12:55 PM, Akerman, Laura <[log in to unmask]<mailto:[log in to unmask]>> wrote:

Would "finding a permanent fiduciary agent" call for some degree of
organizational formalization?  Wouldn't somebody or bodies have to "sign
for" Code4Lib on this agreement with this agent, and wouldn't their role
therefore have to be, to some degree, permanent?

Sorry, but just wondering...

Laura

-----Original Message-----
From: Code for Libraries [mailto:[log in to unmask]] On Behalf Of
Salazar, Christina
Sent: Friday, June 10, 2016 5:26 PM
To: [log in to unmask]<mailto:[log in to unmask]>
Subject: Re: [CODE4LIB] Formalizing Code4Lib?

Yes I think it's time to do so and I also felt that there was significant
support for the idea.

I think perhaps the title "formalizing Code4Lib" might be a bit misleading
though... We might want to frame the idea as "finding a permanent fiduciary
agent" or something along those lines. This way, we don't have to think
about major changes all at once.

I imagine it would help those who plan for Code4Lib 2017 as well, assuming
that there will be a physical one.

Christina Salazar
Systems Librarian
John Spoor Broome Library
California State University, Channel Islands
805/437-3198


-----Original Message-----
From: Code for Libraries [mailto:[log in to unmask]] On Behalf Of
Brian Rogers
Sent: Friday, June 10, 2016 2:20 PM
To: [log in to unmask]<mailto:[log in to unmask]>
Subject: Re: [CODE4LIB] Formalizing Code4Lib?

Since the Chattanooga Planning Committee inadvertently prompted this
newest round of conversations around some degree of formalization, would it
be useful if we threw together a follow-up survey for the community, to
test the waters around support (or lack there of) for the notion of
formalizing, to the extent that it allows for a stable place to house the
annual conference funds? And if it seems like there is overwhelming support
for the idea, a group of volunteers can band together at that point to
pursue options to present back to the community?

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--
--------------------------------------------------------------
Rogan R. Hamby, Data and Project Analyst
Equinox - Open Your Library
[log in to unmask]<mailto:[log in to unmask]>
1-877-OPEN-ILS | www.esilibrary.com

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