Dear DebConf team,
I am currently collecting the team member's expenses, which you can find
in the following document:
https://docs.google.com/spreadsheets/d/1KH1oGvpynt8oSK3K_hYt4X0NZLjaiLlpLPhbTM6ooXk/
**I will add the records into our book shortly..**
While aggregating the amounts, I noticed that our expenditures for
certain accounts have significantly exceeded our approved budget.
I apologise for not monitoring the expenses in real-time more closely..
------------------------------- ------------ ------------ ------------
Account [budget-5] Spent amount Balance
------------------------------- ------------ ------------ ------------
equipment:av 20,000,000 (20,031,090) (31,090) KRW
local-team 3,000,000 (5,676,844) (2,676,844) KRW
social:conference-dinner 20,000,000 (23,732,000) (3,732,000) KRW
------------------------------- ------------ ------------ ------------
Explanation for each accounts:
- For eqiupment:av, we encountered unexpected issues with broken or
lost equipment, which led to higher expenses than our calculated
buffers.
- For local-team, the construction period (installing and later
dismantling the fiber and network equipment with the school before
DebCamp and after DebConf) by the team people resulted in additional
expenses.
- For social:conference-dinner, there was a misunderstanding regarding
the quotation, leading to an underestimation of the budget. We also
had to urgently rent portable A/Cs and fans, which we did not anticipate
during our site visit, as there were installed A/Cs at that time.
Given these circumstances, I am considering requesting a reallocation of
funds and seeking post-approval from the DPL.. Would this be possible?
Like last [5th round], there are no total differences.
Account Differences from the [budget-5] (August 4th)
------- ----------------
Total differences 0 KRW
Decresed accounts - 8,300,000 KRW
equipment:network - 300,000 KRW
food:catering - 4,000,000 KRW
accommodation:dormitory:rooms - 4,000,000 KRW
Increased accounts + 8,300,000 KRW
equipment:av + 300,000 KRW
social:conference-dinner + 4,000,000 KRW
local-team + 4,000,000 KRW
Current balances per accounts, including the collected team liabilities:
------------------------------- ------------ ------------ ------------
Account [budget-5] Spent amount Balance
------------------------------- ------------ ------------ ------------
Total 291,470,000 (241,048,427) 50,421,573 KRW
------------------------------- ------------ ------------ ------------
accommodation:dormitory:bed-set 4,400,000 (4,290,000) 110,000 KRW
accommodation:dormitory:rooms 42,500,000 (32,435,000) 10,065,000 KRW
accommodation:guesthouse 3,120,000 (3,120,000) 0 KRW
accommodation:hotels 18,000,000 (17,446,000) 554,000 KRW
child-care 1,000,000 (706,000) 294,000 KRW
equipment:av 20,000,000 (20,031,090) (31,090) KRW
equipment:network 15,000,000 (13,618,717) 1,381,283 KRW
fees:bank 4,500,000 0 4,500,000 KRW
fees:import-tax 4,500,000 0 4,500,000 KRW
food:bar 4,000,000 0 4,000,000 KRW
food:catering 70,000,000 (64,036,420) 5,963,580 KRW
incidental 3,800,000 0 3,800,000 KRW
insurance 2,000,000 (1,623,570) 376,430 KRW
local-stuff 4,000,000 (1,170,400) 2,829,600 KRW
local-team 3,000,000 (5,676,844) (2,676,844) KRW
printing 3,500,000 (3,199,350) 300,650 KRW
site-visit 6,600,000 (966,930) 5,633,070 KRW
social:cheese-and-wine 900,000 (573,090) 326,910 KRW
social:conference-dinner 20,000,000 (23,732,000) (3,732,000) KRW
social:day-trip 20,000,000 (15,184,800) 4,815,200 KRW
swag 20,000,000 (15,189,330) 4,810,670 KRW
t-shirts 10,000,000 (9,372,880) 627,120 KRW
venue:covid 2,000,000 (129,190) 1,870,810 KRW
venue:rooms 7,650,000 (7,650,000) 0 KRW
visa 1,000,000 (896,816) 103,184 KRW
------------------------------- ------------ ------------ ------------
Total 291,470,000 (241,048,427) 50,421,573 KRW
------------------------------- ------------ ------------ ------------
The collected team's individual expenses have not yet been finalised.
I am still collecting them.
[5th round] https://lists.debian.org/debconf-team/2024/08/msg00001.html
[budget-5] https://salsa.debian.org/debconf-team/public/data/dc24/-/blob/budget-5/budget/budget.ledger
--
Jongmin Kim
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