[Board] Fwd: Evergreen Conference Cancellation / Renegotiation

Fri Mar 13 12:09:45 EDT 2020

I'm sorry I was not clear - I am just working something up in preparation
for when the decision is made.

I still want an official recommendation from the Board, but I don't think
it can wait until next Thursday. Can you call an emergency meeting or do a
vote by email by, say, Monday?

Terran McCanna, PINES Program Manager
------------------------------

Georgia Public Library Service | University System of Georgia

2872 Woodcock Blvd, Suite 250 l Atlanta, GA 30341

(404) 235-7138 | tmccanna at georgialibraries.org

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On Fri, Mar 13, 2020 at 11:54 AM Goben, Anna <AGoben at library.in.gov> wrote:

> I had planned for the board to make an official recommendation next week
> at the EOB/TEP meeting as we have only had unofficial discussion so far.
> Do you no longer wish an official opinion of the board on this matter?
>
>
>
> -Anna
>
>
>
> Anna Goben
>
> Evergreen Indiana Coordinator
>
> Indiana State Library
>
> 140 N Senate Ave
>
> Indianapolis, IN 46204
>
> 317-234-6624
>
> Fax: 317-232-1925
>
>
>
> *From:* Board [mailto:board-bounces at list.evergreen-ils.org] *On Behalf Of
> *Terran McCanna
> *Sent:* Friday, March 13, 2020 10:46 AM
> *To:* evergreen-conference at list.evergreen-ils.org;
> board at list.evergreen-ils.org; Donna Bacon <donna at mobiusconsortium.org>
> *Subject:* [Board] Fwd: Evergreen Conference Cancellation / Renegotiation
>
>
>
> **** This is an EXTERNAL email. Exercise caution. DO NOT open attachments
> or click links from unknown senders or unexpected email. ****
> ------------------------------
>
> Good morning, I sought out Beverly Arnold's advice (the Director of
> Conference and Meeting Services for the Board of Regents of the University
> System of Georgia) and the message below is the follow up which summarizes
> what we discussed. She will be bringing in their contract expert, Christine
> Campbell, who has extensive experience in conference contract negotiations,
> to reach out to the hotel.
>
>
>
> Please let me know if you have any further questions at this time. I will
> be sending out a message to the Evergreen list and to all attendees shortly.
>
>
>
>
>
>
>
> [image: Image removed by sender.]
>
> *Terran McCanna, PINES Program Manager*
> ------------------------------
>
> *Georgia Public Library Service | University System of Georgia*
>
> 2872 Woodcock Blvd, Suite 250 l Atlanta, GA 30341
>
> (404) 235-7138 | tmccanna at georgialibraries.org
>
> http://help.georgialibraries.org | help at help.georgialibraries.org
>
>
>
> [image: Image removed by sender.]
> <https://www.facebook.com/georgialibraries> [image: Image removed by
> sender.] <https://www.twitter.com/georgialibs>
>
> *Join our email list* <http://georgialibraries.org> *for stories of
> Georgia libraries making an impact in our communities.*
>
>
>
>
>
> ---------- Forwarded message ---------
> From: *Terran McCanna* <tmccanna at georgialibraries.org>
> Date: Fri, Mar 13, 2020 at 10:35 AM
> Subject: Evergreen Conference Cancellation / Renegotiation
> To: Beverly Arnold <beverly.arnold at usg.edu>, <Sherea.Frazer at usg.edu>
>
>
>
> Hello Beverly and Sherea,
>
>
>
> As we discussed on our call this morning, the Evergreen Conference
> Committee, The Evergreen Project Board, and MOBIUS (the contract signatory
> for the conference) agree that due to the serious nature of the COVID-19
> pandemic, we must cancel this year's Evergreen Conference.
>
>
>
> In addition to our duty as responsible citizens, most of the attendees of
> this conference are government employees who have received directives this
> week to cancel all non-essential travel, so even if we were to attempt to
> continue with the conference, we would have negligible attendance.
>
>
>
> However, The Evergreen Project does not have the funds to cover the
> contract cancellation fee of approximately $125K (the organization has
> under $40K in assets). MOBIUS is the conference insurance holder (through
> Hartford) but have been informed by Hartford that the pandemic does not
> constitute an "act of god" but rather a "communicable disease" which is not
> covered by the insurance. We are hopeful that the hotel will be willing to
> waive the cancellation costs if we agree to hold the conference there in
> 2022. (We cannot schedule it for 2021, as we already have a contract to
> hold the 2021 conference in Missouri.)
>
>
>
> Once this year's conference is cancelled, we will need to refund attendee
> and exhibitor fees, minus the merchant funds (which we will pay out of The
> Evergreen Project's funds).
>
>
>
> I am attaching the hotel and AV contracts here for easy access. It is my
> understanding that we can cancel the AV contract with no fee if we cancel
> it prior to March 20th.
>
>
>
> Thank you for assistance with this process,
>
> Terran McCanna / The Evergreen Conference Committee
>
>
>
>
>
> [image: Image removed by sender.]
>
> *Terran McCanna, PINES Program Manager*
> ------------------------------
>
> *Georgia Public Library Service | University System of Georgia*
>
> 2872 Woodcock Blvd, Suite 250 l Atlanta, GA 30341
>
> (404) 235-7138 | tmccanna at georgialibraries.org
>
> http://help.georgialibraries.org | help at help.georgialibraries.org
>
>
>
> [image: Image removed by sender.]
> <https://www.facebook.com/georgialibraries> [image: Image removed by
> sender.] <https://www.twitter.com/georgialibs>
>
> *Join our email list* <http://georgialibraries.org> *for stories of
> Georgia libraries making an impact in our communities.*
>
>
>
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