[Board] Fwd: Evergreen Conference Cancellation / Renegotiation

Fri Mar 13 12:26:28 EDT 2020

Whose lawyers are the most important in this:  the lawyer for the contracting agency or the conference planners?  It appears we have dual opinions.  I don’t want to cause trouble for any of the agencies that’s going to result in bankrupting the project.

-Anna

Anna Goben
Evergreen Indiana Coordinator
Indiana State Library
140 N Senate Ave
Indianapolis, IN 46204
317-234-6624
Fax: 317-232-1925

From: Tiffany Little [mailto:tlittle at georgialibraries.org]
Sent: Friday, March 13, 2020 12:23 PM
To: Terran McCanna <tmccanna at georgialibraries.org>
Cc: Goben, Anna <AGoben at library.IN.gov>; evergreen-conference at list.evergreen-ils.org; board at list.evergreen-ils.org; Donna Bacon <donna at mobiusconsortium.org>
Subject: Re: [Board] Fwd: Evergreen Conference Cancellation / Renegotiation

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I also agree that an emergency meeting is best. As soon as we have enough info, I think we should meet. I don't think it should wait until Thursday.

I've heard gossip that Trump may declare a national state of emergency later today, which may put us in a better position as well.

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Tiffany Little, PINES Services Specialist: Acquisitions

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On Fri, Mar 13, 2020 at 12:10 PM Terran McCanna <tmccanna at georgialibraries.org<mailto:tmccanna at georgialibraries.org>> wrote:
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?

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Terran McCanna, PINES Program Manager

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On Fri, Mar 13, 2020 at 11:54 AM Goben, Anna <AGoben at library.in.gov<mailto: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<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<mailto:evergreen-conference at list.evergreen-ils.org>; board at list.evergreen-ils.org<mailto:board at list.evergreen-ils.org>; Donna Bacon <donna at mobiusconsortium.org<mailto:donna at mobiusconsortium.org>>
Subject: [Board] Fwd: Evergreen Conference Cancellation / Renegotiation

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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.

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Terran McCanna, PINES Program Manager

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---------- Forwarded message ---------
From: Terran McCanna <tmccanna at georgialibraries.org<mailto: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<mailto:beverly.arnold at usg.edu>>, <Sherea.Frazer at usg.edu<mailto: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

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Terran McCanna, PINES Program Manager

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