[Board] Fwd: Evergreen Conference Cancellation / Renegotiation
Donna Bacon
donna at mobiusconsortium.org
Fri Mar 13 12:35:18 EDT 2020
I am happy to do whatever is needed. I contacted our attorney since we
are the signatory. However, it is Evergreen's money that is on the line
here. MOBIUS has been signing these contracts with the agreement that
Evergreen is responsible for all financial commitments. I am fine
continuing to work with our attorney on the matter or let the University
of Georgia handle it. I just need to be involved and kept up-to-date
about what is happening as decisions are made and you have been
consistent with doing so. Please continue taking the lead and let me
know how/who you want it handled. We are here to support Evergreen in
whatever way we can.
Donna
On 3/13/2020 11:28 AM, Terran McCanna wrote:
> MOBIUS is the signatory.
>
>
>
>
>
> 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
> <mailto:tmccanna at georgialibraries.org>
>
> http://help.georgialibraries.org | help at help.georgialibraries.org
> <mailto:help at help.georgialibraries.org>
>
>
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>
> On Fri, Mar 13, 2020 at 12:26 PM Goben, Anna <AGoben at library.in.gov
> <mailto:AGoben at library.in.gov>> wrote:
>
> 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
> <mailto:tlittle at georgialibraries.org>]
> *Sent:* Friday, March 13, 2020 12:23 PM
> *To:* Terran McCanna <tmccanna at georgialibraries.org
> <mailto:tmccanna at georgialibraries.org>>
> *Cc:* Goben, Anna <AGoben at library.IN.gov
> <mailto:AGoben at library.IN.gov>>;
> 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:* Re: [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. ****
>
> ------------------------------------------------------------------------
>
> 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.
>
> Image removed by sender.
>
>
>
> *Tiffany Little, PINES Services Specialist: Acquisitions*
>
> ------------------------------------------------------------------------
>
> *Georgia Public Library Service | University System of Georgia*
>
> 2872 Woodcock Blvd, Suite 250 l Atlanta, GA 30341
>
> (470) 512-1454 | tlittle at georgialibraries.org
> <mailto:tlittle at georgialibraries.org> |
> help at help.georgialibraries.org <mailto:help at help.georgialibraries.org>
>
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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?
>
> 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
> <mailto:tmccanna at georgialibraries.org>
>
> http://help.georgialibraries.org |
> help at help.georgialibraries.org
> <mailto:help at help.georgialibraries.org>
>
> Image removed by sender.
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> /Join our email list/ <http://georgialibraries.org>///for
> stories of Georgia libraries making an impact in our communities./
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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
>
> **** 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 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
> <mailto:tmccanna at georgialibraries.org>
>
> http://help.georgialibraries.org |
> help at help.georgialibraries.org
> <mailto:help at help.georgialibraries.org>
>
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> communities./
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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
>
> 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
> <mailto:tmccanna at georgialibraries.org>
>
> http://help.georgialibraries.org |
> help at help.georgialibraries.org
> <mailto:help at help.georgialibraries.org>
>
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> communities./
>
> _______________________________________________
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>
--
Donna Bacon
Executive Director
MOBIUS
111 E Broadway, Ste 220
Columbia, MO 65203
573.268.1845
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