[Board] Fwd: Evergreen Conference Cancellation / Renegotiation

Fri Mar 13 13:24:37 EDT 2020

Hi,

As an aide towards organizing our discussion, I've started an outline of
our decision points here:

https://docs.google.com/document/d/1A3g6cHcN_4ZMjziH3U4TU9m3RWw71zKYjkkFm7qoRaE/edit

It's in the TEP Board folder, but I will also share it with the relevant
non-Board members who have been participating in this discussion.

Regards,

Galen

On Fri, Mar 13, 2020 at 1:13 PM Chris Owens <cowens at blanlibrary.org> wrote:

> Totally agree.
>
> Chris
>
> Chris Owens
>
> Director
>
> Blanchester Public Library
>
> 110 N. Broadway
>
> Blanchester, OH 45107
>
> 937-783-3585
>
> 937-783-2910 (fax)
>
> cowens at blanlibrary.org
>
>
>
>
> On 3/13/2020 1:08 PM, Terran McCanna wrote:
>
> As I said yesterday, this decision cannot be made in a vacuum.
>
> But, frankly, I don't think it's really a matter of canceling the
> conference or not. I think it's really a question of how to lose the least
> amount of money. If the contract negotiator is successful in convincing the
> hotel to let us reschedule for 2022, that would most likely be the best
> option financially.
>
>
>
>
>
> 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
>
> <https://www.facebook.com/georgialibraries>
> <https://www.twitter.com/georgialibs>
>
> Join our email list <http://georgialibraries.org> for stories of Georgia
> libraries making an impact in our communities.
>
>
>
> On Fri, Mar 13, 2020 at 12:23 PM Tiffany Little <
> tlittle at georgialibraries.org> wrote:
>
>> 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.
>>
>> 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 |
>> help at help.georgialibraries.org
>>
>> <https://www.facebook.com/georgialibraries>
>> <https://www.twitter.com/georgialibs>
>>
>> Join our email list <http://georgialibraries.org> for stories of Georgia
>> libraries making an impact in our communities.
>>
>>
>> On Fri, Mar 13, 2020 at 12:10 PM Terran McCanna <
>> 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?
>>>
>>>
>>>
>>> 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
>>>
>>> <https://www.facebook.com/georgialibraries>
>>> <https://www.twitter.com/georgialibs>
>>>
>>> Join our email list <http://georgialibraries.org> for stories of
>>> Georgia libraries making an impact in our communities.
>>>
>>>
>>>
>>> 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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>>>
>>
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-- 
Galen Charlton
Implementation and Services Manager
Equinox Open Library Initiative
phone:  1-877-OPEN-ILS (673-6457)
email:  gmc at equinoxInitiative.org
web:  https://equinoxInitiative.org
direct: +1 770-709-5581
cell:   +1 404-984-4366
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