[Board] Fwd: Evergreen Conference Cancellation / Renegotiation

Fri Mar 13 13:39:18 EDT 2020

Thank you, Galen!

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

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On Fri, Mar 13, 2020 at 1:24 PM Galen Charlton <gmc at equinoxinitiative.org>
wrote:

> 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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