[Board] Fwd: Evergreen Conference Cancellation / Renegotiation

Sun Mar 15 21:58:40 EDT 2020

Thank you, Galen.

Terran McCanna
PINES Program Manager
Georgia Public Library Service
2872 Woodcock Blvd, Suite 250
Atlanta, GA 30341
404-235-7138
tmccanna at georgialibraries.org

On Sun, Mar 15, 2020, 9:04 PM Galen Charlton <gmc at equinoxinitiative.org>
wrote:

> Hi,
>
> I've added an updates section to the document, but two items this evening
> that I want to highlight:
>
> * The city of Atlanta has declared a state of emergency through 3/31 and
> is now prohibiting public gatherings of more than 250 people
> https://twitter.com/KeishaBottoms/status/1239337144847609862
> * The CDC has released interim guidance recommending that event organizers
> postpone or cancel mass gatherings of more than 50 people:
> https://www.cdc.gov/coronavirus/2019-ncov/community/large-events/mass-gatherings-ready-for-covid-19.html.
> Of particular note, the guidance starts with the sentence "Large events and
> mass gatherings can contribute to the spread of COVID-19 in the United
> States via travelers who attend these events and introduce the virus to new
> communities."
>
> Regards,
>
> Galen
>
> 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.*
>>>>>>
>>>>>>
>>>>>>
>>>>> _______________________________________________
>>>>> Board mailing list
>>>>> Board at list.evergreen-ils.org
>>>>> http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/board
>>>>>
>>>>
>>> _______________________________________________
>>> Board mailing listBoard at list.evergreen-ils.orghttp://list.evergreen-ils.org/cgi-bin/mailman/listinfo/board
>>>
>>> _______________________________________________
>>> Board mailing list
>>> Board at list.evergreen-ils.org
>>> http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/board
>>>
>>
>>
>> --
>> 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
>>
>
>
> --
> 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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