[Board] Outreach report

[Lussier, Kathy]

Hi all,

Following up with the hack-a-way update and request:

NOBLE and CW MARS will be co-hosting the hack-a-way to be held at Endicott
College in Beverly, MA We are just about to sign the contract with the
venue, and will be dividing the costs with CW MARS funding the meeting
space and  We chose Endicott because of a nearby Inn that is in walking
distance of the venue. Unlike other hotels used for the hack-a-way, this
hotel has an attrition policy when setting aside a block of 10 or more
rooms. We had originally been planning to set aside 20 rooms, but decreased
it to 15 rooms over three days (45 total) after learning about the
attrition policy. The attrition rate is 90%, meaning NOBLE is
responsible for paying the difference if we don't ultimately use 90% of the
room block (41 rooms).

The cost of the rooms is $129 per night, which is very reasonable for this
area, plus an 11.7% occupancy tax. I would like the Board to consider
reimbursing NOBLE in for the attrition fee in the case that we don't meet
the attrition rate.

In a similar vein, for the venue, CW MARS and NOBLE are jointly paying a
total of $3,271.60 to cover food (breakfast and lunch), the meeting room,
and fees. We will need to make three non-refundable payments with the last
one being sent a month before the event. I don't anticipate there being any
problem, but, if for some reason, the event were canceled within the last
30 days, we would be unable to recoup those costs. Again, I would like the
Board to consider reimbursing for those costs if the project were to cancel
the event. For reference, the Force Majeure clause on the contract states:

Neither party shall be liable in damages or have the right to terminate
> this Agreement for any delay or default in performing hereunder if such
> delay or default is caused by conditions beyond its control including, but
> not limited to Acts of God, Government restrictions, natural disasters,
> pandemics, wars, riots, insurrections and/or any other cause beyond the
> reasonable control of the party whose performance is affected. In such
> events any deposits received will be
> non-refundable.


Thanks for considering!

Kathy
--
Kathy Lussier
she/her
Executive Director
NOBLE: North of Boston Library Exchange
Danvers, MA
978-777-8844 x201
www.noblenet.org




On Thu, May 16, 2024 at 10:55 AM Rogan Hamby via Board <
board at list.evergreen-ils.org> wrote:

> Good morning,
>
> The Outreach report in advance of this afternoon's meeting.
>
> Next month we will return to working on the community web site. Currently
> we are taking a bit of breather from it as everyone has been busy
> post-conference.
>
> Feedback from Ruth was that the automated posting for the conference went
> well and that is something we are likely to explore in the coming months.
> Additionally, we saw better traction with posts on Bluesky than Twitter/X
> indicating that at least some of our audience has made the transition there.
>
> Finally, we are in the midst of preparing for the Hack-A-Way and during
> the meeting Kathy Lussier, as one of the hosts, will discuss a matter
> regarding the hotel reservation block that needs the board's attention.
>
>
> Rogan Hamby (he/him/his), MLIS
>
> Data and Project Manager
>
> Equinox Open Library Initiative
>
> rogan.hamby at equinoxOLI.org
>
> 1-770-709-5555 x5570
>
> www.equinoxOLI.org
>
>
> _______________________________________________
> Board mailing list
> Board at list.evergreen-ils.org
> http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/board
>
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