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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">I would agree that that would seem to be the absolute best outcome at this stage since our losses would be significantly reduced over a straight out cancellation. Depending,
of course, on the terms offered for the later event…<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#007647">Anna Goben<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#007647">Evergreen Indiana Coordinator<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#007647">Indiana State Library<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#007647">Indianapolis, IN 46204<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#007647">317-234-6624<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#007647">Fax: 317-232-1925<o:p></o:p></span></p>
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<p class="MsoNormal"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">From:</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> Terran McCanna [mailto:tmccanna@georgialibraries.org]
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<b>Sent:</b> Friday, March 13, 2020 1:08 PM<br>
<b>To:</b> Tiffany Little <tlittle@georgialibraries.org><br>
<b>Cc:</b> Goben, Anna <AGoben@library.IN.gov>; evergreen-conference@list.evergreen-ils.org; board@list.evergreen-ils.org; Donna Bacon <donna@mobiusconsortium.org><br>
<b>Subject:</b> Re: [Board] Fwd: Evergreen Conference Cancellation / Renegotiation<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Arial",sans-serif;color:red">**** This is an EXTERNAL email. Exercise caution. DO NOT open attachments or click links from unknown senders or unexpected email. ****</span>
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<p class="MsoNormal">As I said yesterday, this decision cannot be made in a vacuum.
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<p class="MsoNormal">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. <o:p></o:p></p>
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<p class="MsoNormal">On Fri, Mar 13, 2020 at 12:23 PM Tiffany Little <<a href="mailto:tlittle@georgialibraries.org" target="_blank">tlittle@georgialibraries.org</a>> wrote:<o:p></o:p></p>
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<p class="MsoNormal"><span style="font-family:"Tahoma",sans-serif">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.<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Tahoma",sans-serif">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.<o:p></o:p></span></p>
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<p class="MsoNormal">On Fri, Mar 13, 2020 at 12:10 PM Terran McCanna <<a href="mailto:tmccanna@georgialibraries.org" target="_blank">tmccanna@georgialibraries.org</a>> wrote:<o:p></o:p></p>
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<p class="MsoNormal">I'm sorry I was not clear - I am just working something up in preparation for when the decision is made.
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<p class="MsoNormal">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?<o:p></o:p></p>
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<p class="MsoNormal">On Fri, Mar 13, 2020 at 11:54 AM Goben, Anna <<a href="mailto:AGoben@library.in.gov" target="_blank">AGoben@library.in.gov</a>> wrote:<o:p></o:p></p>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">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?</span><o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> </span><o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">-Anna</span><o:p></o:p></p>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#007647">Anna Goben</span><o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#007647">Evergreen Indiana Coordinator</span><o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#007647">Indiana State Library</span><o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#007647">140 N Senate Ave</span><o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#007647">Indianapolis, IN 46204</span><o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#007647">317-234-6624</span><o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#007647">Fax: 317-232-1925</span><o:p></o:p></p>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">From:</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> Board [mailto:<a href="mailto:board-bounces@list.evergreen-ils.org" target="_blank">board-bounces@list.evergreen-ils.org</a>]
<b>On Behalf Of </b>Terran McCanna<br>
<b>Sent:</b> Friday, March 13, 2020 10:46 AM<br>
<b>To:</b> <a href="mailto:evergreen-conference@list.evergreen-ils.org" target="_blank">
evergreen-conference@list.evergreen-ils.org</a>; <a href="mailto:board@list.evergreen-ils.org" target="_blank">
board@list.evergreen-ils.org</a>; Donna Bacon <<a href="mailto:donna@mobiusconsortium.org" target="_blank">donna@mobiusconsortium.org</a>><br>
<b>Subject:</b> [Board] Fwd: Evergreen Conference Cancellation / Renegotiation</span><o:p></o:p></p>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"> <o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><span style="font-family:"Arial",sans-serif;color:red">**** This is an EXTERNAL email. Exercise caution. DO NOT open attachments or click links from unknown senders or unexpected
email. ****</span> <o:p></o:p></p>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">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.
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">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.<o:p></o:p></p>
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<b><span style="font-size:11.0pt;font-family:"Verdana",sans-serif;color:#1E439B">Terran McCanna, PINES Program Manager</span></b><o:p></o:p></p>
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<b><span style="font-size:9.0pt;font-family:"Verdana",sans-serif;color:#1E439B">Georgia Public Library Service | University System of Georgia</span></b><o:p></o:p></p>
<p style="mso-margin-top-alt:5.0pt;margin-right:0in;margin-bottom:0in;margin-left:9.0pt;margin-bottom:.0001pt">
<span style="font-size:9.0pt;font-family:"Verdana",sans-serif;color:#1E439B">2872 Woodcock Blvd, Suite 250 l Atlanta, GA 30341</span><o:p></o:p></p>
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<span style="font-size:9.0pt;font-family:"Verdana",sans-serif;color:#1E439B;background:white">(404) 235-7138</span><span style="font-size:9.0pt;font-family:"Verdana",sans-serif;color:#1E439B"> |
<a href="mailto:tmccanna@georgialibraries.org" target="_blank">tmccanna@georgialibraries.org</a>
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<span style="font-size:9.0pt;font-family:"Verdana",sans-serif;color:#1E439B"><a href="http://help.georgialibraries.org" target="_blank">http://help.georgialibraries.org</a> |
<a href="mailto:help@help.georgialibraries.org" target="_blank">help@help.georgialibraries.org</a></span><o:p></o:p></p>
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<a href="https://www.facebook.com/georgialibraries" target="_blank"><span style="font-size:10.0pt;font-family:"Verdana",sans-serif;color:#1155CC;border:solid windowtext 1.0pt;padding:0in;text-decoration:none"><img border="0" width="36" height="36" id="gmail-m_-343139063085499261gmail-m_-8444582734049228860gmail-m_2734261173671752338gmail-m_-8445222119185402635_x005f_x0000_i1028" src="cid:image005.jpg@01D5F93B.A4FF0220" alt="Image removed by sender."></span></a><span style="font-size:10.0pt;font-family:"Verdana",sans-serif;color:black"> </span><a href="https://www.twitter.com/georgialibs" target="_blank"><span style="font-size:10.0pt;font-family:"Verdana",sans-serif;color:#1155CC;border:solid windowtext 1.0pt;padding:0in;text-decoration:none"><img border="0" width="35" height="35" id="gmail-m_-343139063085499261gmail-m_-8444582734049228860gmail-m_2734261173671752338gmail-m_-8445222119185402635_x005f_x0000_i1029" src="cid:image006.jpg@01D5F93B.A4FF0220" alt="Image removed by sender."></span></a><o:p></o:p></p>
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<p align="center" style="margin:0in;margin-bottom:.0001pt;text-align:center"><a href="http://georgialibraries.org" target="_blank"><i><span style="font-size:10.0pt;font-family:"Verdana",sans-serif;color:#1155CC;background:white">Join our email list</span></i></a><i><span style="font-size:10.0pt;font-family:"Verdana",sans-serif;color:black;background:white">
</span></i><i><span style="font-size:10.0pt;font-family:"Verdana",sans-serif;color:#434343;background:white">for stories of Georgia libraries making an impact in our communities.</span></i><o:p></o:p></p>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">---------- Forwarded message ---------<br>
From: <b>Terran McCanna</b> <<a href="mailto:tmccanna@georgialibraries.org" target="_blank">tmccanna@georgialibraries.org</a>><br>
Date: Fri, Mar 13, 2020 at 10:35 AM<br>
Subject: Evergreen Conference Cancellation / Renegotiation<br>
To: Beverly Arnold <<a href="mailto:beverly.arnold@usg.edu" target="_blank">beverly.arnold@usg.edu</a>>, <<a href="mailto:Sherea.Frazer@usg.edu" target="_blank">Sherea.Frazer@usg.edu</a>><o:p></o:p></p>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">Hello Beverly and Sherea,<o:p></o:p></p>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">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.
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">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.
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"> <o:p></o:p></p>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">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.)<o:p></o:p></p>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">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).
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">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.<o:p></o:p></p>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">Thank you for assistance with this process,<o:p></o:p></p>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">Terran McCanna / The Evergreen Conference Committee<o:p></o:p></p>
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<b><span style="font-size:11.0pt;font-family:"Verdana",sans-serif;color:#1E439B">Terran McCanna, PINES Program Manager</span></b><o:p></o:p></p>
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<b><span style="font-size:9.0pt;font-family:"Verdana",sans-serif;color:#1E439B">Georgia Public Library Service | University System of Georgia</span></b><o:p></o:p></p>
<p style="mso-margin-top-alt:5.0pt;margin-right:0in;margin-bottom:0in;margin-left:9.0pt;margin-bottom:.0001pt">
<span style="font-size:9.0pt;font-family:"Verdana",sans-serif;color:#1E439B">2872 Woodcock Blvd, Suite 250 l Atlanta, GA 30341</span><o:p></o:p></p>
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<span style="font-size:9.0pt;font-family:"Verdana",sans-serif;color:#1E439B;background:white">(404) 235-7138</span><span style="font-size:9.0pt;font-family:"Verdana",sans-serif;color:#1E439B"> |
<a href="mailto:tmccanna@georgialibraries.org" target="_blank">tmccanna@georgialibraries.org</a>
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<span style="font-size:9.0pt;font-family:"Verdana",sans-serif;color:#1E439B"><a href="http://help.georgialibraries.org" target="_blank">http://help.georgialibraries.org</a> |
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<a href="https://www.facebook.com/georgialibraries" target="_blank"><span style="font-size:10.0pt;font-family:"Verdana",sans-serif;color:#1155CC;border:solid windowtext 1.0pt;padding:0in;text-decoration:none"><img border="0" width="36" height="36" id="gmail-m_-343139063085499261gmail-m_-8444582734049228860gmail-m_2734261173671752338gmail-m_-8445222119185402635_x005f_x0000_i1032" src="cid:image005.jpg@01D5F93B.A4FF0220" alt="Image removed by sender."></span></a><span style="font-size:10.0pt;font-family:"Verdana",sans-serif;color:black"> </span><a href="https://www.twitter.com/georgialibs" target="_blank"><span style="font-size:10.0pt;font-family:"Verdana",sans-serif;color:#1155CC;border:solid windowtext 1.0pt;padding:0in;text-decoration:none"><img border="0" width="35" height="35" id="gmail-m_-343139063085499261gmail-m_-8444582734049228860gmail-m_2734261173671752338gmail-m_-8445222119185402635_x005f_x0000_i1033" src="cid:image006.jpg@01D5F93B.A4FF0220" alt="Image removed by sender."></span></a><o:p></o:p></p>
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<p align="center" style="margin:0in;margin-bottom:.0001pt;text-align:center"><a href="http://georgialibraries.org" target="_blank"><i><span style="font-size:10.0pt;font-family:"Verdana",sans-serif;color:#1155CC;background:white">Join our email list</span></i></a><i><span style="font-size:10.0pt;font-family:"Verdana",sans-serif;color:black;background:white">
</span></i><i><span style="font-size:10.0pt;font-family:"Verdana",sans-serif;color:#434343;background:white">for stories of Georgia libraries making an impact in our communities.</span></i><o:p></o:p></p>
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<p class="MsoNormal">_______________________________________________<br>
Board mailing list<br>
<a href="mailto:Board@list.evergreen-ils.org" target="_blank">Board@list.evergreen-ils.org</a><br>
<a href="http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/board" target="_blank">http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/board</a><o:p></o:p></p>
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