[Eg-oversight-board] Proposed amendment to EOB meeting minutes

Wed May 11 11:26:08 EDT 2016

While I don't recall precise amounts of time I'm pretty confidant that for
the years I was on the board the conference meetings where scheduled with
extra time rather than less because we assumed that we might want more time
to discuss matters in person.

On Wed, May 11, 2016 at 11:10 AM, Terran McCanna <
tmccanna at georgialibraries.org> wrote:

> I attended the meeting last year and it was significantly longer and
> scheduled at the end of the day so that all topics could be addressed
> without rushing. I do not recall how long the meeting was the year before
> in Boston, but I do not recall it being rushed either. I am unclear as to
> why this year's meeting was only scheduled for 45 minutes during a lunch
> break. Since this is the only time that the entire board (or most of it)
> meets in person per year, I feel that it's the most important meeting of
> the year. In the future, I feel that sufficient time should be scheduled to
> allow all issues to be fully addressed, to allow any non-Board members to
> speak / introduce 'other business' if it is not on the agenda, and to allow
> new board members (like myself) a smoother introduction to roles,
> responsibilities, and meeting process.
>
> I also feel that for future annual meetings, the conference host(s) should
> automatically be offered a place on the agenda. It is the best opportunity
> we have to discuss what worked and what didn't so that we can give the
> following year's host/planning committee the support they need to put on a
> successful conference, and to avoid running into the same issues.
>
> Considering both of these things, as well as the fact that the meeting
> notes recorded by the secretary do accurately reflect what was said during
> the meeting, and my firm belief that it is unethical to change the notes to
> reflect post-meeting side conversations that were not public and did not
> involve the entire Board, I have a counterproposal:
>
> I propose that the meeting notes remain as is, but that we also invite
> Tanya to attend the next EOB meeting and give her the opportunity to fully
> discuss the problems she encountered leading up to the conference and what
> we can do better in the lead up to future conferences. If she is
> unavailable, or if she is not comfortable communicating within the
> constraints of the IRC environment, then I propose that she be asked to
> submit a written statement expanding on what she said at the last meeting
> so that it can go on record in an open and transparent manner.
>
>
>
> Terran McCanna
> PINES Program Manager
> Georgia Public Library Service
> 1800 Century Place, Suite 150
> Atlanta, GA 30345
> 404-235-7138
> tmccanna at georgialibraries.org
>
>
> On Mon, May 2, 2016 at 9:02 AM, Grace Dunbar <gdunbar at esilibrary.com>
> wrote:
>
>> I think a few things factored into this need for a correction to the
>> minutes.
>>
>> We had a very full agenda
>> <http://wiki.evergreen-ils.org/doku.php?id=governance:minutes:2016-4-21>
>> for that meeting which was only 45 minutes as opposed to our normal 60
>> minutes.  Tanya approached me just before the meeting started to request a
>> slot on the agenda.  I initially declined due to the late request and full
>> agenda but she was politely insistent and requested "two minutes", so I
>> added her to the agenda.  When she spoke, I recognized that her agenda item
>> should be given fuller attention/discussion by the Board but I didn't want
>> to sacrifice everything else on the agenda to get into those particulars.
>> There is the compounding factor that getting into a discussion about
>> perceived conflicts of interest and issues the conference committee had
>> this year has the potential for embarrassing or damaging the local
>> committee, as well as other vendors and organizations.
>>
>> Tanya sought me out immediately after the meeting to clarify her comments
>> and I found out later that she did the same with others.  Since she felt
>> the need to clarify her words I suggested that we propose a correction and
>> Ruth worked with Tanya to revise the wording.  In a pressure situation our
>> words sometimes come out wrong, especially when we're trying to reflect on
>> complex issues in a compressed time frame.  In my opinion, giving Tanya the
>> opportunity to clarify her own words is not only acceptable, but necessary.
>>
>> -Grace
>>
>>
>> On Sat, Apr 30, 2016 at 7:08 PM, Ruth Frasur <
>> director at hagerstownlibrary.org> wrote:
>>
>>> Agree to all the points made.  I think we'll have a good discussion at
>>> the next meeting and come to a decision that's wise, amenable, and
>>> reflective of the spirit of our community.  Thanks all.
>>>
>>> On Sat, Apr 30, 2016 at 1:20 PM, Amy Terlaga <terlaga at biblio.org> wrote:
>>>
>>>> I agree with Terran.  The original wording matches up with my memory of
>>>> the meeting.  I'm sympathetic to Tanya's situation - she meant to put it
>>>> better than she did.  So a clarification to what was said would make sense
>>>> to me.
>>>>
>>>> Thanks, Ruth, for bringing this to the Board's attention.
>>>>
>>>> +=+=+=+=+=+=+=+=+=+=+=
>>>> Amy Terlaga
>>>> Director of Member Services
>>>> Bibliomation
>>>> 24 Wooster Avenue
>>>> Waterbury, CT 06708
>>>> terlaga at biblio.org
>>>> 203-577-4070 x101
>>>>
>>>> On Apr 29, 2016, at 5:43 PM, Terran McCanna <
>>>> tmccanna at georgialibraries.org> wrote:
>>>>
>>>> Since these conversations took place outside of the meeting, they
>>>> should not alter the official meeting record. I am particularly concerned
>>>> by the change in wording regarding the conflict of interest issue, since
>>>> the new wording puts a very different slant on the problem than the
>>>> original did, and on what I witnessed Tanya say during that meeting.
>>>>
>>>> I would be willing to consider an addendum to the record only if it is
>>>> approved by Tanya, but I am opposed to any change of the original wording.
>>>>
>>>> Terran McCanna
>>>> PINES Program Manager
>>>> Georgia Public Library Service
>>>> 1800 Century Place, Suite 150
>>>> Atlanta, GA 30345
>>>> 404-235-7138
>>>> tmccanna at georgialibraries.org
>>>> On Apr 29, 2016 1:27 PM, "Ruth Frasur" <director at hagerstownlibrary.org>
>>>> wrote:
>>>>
>>>>> Dear EOB members,
>>>>>
>>>>> During the EOB meeting at the 2016 Evergreen International Conference,
>>>>> Tanya Prokrym expressed concerns related to the conference planning
>>>>> experience.  Following that meeting, Tanya clarified her comments in
>>>>> conversations (via face to face interactions and/or email) with Grace
>>>>> Dunbar, Yamil Suarez, Amy Terlaga, and myself.
>>>>>
>>>>> Based on her clarification and with her input, I proposed that the
>>>>> minutes from the EOB meeting be amended as follows.
>>>>>
>>>>> *Current language*
>>>>>
>>>>> Issues for 2016's conference / Tanya
>>>>>
>>>>>
>>>>>    - Emails that created extra stress
>>>>>    - Need to look at relationship between EOB, SFC, and Conference
>>>>>    committee
>>>>>    - Not provided with a clear set of expectations about who had
>>>>>    authority to do what
>>>>>    - Didn’t know the right questions to ask
>>>>>    - Sponsorships
>>>>>    - Conflict of interest to have a point of contact be a vendor
>>>>>
>>>>> *Proposed Amended Language*
>>>>>
>>>>> Issues for 2016's conference/Tanya
>>>>>
>>>>>    - Email threads that were contradictory or confusing which created
>>>>>    stress
>>>>>    - Should examine the conference structure and clarify the
>>>>>    roles/authority of the EOB, SFC, Conference Committee, and Host Committee
>>>>>     to manage expectations and clarify procedures
>>>>>    - External pressure from some vendors and other organizations was
>>>>>    levied against the local  conference committee claiming conflict of
>>>>>    interest due to the host committee's vendor relationship
>>>>>
>>>>>
>>>>> --
>>>>> Ruth Frasur
>>>>> Director of the Historic(ally Awesome) Hagerstown - Jefferson Township
>>>>> Library
>>>>> 10 W. College Street in Hagerstown, Indiana (47346)
>>>>> p (765) 489-5632; f (765) 489-5808
>>>>>
>>>>> *Our Kickin' Website <http://hagerstownlibrary.org>,  Our Rockin'
>>>>> Facebook Page <http://facebook.com/hjtplibrary>,  and The Nettle Creek
>>>>> Players <http://nettlecreekplayers.com>*
>>>>>
>>>>> _______________________________________________
>>>>> eg-oversight-board mailing list
>>>>> eg-oversight-board at list.evergreen-ils.org
>>>>>
>>>>> http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/eg-oversight-board
>>>>>
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>>>>
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>>>>
>>>
>>>
>>> --
>>> Ruth Frasur
>>> Director of the Historic(ally Awesome) Hagerstown - Jefferson Township
>>> Library
>>> 10 W. College Street in Hagerstown, Indiana (47346)
>>> p (765) 489-5632; f (765) 489-5808
>>>
>>> *Our Kickin' Website <http://hagerstownlibrary.org>,  Our Rockin'
>>> Facebook Page <http://facebook.com/hjtplibrary>,  and The Nettle Creek
>>> Players <http://nettlecreekplayers.com>*
>>>
>>> _______________________________________________
>>> eg-oversight-board mailing list
>>> eg-oversight-board at list.evergreen-ils.org
>>> http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/eg-oversight-board
>>>
>>>
>>
>>
>> --
>> Grace Dunbar, Vice President
>> Equinox - Open Your Library
>> gdunbar at esilibrary.com
>> 1-877-OPEN-ILS  |  www.esilibrary.com
>>
>>
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>>
>
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>

-- 
--------------------------------------------------------------
Rogan R. Hamby, Data and Project Analyst
Equinox - Open Your Library
rogan at esilibrary.com
1-877-OPEN-ILS | www.esilibrary.com
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