[Eg-oversight-board] Proposed amendment to EOB meeting minutes
Kathy Lussier
klussier at masslnc.org
Wed May 11 11:44:17 EDT 2016
Yes, my recollection is also that we usually expected the in-person
meeting to go at least an hour, if not longer. During the Cambridge
conference, I'm pretty sure we met during lunch, but there may have been
more time set aside for that meeting than for this year's meeting.
> 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.
While I agree a conference update should be on the agenda, as a former
conference planner, I disagree that this is the best opportunity to
discuss lessons learned. It usually takes one or two weeks for the
conference team to recuperate and regroup to pull together a list of
what worked and what didn't work. Traditionally, each conference team
has handed off a post mortem to the new conference planning team a few
weeks after the conference. I think the manual Grace has been working on
will address a lot of these issues, but it will still be good to
maintain this practice in future years. But, in my experience, the
conference planning team is still in the thick of things at the time of
the in-person meeting is better able to make recommendations after the
conference is wrapped up.
Kathy
On 05/11/2016 11:26 AM, Rogan Hamby wrote:
> 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 <mailto: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 <tel:404-235-7138>
> tmccanna at georgialibraries.org <mailto:tmccanna at georgialibraries.org>
>
>
> On Mon, May 2, 2016 at 9:02 AM, Grace Dunbar
> <gdunbar at esilibrary.com <mailto: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
> <mailto: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 <mailto: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 <mailto:terlaga at biblio.org>
> 203-577-4070 x101 <tel:203-577-4070%20x101>
>
> On Apr 29, 2016, at 5:43 PM, Terran McCanna
> <tmccanna at georgialibraries.org
> <mailto: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 <tel:404-235-7138>
>> tmccanna at georgialibraries.org
>> <mailto:tmccanna at georgialibraries.org>
>>
>> On Apr 29, 2016 1:27 PM, "Ruth Frasur"
>> <director at hagerstownlibrary.org
>> <mailto: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 <tel:%28765%29%20489-5632>; f
>> (765) 489-5808 <tel:%28765%29%20489-5808>
>>
>> *Our Kickin' Website
>> <http://hagerstownlibrary.org>, Our Rockin'
>> Facebook Page <http://facebook.com/hjtplibrary>,
>> and The Nettle Creek Players
>> <http://nettlecreekplayers.com>*
>>
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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 <tel:%28765%29%20489-5632>; f (765)
> 489-5808 <tel:%28765%29%20489-5808>
>
> *Our Kickin' Website <http://hagerstownlibrary.org>, Our
> Rockin' Facebook Page <http://facebook.com/hjtplibrary>,
> and The Nettle Creek Players <http://nettlecreekplayers.com>*
>
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> --
> Grace Dunbar, Vice President
> Equinox - Open Your Library
> gdunbar at esilibrary.com <mailto:gdunbar at esilibrary.com>
> 1-877-OPEN-ILS | www.esilibrary.com <http://www.esilibrary.com>
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> --
> --------------------------------------------------------------
> Rogan R. Hamby, Data and Project Analyst
> Equinox - Open Your Library
> rogan at esilibrary.com <mailto:rogan at esilibrary.com>
> 1-877-OPEN-ILS | www.esilibrary.com <http://www.esilibrary.com>
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--
Kathy Lussier
Project Coordinator
Massachusetts Library Network Cooperative
(508) 343-0128
klussier at masslnc.org
Twitter: http://www.twitter.com/kmlussier
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