[Eg-oversight-board] Fwd: The Evergreen Project Draft Corporate Documents

Thu Apr 5 08:29:42 EDT 2018

I have a few more comments. I compared the proposed By-Laws to the Rules of Governance here: https://evergreen-ils.org/governance/

1.       The Rules of Governance has a Purposes and Responsibilities section. Should we put it into the Bylaws someplace under Article 1?

2.       We have a really good election process right now. Should we replace what is currently in 3.4 with 2.4d & e from the Rules of Governance?

3.       Similarly, should we replace Section 3.7 with what is in 2.4f in the ROG?

4.       Regarding section 3.4, I think we should stick with 3 year terms because the learning curve is pretty high. Interestingly, the EOG does not specify any terms limits (at least that I could find). Should we specify some kind of term limit?

5.       While I like the idea of a Finance Committee and love the idea of a Treasurer, do we need an Executive Committee?

Scott

From: eg-oversight-board [mailto:eg-oversight-board-bounces at list.evergreen-ils.org] On Behalf Of scott.thomas at sparkpa.org
Sent: Tuesday, April 3, 2018 10:00 AM
To: Timothy Spindler <tspindler at cwmars.org>
Cc: Oversight Board <eg-oversight-board at list.evergreen-ils.org>
Subject: Re: [Eg-oversight-board] Fwd: The Evergreen Project Draft Corporate Documents

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This makes sense. I have a few comments so far:

Section 1.3: We will need to select a Registered Agent as part of this process. It could be MOBIUS or any Evergreen library in MO. The library that PaILS uses as a Registered Agent charges a nominal fee for the service.

Section 3.4: While I like the idea of starting with a clean slate, we may want to keep some things from the current EOB By-Laws such as term lengths and limits.

Section 4.1: It might be easier if the Executive Committee were the officers as defined in Article V.

Scott

From: Timothy Spindler [mailto:tspindler at cwmars.org]
Sent: Tuesday, April 3, 2018 8:21 AM
To: scott.thomas at sparkpa.org<mailto:scott.thomas at sparkpa.org>
Cc: Terran McCanna <tmccanna at georgialibraries.org<mailto:tmccanna at georgialibraries.org>>; Oversight Board <eg-oversight-board at list.evergreen-ils.org<mailto:eg-oversight-board at list.evergreen-ils.org>>
Subject: Re: [Eg-oversight-board] Fwd: The Evergreen Project Draft Corporate Documents

I need to check with Donna about what the next steps would be. I think before the EOB approves anything, we want to make sure that the by-laws are what we want.  However, it does not mean that we can't change them in the future but I wouldn't want to rush this thinking that we can fix any problems at a later date.

[https://lh5.googleusercontent.com/C1fNrKOLEXFs-jfAIXQIMqbKqVBCJrBceOenfgotAcJE6XtZ2ZeeTYFkyfir63-HfzjX6q5zhBQWiO5RZk2tYnWzJ1_rjAADAH4nCmiuhNJuoG8HZLq7MBW-pAU4R9ScKcCybdVO]<http://www.cwmars.org>

Tim Spindler | Executive Director | CW MARS

tspindler at cwmars.org<mailto:tspindler at cwmars.org> | 508-755-3323 x120

http://www.cwmars.org<http://www.cwmars.org/>

On Tue, Apr 3, 2018 at 8:17 AM, scott.thomas at sparkpa.org<mailto:scott.thomas at sparkpa.org> <scott.thomas at sparkpa.org<mailto:scott.thomas at sparkpa.org>> wrote:
Hi Tim,
   My understanding of the process is that the Oversight Board, as it is currently configured, can amend these draft By-Laws in any way it sees fit as long as the modifications do not conflict with Missouri law. Is this correct? If so, is the plan to approved a final set of Bylaws at the next EOB meeting assuming we are ready to do so?

Scott

From: eg-oversight-board [mailto:eg-oversight-board-bounces at list.evergreen-ils.org<mailto:eg-oversight-board-bounces at list.evergreen-ils.org>] On Behalf Of Timothy Spindler
Sent: Tuesday, April 3, 2018 7:56 AM
To: Terran McCanna <tmccanna at georgialibraries.org<mailto:tmccanna at georgialibraries.org>>
Cc: Oversight Board <eg-oversight-board at list.evergreen-ils.org<mailto:eg-oversight-board at list.evergreen-ils.org>>
Subject: Re: [Eg-oversight-board] Fwd: The Evergreen Project Draft Corporate Documents

As comments come in I will compile some of the questions for Donna.

[https://lh5.googleusercontent.com/C1fNrKOLEXFs-jfAIXQIMqbKqVBCJrBceOenfgotAcJE6XtZ2ZeeTYFkyfir63-HfzjX6q5zhBQWiO5RZk2tYnWzJ1_rjAADAH4nCmiuhNJuoG8HZLq7MBW-pAU4R9ScKcCybdVO]<http://www.cwmars.org>

Tim Spindler | Executive Director | CW MARS

tspindler at cwmars.org<mailto:tspindler at cwmars.org> | 508-755-3323 x120<tel:(508)%20755-3323>

http://www.cwmars.org<http://www.cwmars.org/>

On Mon, Apr 2, 2018 at 4:09 PM, Terran McCanna <tmccanna at georgialibraries.org<mailto:tmccanna at georgialibraries.org>> wrote:
In Section 6.3, it does say that the bylaws may be amended upon approval by 2/3 of the board, so we should be able to adjust the term in section 3.4 to be 3 years without any issues.
I'm a little confused on section 3.3 - is it essentially saying that the Board will elect the Board members? I assume that we'll still proceed with elections the way we normally do and then the board will formalize the results with a vote?
Section 3.10 - we still need clarification on whether or not we can modify this so that we don't necessarily need to "hear" each other during meetings.
Section 5.1 - we don't currently have an official Treasurer, although Galen has been acting as such. Should we officially elect one?

Terran McCanna
PINES Program Manager
Georgia Public Library Service
1800 Century Place, Suite 150 <https://maps.google.com/?q=1800+Century+Place,+Suite+150++Atlanta,+GA+30345&entry=gmail&source=g>
Atlanta, GA 30345<https://maps.google.com/?q=1800+Century+Place,+Suite+150++Atlanta,+GA+30345&entry=gmail&source=g>
404-235-7138<tel:(404)%20235-7138>
tmccanna at georgialibraries.org<mailto:tmccanna at georgialibraries.org>

On Mon, Apr 2, 2018 at 8:04 AM, Timothy Spindler <tspindler at cwmars.org<mailto:tspindler at cwmars.org>> wrote:
Here are the draft documents for Evergreen incorporation.  Please review these and send any comments by next Monday, April 9.

[https://lh5.googleusercontent.com/C1fNrKOLEXFs-jfAIXQIMqbKqVBCJrBceOenfgotAcJE6XtZ2ZeeTYFkyfir63-HfzjX6q5zhBQWiO5RZk2tYnWzJ1_rjAADAH4nCmiuhNJuoG8HZLq7MBW-pAU4R9ScKcCybdVO]<http://www.cwmars.org>

Tim Spindler | Executive Director | CW MARS

tspindler at cwmars.org<mailto:tspindler at cwmars.org> | 508-755-3323 x120<tel:(508)%20755-3323>

http://www.cwmars.org<http://www.cwmars.org/>

---------- Forwarded message ----------
From: Donna Bacon <donna at mobiusconsortium.org<mailto:donna at mobiusconsortium.org>>
Date: Fri, Mar 30, 2018 at 4:50 PM
Subject: Fwd: The Evergreen Project Draft Corporate Documents
To: Timothy Spindler <tspindler at cwmars.org<mailto:tspindler at cwmars.org>>

Tim,

Here are the first set of documents for creating the nonprofit.  I think we have an outcome neither of us thought about by not being a membership organization.  You don't have a membership to vote for Board members!

Please see the email below.  Have the Board review the documents and let me know if you have any questions or changes.

Donna

-------- Forwarded Message --------
Subject:

The Evergreen Project Draft Corporate Documents

Date:

Thu, 29 Mar 2018 19:13:18 +0000

From:

Jennifer Beasley <jbeasley at jenkinskling.com><mailto:jbeasley at jenkinskling.com>

To:

Donna Bacon (donna at mobiusconsortium.org<mailto:donna at mobiusconsortium.org>) <donna at mobiusconsortium.org><mailto:donna at mobiusconsortium.org>

CC:

Dale Hermeling <dhermeling at jenkinskling.com><mailto:dhermeling at jenkinskling.com>

Donna:

Attached please find drafts of the initial corporate documents for The Evergreen Project:

(1)    Articles of incorporation;

(2)    Bylaws;

(3)    Initial consent of incorporator;

(4)    Initial consent of directors;

(5)    Acceptance of directors and officers;

(6)    EIN application; and

(7)    Authorization to file the EIN.

Note, pursuant to The Evergreen Project’s request, the nonprofit corporation has no members.  This means that the board (consisting of the individual directors) will elect the board members for the following year.  The Evergreen Project will be controlled by the individuals elected to the Board and the organizations that each board member are a part of will not have rights to vote as an organization for The Evergreen Project corporate matters.

Please let us know if you have any questions and, if the attached are acceptable to you, forward to The Evergreen Project for its review and approval.  They should not sign any of the documents at this time.

Thank you,

Jennifer

Jennifer E. Beasley
Jenkins & Kling, P.C.
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