<html><body><div style="font-family: times new roman, new york, times, serif; font-size: 12pt; color: #000000"><div><br></div><div><br></div><hr id="zwchr"><blockquote style="border-left:2px solid #1010FF;margin-left:5px;padding-left:5px;color:#000;font-weight:normal;font-style:normal;text-decoration:none;font-family:Helvetica,Arial,sans-serif;font-size:12pt;"><b>From: </b>"Grace Dunbar" <gdunbar@esilibrary.com><br><b>To: </b>"Tony Sebro" <tony@sfconservancy.org>, evergreen@sfconservancy.org<br><b>Cc: </b>evergreen-2016@sfconservancy.org, "Amy Terlaga" <terlaga@biblio.org><br><b>Sent: </b>Tuesday, February 23, 2016 8:54:30 AM<br><b>Subject: </b>Re: issues re: sponsorship of the Evergreen "birthday party"<br><div><br></div><div dir="ltr">In my position as conference committee chair, I have had a bit more involvement in this issue and, perhaps, can clarify a few things.<div><br></div><div>Since the Evergreen project has a new venue and local planning committee for its annual conference each year, we have challenges in the turnover and transfer of information. There are committees and planning processes to try to make that easier but it feels like each year is an uphill battle to get everyone in sync.</div><div><br></div><div>That said, I feel that the expectations of the sponsorships are made clear in the transitions from year to year. We set sponsorships so that all sponsors have an equal opportunity to demonstrate their love and devotion to the Evergreen community by sponsoring either a thing (breakfast, reception, coffee break, keynote speaker, etc.) or by giving a non-specific sponsorship amount (bronze level, silver level, gold level, platinum level). While the "thing" you are sponsoring is specified in the abstract (a breakfast!), it is not specified in detail. This allows the conference committee to make the most of the sponsorships. If the budget is tight and the conference is barely going to break even, you can use that breakfast sponsorship for yogurt/coffee/muffins. If the conference is swimming in money, the committee can decide we need bacon/caviar/Kona every morning. Conference committees don't make promises to vendors regarding what their sponsorship is going to "buy" outside of the abstract "breakfast" and the goodwill and thanks of our attendees.</div><div><br></div><div>I find it worrisome that this event was something that was brought to you by a sponsor (GPLS) almost a year ago and that you didn't try to incorporate it into the actual sponsorship package which went out in September of last year. It feels like this was handled in a manner that was not at all above board. We have not traditionally allowed any sponsor to "name their own price" or, in fact, to make any changes at all to the sponsorships. Another red flag to me is the fact that you are saying GPLS has "pledged $2850" when there is no sponsorship paperwork, no invoice, and no actual payment.</div><div><br></div><div>The conference committee should have been more than aware that this wasn't acceptable. The current conference committee was given a wealth of turnover documentation and was specifically warned that trading/modifying/negotiating/designing sponsorship packages outside of what is officially offered is not something that can be done. This warning was given because there have been sponsors in the past who have attempted to make these kinds of modifications and have been denied. The conference committee does not have the authority to make special deals with certain vendors or sponsors. </div><div><br></div><div>Lastly, when the conference committee contacted Tony at the SFC last October and detailed this very idea to him he specifically explained how this was not common, how it was bad precedent and practice, and he gave you good ideas for moving around it in a positive way. The fact that you disregarded his advice (and mine) and proceeded with this is incredibly troubling.</div><div><br></div><div>To be clear, I am not against celebrating Evergreen's 10th anniversary.</div><div>I am not against the community choosing to recognize and celebrate PINES/GPLS at such an event. I am, however, against setting a precedent of letting any sponsor dictate their own sponsorship or direct specifically how their money can be spent. </div><div><br></div><div>For many reasons, I think Tony's idea here is the best way to proceed:</div><div><br></div><blockquote style="margin:0 0 0 40px;border:none;padding:0px"><i>2) With Emerald Data's permission, the committee creates the opportunity </i><i>for other would-be sponsors to make contributions that would be </i><i>acknowledged in some way at the reception. In a sense, we'd be creating </i><i>a new class of sponsorship (we could call it "Birthday Friends," or some<br></i><i>such). This is doable, but not ideal, in that other current sponsors </i><i>may complain that they weren't presented with this new option before </i><i>committing to a different sponsorship level from the original menu. But </i><i>the new sponsorship level needs to be available to all; we can't just </i><i>only offer it GPLS, or any other one entity, since that wouldn't be fair </i><i>to the other sponsors and would-be sponsors. And, we would still need </i><i>to find a way to make it clear that Emerald Data is *the* reception<br></i><i>sponsor, and not just one of many.</i></blockquote><div><br></div><div>Please let me know if there are any questions I can answer.</div><div>Thank you,</div><div>Grace</div><div><br></div><div><div class="gmail_extra"><br><div class="gmail_quote">On Mon, Feb 22, 2016 at 10:03 AM, Prokrym, Tatiana H <span dir="ltr"><<a href="mailto:tanya.prokrym@ncdcr.gov" target="_blank">tanya.prokrym@ncdcr.gov</a>></span> wrote:<br><blockquote class="gmail_quote" style="margin:0px 0px 0px 0.8ex;border-left-width:1px;border-left-color:rgb(204,204,204);border-left-style:solid;padding-left:1ex">
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<p class="MsoNormal"><span style="font-size:10pt;font-family:Verdana,sans-serif;color:black">Hi everyone,<span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span><span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span></span></p>
<p class="MsoNormal"><span style="font-size:10pt;font-family:Verdana,sans-serif;color:black"><span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span> <span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span></span></p>
<p class="MsoNormal"><span style="font-size:10pt;font-family:Verdana,sans-serif;color:black">To put some perspective on this issue, the NC Cardinal staff felt that the idea of a celebration was a great idea. GPLS approached us at last year’s conference.
We felt that a 10<sup>th</sup> year anniversary only comes around once. And it is a proven fact that the majority of large initiatives fail well before that time…so 10 years is a great achievement!
<span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span><span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span></span></p>
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<p class="MsoNormal"><span style="font-size:10pt;font-family:Verdana,sans-serif;color:black">GPLS contacted Emerald Data who is officially sponsoring the reception. They were amenable to the idea of celebrating/hosting the reception together. We could
have Emerald be the only sponsor of the reception and instead recognize GPLS at the reception. The cake was going to be the only “sweet” item at the reception.
<span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span><span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span></span></p>
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<p class="MsoNormal"><span style="font-size:10pt;font-family:Verdana,sans-serif;color:black">Please also note that half of the $2850 pledged by GPLS was already integrated into the general overall budget, not the full amount. The only additional expenditures
outside of the “general” sponsorship funding for catering was for the band ($850) and cake ($600). I ran the conference numbers without the $2850 and it puts us in a scramble at this date to obtain more sponsorships. It’s doable, just a bit stressful at
this time. <span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span><span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span></span></p>
<p class="MsoNormal"><span style="font-size:10pt;font-family:Verdana,sans-serif;color:black"><span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span> <span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span></span></p>
<p class="MsoNormal"><span style="font-size:10pt;font-family:Verdana,sans-serif;color:black">Just wanted you to know how this came about. No one here realized that this was unusual behavior. Based upon past experiences, we felt that this was typical conference
activity.<span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span><span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span></span></p>
<p class="MsoNormal"><span style="font-size:10pt;font-family:Verdana,sans-serif;color:black"><span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span> <span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span></span></p>
<p class="MsoNormal"><span style="font-size:10pt;font-family:Verdana,sans-serif;color:black">Tanya
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<p class="MsoNormal"><b><span style="font-size:11pt;font-family:Calibri,sans-serif">From:</span></b><span style="font-size:11pt;font-family:Calibri,sans-serif"> Timothy Spindler [mailto:<a href="mailto:tspindler@cwmars.org" target="_blank">tspindler@cwmars.org</a>]
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<b>Sent:</b> Monday, February 22, 2016 8:37 AM<br>
<b>To:</b> 'Ruth Frasur' <<a href="mailto:director@hagerstownlibrary.org" target="_blank">director@hagerstownlibrary.org</a>>; Chris Sharp <<a href="mailto:csharp@georgialibraries.org" target="_blank">csharp@georgialibraries.org</a>><br>
<b>Cc:</b> Tony Sebro <<a href="mailto:tony@sfconservancy.org" target="_blank">tony@sfconservancy.org</a>>; <a href="mailto:evergreen@sfconservancy.org" target="_blank">evergreen@sfconservancy.org</a>; <a href="mailto:evergreen-2016@sfconservancy.org" target="_blank">evergreen-2016@sfconservancy.org</a><br>
<b>Subject:</b> RE: issues re: sponsorship of the Evergreen "birthday party"<span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span><span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span></span></p>
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<p class="MsoNormal"><span style="font-size:11pt;font-family:Calibri,sans-serif;color:rgb(31,73,125)">I’m wondering if we could still honor the spirit of the agreement with Emerald and recognize GPLS in a different way as the “founder” of Evergreen and not necessarily
a sponsor of the birthday.<span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span><span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span></span></p>
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<p class="MsoNormal"><span style="font-size:10pt;font-family:Arial,sans-serif;color:rgb(31,73,125)">____________________________</span><span style="font-size:11pt;font-family:Calibri,sans-serif;color:rgb(31,73,125)"><span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span><span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span></span></p>
<p class="MsoNormal"><span style="font-size:10pt;font-family:Arial,sans-serif;color:rgb(31,73,125)">Tim Spindler</span><span style="font-size:11pt;font-family:Calibri,sans-serif;color:rgb(31,73,125)"><span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span><span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span></span></p>
<p class="MsoNormal"><span style="font-size:10pt;font-family:Arial,sans-serif;color:rgb(31,73,125)">Executive Director</span><span style="font-size:11pt;font-family:Calibri,sans-serif;color:rgb(31,73,125)"><span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span><span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span></span></p>
<p class="MsoNormal"><span style="font-size:10pt;font-family:Arial,sans-serif;color:rgb(31,73,125)"><a href="mailto:tspindler@cwmars.org" target="_blank">tspindler@cwmars.org</a></span><span style="font-size:11pt;font-family:Calibri,sans-serif;color:rgb(31,73,125)"><span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span><span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span></span></p>
<p class="MsoNormal"><span style="font-size:10pt;font-family:Arial,sans-serif;color:rgb(31,73,125)"><a href="tel:508-755-3323%20x20" target="_blank">508-755-3323 x20</a></span><span style="font-size:11pt;font-family:Calibri,sans-serif;color:rgb(31,73,125)"><span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span><span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span></span></p>
<p class="MsoNormal"><span style="font-size:10pt;font-family:Arial,sans-serif;color:rgb(31,73,125)">C/W MARS, Inc.
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<a href="http://www.cwmars.org" target="_blank">http://www.cwmars.org</a><span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span><span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span></span></p>
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<p class="MsoNormal"><b><span style="font-size:10pt;font-family:Tahoma,sans-serif">From:</span></b><span style="font-size:10pt;font-family:Tahoma,sans-serif"> Ruth Frasur [<a href="mailto:director@hagerstownlibrary.org" target="_blank">mailto:director@hagerstownlibrary.org</a>]
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<b>Sent:</b> Sunday, February 21, 2016 11:12 AM<br>
<b>To:</b> Chris Sharp<br>
<b>Cc:</b> Tony Sebro; <a href="mailto:evergreen@sfconservancy.org" target="_blank">evergreen@sfconservancy.org</a>;
<a href="mailto:evergreen-2016@sfconservancy.org" target="_blank">evergreen-2016@sfconservancy.org</a><br>
<b>Subject:</b> Re: issues re: sponsorship of the Evergreen "birthday party"<span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span><span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span></span></p>
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<p class="MsoNormal">From my perspective, having only received this email at 4:45 p.m. on Friday afternoon, but not knowing how soon a decision needs to be made, #1 seems to be the most reasonable without all the exceptions, bad feelings, and extra work that
#2 would engender. There is no question that GPLS will be very explicitly highlighted during the reception no matter who sponsors it. How could they not? Evergreen was their idea and their project. <span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span><span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span></p>
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<p class="MsoNormal">I also agree wholeheartedly with Tony's comment, "<span style="font-size:9.5pt">As a threshold matter: the conference committee needs to have the flexibility to treat their revenue line items (e.g., specific sponsorship levels) as decoupled
from specific expense line items."</span><span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span><span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span></p>
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<p class="MsoNormal"><span style="font-size:9.5pt">Ruth Frasur<br>
Director of the Historic(ally Awesome) Hagerstown - Jefferson Township Library<br>
10 W. College Street in Hagerstown, Indiana (47346)<br>
p <a href="tel:%28765%29%20489-5632" target="_blank">(765) 489-5632</a>; f <a href="tel:%28765%29%20489-5808" target="_blank">(765) 489-5808</a><br>
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</span><span style="font-size:9.5pt;font-family:'Arial Black',sans-serif;background:rgb(51,153,153)"><a href="http://hagerstownlibrary.org/" target="_blank"><span style="color:rgb(0,51,0);background:white">Our Kickin' Website</span></a></span><span style="font-size:9.5pt;font-family:'Arial Black',sans-serif"> <span style="color:rgb(102,51,102)"><a href="http://facebook.com/hjtplibrary" target="_blank">Our
Rockin' Facebook Page</a></span> </span><span style="font-size:9.5pt;font-family:Arial,sans-serif">and</span><span style="font-size:9.5pt;font-family:'Arial Black',sans-serif"> </span><span style="font-size:9.5pt;color:rgb(153,0,0)"><a href="http://pinterest.com/hjtplibrary/ruth-reads/" target="_blank"><span style="font-family:'Arial Black',sans-serif;color:rgb(153,51,0)">Stuff
I've Read</span></a></span><span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span><span style="text-decoration: underline;" data-mce-style="text-decoration: underline;"></span></p>
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</blockquote></div><br><br clear="all"><div><br></div>-- <br><div><div dir="ltr"><span style="font-size: xx-small;" data-mce-style="font-size: xx-small;" size="1">Grace Dunbar, Vice President<br>
Equinox Software, Inc. - The Open Source Experts<br><a href="mailto:gdunbar@esilibrary.com" target="_blank">gdunbar@esilibrary.com</a></span>
<span style="font-size: xx-small;" data-mce-style="font-size: xx-small;" size="1"> <br>
1-877-OPEN-ILS <a href="http://www.esilibrary.com" target="_blank">www.esilibrary.com</a></span>
<span style="font-size: xx-small;" data-mce-style="font-size: xx-small;" size="1"> </span><br></div></div>
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</blockquote><div><br><div><br></div></div><div><br></div><div>-- <br></div><div><span name="x"></span>Chris Sharp<br>PINES System Administrator<br>Georgia Public Library Service<br>1800 Century Place, Suite 150<br>Atlanta, Georgia 30345<br>(404) 235-7147<br>csharp@georgialibraries.org<br>http://pines.georgialibraries.org/<span name="x"></span><br></div></div></body></html>