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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.<br>
<br>
<blockquote type="cite">
<div>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. <br>
</div>
</blockquote>
<br>
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.<br>
<br>
Kathy<br>
<br>
<br>
<br>
<div class="moz-cite-prefix">On 05/11/2016 11:26 AM, Rogan Hamby
wrote:<br>
</div>
<blockquote
cite="mid:CAJG3p12WRuTd-y0dyspX+yumSQmrJFERguizDaa4pGoajCx7Kg@mail.gmail.com"
type="cite">
<div dir="ltr">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.
<div><br>
</div>
</div>
<div class="gmail_extra"><br>
<div class="gmail_quote">On Wed, May 11, 2016 at 11:10 AM,
Terran McCanna <span dir="ltr"><<a moz-do-not-send="true"
href="mailto:tmccanna@georgialibraries.org"
target="_blank">tmccanna@georgialibraries.org</a>></span>
wrote:<br>
<blockquote class="gmail_quote" style="margin:0 0 0
.8ex;border-left:1px #ccc solid;padding-left:1ex">
<div dir="ltr">
<div>
<div>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. <br>
<br>
</div>
<div>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.
<br>
</div>
<br>
</div>
<div>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:<br>
<br>
</div>
<div>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. <br>
<br>
<br>
</div>
<div class="gmail_extra"><span class=""><br clear="all">
<div>
<div>
<div dir="ltr">Terran McCanna <br>
PINES Program Manager <br>
Georgia Public Library Service <br>
1800 Century Place, Suite 150 <br>
Atlanta, GA 30345 <br>
<a moz-do-not-send="true"
href="tel:404-235-7138" value="+14042357138"
target="_blank">404-235-7138</a> <br>
<a moz-do-not-send="true"
href="mailto:tmccanna@georgialibraries.org"
target="_blank">tmccanna@georgialibraries.org</a>
<br>
<br>
</div>
</div>
</div>
<br>
</span>
<div>
<div class="h5">
<div class="gmail_quote">On Mon, May 2, 2016 at 9:02
AM, Grace Dunbar <span dir="ltr"><<a
moz-do-not-send="true"
href="mailto:gdunbar@esilibrary.com"
target="_blank"><a class="moz-txt-link-abbreviated" href="mailto:gdunbar@esilibrary.com">gdunbar@esilibrary.com</a></a>></span>
wrote:<br>
<blockquote class="gmail_quote" style="margin:0 0
0 .8ex;border-left:1px #ccc
solid;padding-left:1ex">
<div dir="ltr">I think a few things factored
into this need for a correction to the
minutes.
<div><br>
</div>
<div>We had a very <a moz-do-not-send="true"
href="http://wiki.evergreen-ils.org/doku.php?id=governance:minutes:2016-4-21"
target="_blank">full agenda</a> 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. </div>
<div><br>
</div>
<div>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.</div>
<span><font color="#888888">
<div><br>
</div>
<div>-Grace</div>
<div><br>
</div>
</font></span></div>
<div class="gmail_extra">
<div>
<div><br>
<div class="gmail_quote">On Sat, Apr 30,
2016 at 7:08 PM, Ruth Frasur <span
dir="ltr"><<a
moz-do-not-send="true"
href="mailto:director@hagerstownlibrary.org"
target="_blank"><a class="moz-txt-link-abbreviated" href="mailto:director@hagerstownlibrary.org">director@hagerstownlibrary.org</a></a>></span>
wrote:<br>
<blockquote class="gmail_quote"
style="margin:0 0 0
.8ex;border-left:1px #ccc
solid;padding-left:1ex">
<div dir="ltr">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.</div>
<div>
<div>
<div class="gmail_extra"><br>
<div class="gmail_quote">On Sat,
Apr 30, 2016 at 1:20 PM, Amy
Terlaga <span dir="ltr"><<a
moz-do-not-send="true"
href="mailto:terlaga@biblio.org"
target="_blank"><a class="moz-txt-link-abbreviated" href="mailto:terlaga@biblio.org">terlaga@biblio.org</a></a>></span>
wrote:<br>
<blockquote
class="gmail_quote"
style="margin:0 0 0
.8ex;border-left:1px #ccc
solid;padding-left:1ex">
<div dir="auto">
<div>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. </div>
<div><br>
</div>
<div>Thanks, Ruth, for
bringing this to the
Board's attention. <br>
<br>
+=+=+=+=+=+=+=+=+=+=+=<span><font
color="#888888">
<div>Amy Terlaga</div>
<div>Director of
Member Services</div>
<div>Bibliomation </div>
<div>24 Wooster
Avenue</div>
<div>Waterbury, CT
06708</div>
<div><a
moz-do-not-send="true"
href="mailto:terlaga@biblio.org" target="_blank"><a class="moz-txt-link-abbreviated" href="mailto:terlaga@biblio.org">terlaga@biblio.org</a></a></div>
<div><a
moz-do-not-send="true"
href="tel:203-577-4070%20x101" value="+12035774070" target="_blank">203-577-4070
x101</a></div>
</font></span></div>
<div>
<div>
<div><br>
On Apr 29, 2016, at
5:43 PM, Terran
McCanna <<a
moz-do-not-send="true"
href="mailto:tmccanna@georgialibraries.org" target="_blank"><a class="moz-txt-link-abbreviated" href="mailto:tmccanna@georgialibraries.org">tmccanna@georgialibraries.org</a></a>>
wrote:<br>
<br>
</div>
<blockquote
type="cite">
<div>
<p dir="ltr">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.</p>
<p dir="ltr">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.</p>
<p dir="ltr">Terran
McCanna<br>
PINES Program
Manager<br>
Georgia Public
Library Service<br>
1800 Century
Place, Suite 150<br>
Atlanta, GA
30345<br>
<a
moz-do-not-send="true"
href="tel:404-235-7138" value="+14042357138" target="_blank">404-235-7138</a><br>
<a
moz-do-not-send="true"
href="mailto:tmccanna@georgialibraries.org" target="_blank"><a class="moz-txt-link-abbreviated" href="mailto:tmccanna@georgialibraries.org">tmccanna@georgialibraries.org</a></a></p>
<div
class="gmail_quote">On
Apr 29, 2016
1:27 PM, "Ruth
Frasur" <<a
moz-do-not-send="true"
href="mailto:director@hagerstownlibrary.org" target="_blank"><a class="moz-txt-link-abbreviated" href="mailto:director@hagerstownlibrary.org">director@hagerstownlibrary.org</a></a>>
wrote:<br
type="attribution">
<blockquote
class="gmail_quote"
style="margin:0
0 0
.8ex;border-left:1px
#ccc
solid;padding-left:1ex">
<div dir="ltr">Dear
EOB members,
<div><br>
</div>
<div>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.</div>
<div><br>
</div>
<div>Based on
her
clarification
and with her
input, I
proposed that
the minutes
from the EOB
meeting be
amended as
follows.</div>
<div><br>
</div>
<div>
<div
style="font-size:12.8px"><b>Current
language</b></div>
<div
style="font-size:12.8px">
<p
class="MsoNormal"><span
style="font-family:Arial,sans-serif;color:rgb(51,51,51)">Issues for
2016's
conference /
Tanya</span></p>
<ul>
<li
style="margin-left:15px"><span
style="color:rgb(51,51,51);font-family:Arial,sans-serif;line-height:14.7pt">Emails
that created
extra stress</span><br>
</li>
<li
style="margin-left:15px"><span
style="color:rgb(51,51,51);font-family:Arial,sans-serif;line-height:14.7pt">Need
to look at
relationship
between EOB,
SFC, and
Conference
committee</span><br>
</li>
<li
style="margin-left:15px"><span
style="color:rgb(51,51,51);font-family:Arial,sans-serif;line-height:14.7pt">Not
provided with
a clear set of
expectations
about who had
authority to
do what</span><br>
</li>
<li
style="margin-left:15px"><span
style="color:rgb(51,51,51);font-family:Arial,sans-serif;line-height:14.7pt">Didn’t
know the right
questions to
ask</span><br>
</li>
<li
style="margin-left:15px"><span
style="color:rgb(51,51,51);font-family:Arial,sans-serif;line-height:14.7pt">Sponsorships</span><br>
</li>
<li
style="margin-left:15px"><span
style="color:rgb(51,51,51);font-family:Arial,sans-serif;line-height:14.7pt">Conflict
of interest to
have a point
of contact be
a vendor</span></li>
</ul>
<div><font
face="Arial,
sans-serif"
color="#333333"><span
style="line-height:19.6px"><b>Proposed Amended Language</b></span></font></div>
<div><span
style="font-size:12.8px">
<p
class="MsoNormal"><span
style="font-family:Arial,sans-serif;color:rgb(51,51,51)">Issues for
2016's
conference/Tanya</span></p>
</span>
<ul
style="font-size:12.8px"
type="disc">
<li
class="MsoNormal"
style="margin-left:15px"><span style="font-size:9.5pt">Email threads
that were
contradictory
or confusing
which created
stress</span></li>
<li
class="MsoNormal"
style="margin-left:15px"><span style="font-size:9.5pt">Should examine
the conference
structure and
clarify the
roles/authority
of the EOB,
SFC,
Conference
Committee, and
Host Committee</span> <span
style="font-size:9.5pt">to manage expectations and clarify procedures</span></li>
<li
class="MsoNormal"
style="margin-left:15px"><span style="font-size:9.5pt">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</span></li>
</ul>
</div>
<div><br>
</div>
</div>
-- <br>
<div>
<div dir="ltr">
<div>
<div dir="ltr">
<div>
<div dir="ltr">
<div>
<div dir="ltr">
<div>
<div dir="ltr"><span
style="font-size:12.8px">Ruth Frasur</span><br style="font-size:12.8px">
<span
style="font-size:12.8px">Director
of the
Historic(ally
Awesome)
Hagerstown -
Jefferson
Township
Library</span><br
style="font-size:12.8px">
<span
style="font-size:12.8px">10
W. College
Street in
Hagerstown,
Indiana
(47346)</span><br
style="font-size:12.8px">
<span
style="font-size:12.8px">p
<a
moz-do-not-send="true"
href="tel:%28765%29%20489-5632" value="+17654895632" target="_blank">(765)
489-5632</a>;
f <a
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href="tel:%28765%29%20489-5808" value="+17654895808" target="_blank">(765)
489-5808</a></span><br
style="font-size:12.8px">
<br
style="font-size:12.8px">
<b><a
moz-do-not-send="true"
href="http://hagerstownlibrary.org" target="_blank">Our Kickin' Website</a>,
<a
moz-do-not-send="true"
href="http://facebook.com/hjtplibrary" target="_blank">Our Rockin'
Facebook Page</a>,
and <a
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href="http://nettlecreekplayers.com" target="_blank">The Nettle Creek
Players</a></b><br>
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<div>
<div dir="ltr">
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<div>
<div dir="ltr"><span
style="font-size:12.8000001907349px">Ruth Frasur</span><br
style="font-size:12.8000001907349px">
<span
style="font-size:12.8000001907349px">Director
of the
Historic(ally
Awesome)
Hagerstown -
Jefferson
Township
Library</span><br
style="font-size:12.8000001907349px">
<span
style="font-size:12.8000001907349px">10
W. College
Street in
Hagerstown,
Indiana
(47346)</span><br
style="font-size:12.8000001907349px">
<span
style="font-size:12.8000001907349px">p
<a
moz-do-not-send="true"
href="tel:%28765%29%20489-5632" value="+17654895632" target="_blank">(765)
489-5632</a>;
f <a
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489-5808</a></span><br
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<div style="text-align:left"><span
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<font size="1">
Equinox - Open Your
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<a moz-do-not-send="true"
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<a moz-do-not-send="true"
href="http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/eg-oversight-board"
rel="noreferrer" target="_blank">http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/eg-oversight-board</a><br>
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-- <br>
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<div>Rogan R. Hamby, Data and Project Analyst</div>
<div>Equinox - Open Your Library</div>
<div><a moz-do-not-send="true"
href="mailto:rogan@esilibrary.com" target="_blank">rogan@esilibrary.com</a></div>
<div>1-877-OPEN-ILS | <a moz-do-not-send="true"
href="http://www.esilibrary.com" target="_blank">www.esilibrary.com</a></div>
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<pre wrap="">_______________________________________________
eg-oversight-board mailing list
<a class="moz-txt-link-abbreviated" href="mailto:eg-oversight-board@list.evergreen-ils.org">eg-oversight-board@list.evergreen-ils.org</a>
<a class="moz-txt-link-freetext" href="http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/eg-oversight-board">http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/eg-oversight-board</a>
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<pre class="moz-signature" cols="72">--
Kathy Lussier
Project Coordinator
Massachusetts Library Network Cooperative
(508) 343-0128
<a class="moz-txt-link-abbreviated" href="mailto:klussier@masslnc.org">klussier@masslnc.org</a>
Twitter: <a class="moz-txt-link-freetext" href="http://www.twitter.com/kmlussier">http://www.twitter.com/kmlussier</a></pre>
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