Hi Tanya,<div>You can send that clarification directly to the list or you can send it to the Secretary who would be happy to bring your clarification to the Board.</div><div>Thank you,</div><div>Grace<br><br>On Wednesday, May 11, 2016, Prokrym, Tatiana H <<a href="mailto:tanya.prokrym@ncdcr.gov">tanya.prokrym@ncdcr.gov</a>> wrote:<br><blockquote class="gmail_quote" style="margin:0 0 0 .8ex;border-left:1px #ccc solid;padding-left:1ex">Hi everyone,<br>
<br>
I have been in a meeting all day. I would have responded sooner.<br>
<br>
Based upon the thread, I would like to request the opportunity to submit a written statement to clarify the comments I made during the conference EOB meeting.<br>
<br>
If this is acceptable to you, please let me know how I should submit this statement and by when. I wish to be as clear and transparent as possible.<br>
<br>
Thank you,<br>
Tanya<br>
<br>
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1. Re: Proposed amendment to EOB meeting minutes (Terran McCanna)<br>
<br>
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----------------------------------------------------------------------<br>
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Message: 1<br>
Date: Wed, 11 May 2016 12:21:20 -0400<br>
From: Terran McCanna <<a href="javascript:;" onclick="_e(event, 'cvml', 'tmccanna@georgialibraries.org')">tmccanna@georgialibraries.org</a>><br>
To: Mike Rylander <<a href="javascript:;" onclick="_e(event, 'cvml', 'mrylander@gmail.com')">mrylander@gmail.com</a>><br>
Cc: eg-oversight-board <<a href="javascript:;" onclick="_e(event, 'cvml', 'eg-oversight-board@list.evergreen-ils.org')">eg-oversight-board@list.evergreen-ils.org</a>><br>
Subject: Re: [Eg-oversight-board] Proposed amendment to EOB meeting<br>
minutes<br>
Message-ID:<br>
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<br>
I would be interested in hearing what the other attendees heard, because the meeting notes that I took myself say "conflict of interest with a vendor being the point of contact." I do not believe Chris made a transcription error, I believe he wrote what she said nearly word for word.<br>
Regardless of whether or not that is what she intended to say, that is what she did say.<br>
<br>
Perhaps the meetings should have audio recordings in the future.<br>
<br>
<br>
<br>
Terran McCanna<br>
PINES Program Manager<br>
Georgia Public Library Service<br>
1800 Century Place, Suite 150<br>
Atlanta, GA 30345<br>
404-235-7138<br>
<a href="javascript:;" onclick="_e(event, 'cvml', 'tmccanna@georgialibraries.org')">tmccanna@georgialibraries.org</a><br>
<br>
<br>
On Wed, May 11, 2016 at 11:56 AM, Mike Rylander <<a href="javascript:;" onclick="_e(event, 'cvml', 'mrylander@gmail.com')">mrylander@gmail.com</a>> wrote:<br>
<br>
> Terran,<br>
><br>
> If memory serves, the meeting was held during the middle of the day<br>
> with a short, specific agenda based on agreement by the board. I<br>
> believe this was all discussed publicly, and there were several good<br>
> reasons for the scheduling. I think it was wedged into a lunch hour<br>
> because that was all that was left to the board by the program<br>
> committee. The IRC logs should be useful in explaining all of that,<br>
> but IIRC it came down to, "late meetings are painful, and long<br>
> meetings with open-ended agendas are likewise." It was, to a degree,<br>
> an experiment and I'm sure we'll improve on it next year.<br>
><br>
> It's interesting that you assert as fact that the minutes are<br>
> perfectly accurate, because I don't believe that is true, though not<br>
> for the reason raised by Ruth. Please note that until the minutes are<br>
> accepted by the board at the next meeting they are not recognized as<br>
> fact, either. Setting aside the fact that Tanya has said her words<br>
> did not reflect her thoughts, the original line in question, as typed<br>
> by Chris, does not match my recollection in terms of accuracy. I'll<br>
> be raising the issue at the next meeting, where it can actually be<br>
> acted upon, but since you are asserting otherwise now I'll let<br>
> everyone know what my concern is, so it can be considered before hand.<br>
><br>
> Here is my issue with accuracy in the words of the record: I recall<br>
> Tanya using the phrase "giving direction" with regard to "a vendor"<br>
> but I don't recall her using the phrase "point of contact." That<br>
> difference between my recollection and the minutes as recorded by the<br>
> secretary is concerning because the latter implies more specificity<br>
> than the former. In other words, what Chris typed implies Tanya was<br>
> talking specifically about an official conference contact, but what I<br>
> recall her actually saying implies no such thing, only that she was<br>
> receiving direction. Her clarification to several people suggests<br>
> Chris' typing implies more meaning that was actually provided by<br>
> Tanya, but the intent is materially beside the point of whether the<br>
> words typed match the words spoken. I don't believe they do. They<br>
> are, quite obviously, not a direct transcription of what Tanya said,<br>
> which means they were interpreted by Chris before being recorded.<br>
><br>
> I recorded this thought privately and shared it with another person<br>
> approximately an hour after the minutes were posted, so I'm not<br>
> working from far-removed memory here -- I noticed it immediately and<br>
> noted it. Since you have objected to amending the minutes in any way<br>
> I feel I should bring up my concerns about the veracity of the record<br>
> as it stands.<br>
><br>
> To be clear, I am certain my complaint here is simply about a matter<br>
> of transcription error and not intentional misrepresentation. Chris,<br>
> like all of us, is only human and we all make mistakes. The<br>
> straightforward process available to use to correct the minutes allows<br>
> us to accept that fact.<br>
><br>
> Thanks,<br>
><br>
> --<br>
> Mike Rylander<br>
> | President<br>
> | Equinox Software, Inc. / Open Your Library | phone:<br>
> 1-877-OPEN-ILS (673-6457) | email: <a href="javascript:;" onclick="_e(event, 'cvml', 'miker@esilibrary.com')">miker@esilibrary.com</a> | web:<br>
> <a href="http://www.esilibrary.com" target="_blank">http://www.esilibrary.com</a><br>
><br>
><br>
> On Wed, May 11, 2016 at 11:10 AM, Terran McCanna<br>
> <<a href="javascript:;" onclick="_e(event, 'cvml', 'tmccanna@georgialibraries.org')">tmccanna@georgialibraries.org</a>> wrote:<br>
> > I attended the meeting last year and it was significantly longer and<br>
> > scheduled at the end of the day so that all topics could be<br>
> > addressed without rushing. I do not recall how long the meeting was<br>
> > the year<br>
> before in<br>
> > Boston, but I do not recall it being rushed either. I am unclear as<br>
> > to<br>
> why<br>
> > this year's meeting was only scheduled for 45 minutes during a lunch<br>
> break.<br>
> > Since this is the only time that the entire board (or most of it)<br>
> > meets<br>
> in<br>
> > person per year, I feel that it's the most important meeting of the<br>
> year. In<br>
> > the future, I feel that sufficient time should be scheduled to allow<br>
> > all issues to be fully addressed, to allow any non-Board members to<br>
> > speak / introduce 'other business' if it is not on the agenda, and<br>
> > to allow new board members (like myself) a smoother introduction to<br>
> > roles, responsibilities, and meeting process.<br>
> ><br>
> > I also feel that for future annual meetings, the conference host(s)<br>
> should<br>
> > automatically be offered a place on the agenda. It is the best<br>
> opportunity<br>
> > we have to discuss what worked and what didn't so that we can give<br>
> > the following year's host/planning committee the support they need<br>
> > to put on<br>
> a<br>
> > successful conference, and to avoid running into the same issues.<br>
> ><br>
> > Considering both of these things, as well as the fact that the<br>
> > meeting<br>
> notes<br>
> > recorded by the secretary do accurately reflect what was said during<br>
> > the meeting, and my firm belief that it is unethical to change the<br>
> > notes to reflect post-meeting side conversations that were not<br>
> > public and did not involve the entire Board, I have a counterproposal:<br>
> ><br>
> > I propose that the meeting notes remain as is, but that we also<br>
> > invite<br>
> Tanya<br>
> > to attend the next EOB meeting and give her the opportunity to fully<br>
> discuss<br>
> > the problems she encountered leading up to the conference and what<br>
> > we<br>
> can do<br>
> > better in the lead up to future conferences. If she is unavailable,<br>
> > or if she is not comfortable communicating within the constraints of<br>
> > the IRC environment, then I propose that she be asked to submit a<br>
> > written<br>
> statement<br>
> > expanding on what she said at the last meeting so that it can go on<br>
> record<br>
> > in an open and transparent manner.<br>
> ><br>
> ><br>
> ><br>
> > Terran McCanna<br>
> > PINES Program Manager<br>
> > Georgia Public Library Service<br>
> > 1800 Century Place, Suite 150<br>
> > Atlanta, GA 30345<br>
> > 404-235-7138<br>
> > <a href="javascript:;" onclick="_e(event, 'cvml', 'tmccanna@georgialibraries.org')">tmccanna@georgialibraries.org</a><br>
> ><br>
> ><br>
> > On Mon, May 2, 2016 at 9:02 AM, Grace Dunbar<br>
> > <<a href="javascript:;" onclick="_e(event, 'cvml', 'gdunbar@esilibrary.com')">gdunbar@esilibrary.com</a>><br>
> wrote:<br>
> >><br>
> >> I think a few things factored into this need for a correction to<br>
> >> the minutes.<br>
> >><br>
> >> We had a very full agenda for that meeting which was only 45<br>
> >> minutes as opposed to our normal 60 minutes. Tanya approached me<br>
> >> just before the meeting started to request a slot on the agenda. I<br>
> >> initially declined<br>
> due<br>
> >> to the late request and full agenda but she was politely insistent<br>
> >> and requested "two minutes", so I added her to the agenda. When<br>
> >> she spoke,<br>
> I<br>
> >> recognized that her agenda item should be given fuller<br>
> attention/discussion<br>
> >> by the Board but I didn't want to sacrifice everything else on the<br>
> agenda to<br>
> >> get into those particulars. There is the compounding factor that<br>
> getting<br>
> >> into a discussion about perceived conflicts of interest and issues<br>
> >> the conference committee had this year has the potential for<br>
> >> embarrassing or damaging the local committee, as well as other<br>
> >> vendors and<br>
> organizations.<br>
> >><br>
> >> Tanya sought me out immediately after the meeting to clarify her<br>
> comments<br>
> >> and I found out later that she did the same with others. Since she<br>
> felt the<br>
> >> need to clarify her words I suggested that we propose a correction<br>
> >> and<br>
> Ruth<br>
> >> worked with Tanya to revise the wording. In a pressure situation<br>
> >> our<br>
> words<br>
> >> sometimes come out wrong, especially when we're trying to reflect<br>
> >> on<br>
> complex<br>
> >> issues in a compressed time frame. In my opinion, giving Tanya the<br>
> >> opportunity to clarify her own words is not only acceptable, but<br>
> necessary.<br>
> >><br>
> >> -Grace<br>
> >><br>
> >><br>
> >> On Sat, Apr 30, 2016 at 7:08 PM, Ruth Frasur<br>
> >> <<a href="javascript:;" onclick="_e(event, 'cvml', 'director@hagerstownlibrary.org')">director@hagerstownlibrary.org</a>> wrote:<br>
> >>><br>
> >>> Agree to all the points made. I think we'll have a good<br>
> >>> discussion at the next meeting and come to a decision that's wise,<br>
> >>> amenable, and reflective of the spirit of our community. Thanks all.<br>
> >>><br>
> >>> On Sat, Apr 30, 2016 at 1:20 PM, Amy Terlaga <<a href="javascript:;" onclick="_e(event, 'cvml', 'terlaga@biblio.org')">terlaga@biblio.org</a>><br>
> wrote:<br>
> >>>><br>
> >>>> I agree with Terran. The original wording matches up with my<br>
> >>>> memory<br>
> of<br>
> >>>> the meeting. I'm sympathetic to Tanya's situation - she meant to<br>
> >>>> put<br>
> it<br>
> >>>> better than she did. So a clarification to what was said would<br>
> >>>> make<br>
> sense<br>
> >>>> to me.<br>
> >>>><br>
> >>>> Thanks, Ruth, for bringing this to the Board's attention.<br>
> >>>><br>
> >>>> +=+=+=+=+=+=+=+=+=+=+=<br>
> >>>> Amy Terlaga<br>
> >>>> Director of Member Services<br>
> >>>> Bibliomation<br>
> >>>> 24 Wooster Avenue<br>
> >>>> Waterbury, CT 06708<br>
> >>>> <a href="javascript:;" onclick="_e(event, 'cvml', 'terlaga@biblio.org')">terlaga@biblio.org</a><br>
> >>>> 203-577-4070 x101<br>
> >>>><br>
> >>>> On Apr 29, 2016, at 5:43 PM, Terran McCanna<br>
> >>>> <<a href="javascript:;" onclick="_e(event, 'cvml', 'tmccanna@georgialibraries.org')">tmccanna@georgialibraries.org</a>> wrote:<br>
> >>>><br>
> >>>> Since these conversations took place outside of the meeting, they<br>
> should<br>
> >>>> not alter the official meeting record. I am particularly<br>
> >>>> concerned by<br>
> the<br>
> >>>> change in wording regarding the conflict of interest issue, since<br>
> >>>> the<br>
> new<br>
> >>>> wording puts a very different slant on the problem than the<br>
> >>>> original<br>
> did,<br>
> >>>> and on what I witnessed Tanya say during that meeting.<br>
> >>>><br>
> >>>> I would be willing to consider an addendum to the record only if<br>
> >>>> it is approved by Tanya, but I am opposed to any change of the<br>
> >>>> original<br>
> wording.<br>
> >>>><br>
> >>>> Terran McCanna<br>
> >>>> PINES Program Manager<br>
> >>>> Georgia Public Library Service<br>
> >>>> 1800 Century Place, Suite 150<br>
> >>>> Atlanta, GA 30345<br>
> >>>> 404-235-7138<br>
> >>>> <a href="javascript:;" onclick="_e(event, 'cvml', 'tmccanna@georgialibraries.org')">tmccanna@georgialibraries.org</a><br>
> >>>><br>
> >>>> On Apr 29, 2016 1:27 PM, "Ruth Frasur" <<br>
> <a href="javascript:;" onclick="_e(event, 'cvml', 'director@hagerstownlibrary.org')">director@hagerstownlibrary.org</a>><br>
> >>>> wrote:<br>
> >>>>><br>
> >>>>> Dear EOB members,<br>
> >>>>><br>
> >>>>> During the EOB meeting at the 2016 Evergreen International<br>
> Conference,<br>
> >>>>> Tanya Prokrym expressed concerns related to the conference<br>
> >>>>> planning experience. Following that meeting, Tanya clarified<br>
> >>>>> her comments in conversations (via face to face interactions<br>
> >>>>> and/or email) with Grace Dunbar, Yamil Suarez, Amy Terlaga, and myself.<br>
> >>>>><br>
> >>>>> Based on her clarification and with her input, I proposed that<br>
> >>>>> the minutes from the EOB meeting be amended as follows.<br>
> >>>>><br>
> >>>>> Current language<br>
> >>>>><br>
> >>>>> Issues for 2016's conference / Tanya<br>
> >>>>><br>
> >>>>> Emails that created extra stress Need to look at relationship<br>
> >>>>> between EOB, SFC, and Conference<br>
> committee<br>
> >>>>> Not provided with a clear set of expectations about who had<br>
> >>>>> authority to do what Didn?t know the right questions to ask<br>
> >>>>> Sponsorships Conflict of interest to have a point of contact be<br>
> >>>>> a vendor<br>
> >>>>><br>
> >>>>> Proposed Amended Language<br>
> >>>>><br>
> >>>>> Issues for 2016's conference/Tanya<br>
> >>>>><br>
> >>>>> Email threads that were contradictory or confusing which created<br>
> stress<br>
> >>>>> Should examine the conference structure and clarify the<br>
> roles/authority<br>
> >>>>> of the EOB, SFC, Conference Committee, and Host Committee to<br>
> >>>>> manage expectations and clarify procedures External pressure<br>
> >>>>> from some vendors and other organizations was<br>
> levied<br>
> >>>>> against the local conference committee claiming conflict of<br>
> interest due to<br>
> >>>>> the host committee's vendor relationship<br>
> >>>>><br>
> >>>>><br>
> >>>>> --<br>
> >>>>> Ruth Frasur<br>
> >>>>> Director of the Historic(ally Awesome) Hagerstown - Jefferson<br>
> Township<br>
> >>>>> Library<br>
> >>>>> 10 W. College Street in Hagerstown, Indiana (47346) p (765)<br>
> >>>>> 489-5632; f (765) 489-5808<br>
> >>>>><br>
> >>>>> Our Kickin' Website, Our Rockin' Facebook Page, and The Nettle<br>
> Creek<br>
> >>>>> Players<br>
> >>>>><br>
> >>>>> _______________________________________________<br>
> >>>>> eg-oversight-board mailing list<br>
> >>>>> <a href="javascript:;" onclick="_e(event, 'cvml', 'eg-oversight-board@list.evergreen-ils.org')">eg-oversight-board@list.evergreen-ils.org</a><br>
> >>>>><br>
> >>>>><br>
> <a href="http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/eg-oversight-bo" target="_blank">http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/eg-oversight-bo</a><br>
> ard<br>
> >>>>><br>
> >>>> _______________________________________________<br>
> >>>> eg-oversight-board mailing list<br>
> >>>> <a href="javascript:;" onclick="_e(event, 'cvml', 'eg-oversight-board@list.evergreen-ils.org')">eg-oversight-board@list.evergreen-ils.org</a><br>
> >>>><br>
> >>>><br>
> <a href="http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/eg-oversight-bo" target="_blank">http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/eg-oversight-bo</a><br>
> ard<br>
> >>>><br>
> >>>><br>
> >>>> _______________________________________________<br>
> >>>> eg-oversight-board mailing list<br>
> >>>> <a href="javascript:;" onclick="_e(event, 'cvml', 'eg-oversight-board@list.evergreen-ils.org')">eg-oversight-board@list.evergreen-ils.org</a><br>
> >>>><br>
> >>>><br>
> <a href="http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/eg-oversight-bo" target="_blank">http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/eg-oversight-bo</a><br>
> ard<br>
> >>>><br>
> >>><br>
> >>><br>
> >>><br>
> >>> --<br>
> >>> Ruth Frasur<br>
> >>> Director of the Historic(ally Awesome) Hagerstown - Jefferson<br>
> >>> Township Library<br>
> >>> 10 W. College Street in Hagerstown, Indiana (47346) p (765)<br>
> >>> 489-5632; f (765) 489-5808<br>
> >>><br>
> >>> Our Kickin' Website, Our Rockin' Facebook Page, and The Nettle<br>
> >>> Creek Players<br>
> >>><br>
> >>> _______________________________________________<br>
> >>> eg-oversight-board mailing list<br>
> >>> <a href="javascript:;" onclick="_e(event, 'cvml', 'eg-oversight-board@list.evergreen-ils.org')">eg-oversight-board@list.evergreen-ils.org</a><br>
> >>><br>
> <a href="http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/eg-oversight-bo" target="_blank">http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/eg-oversight-bo</a><br>
> ard<br>
> >>><br>
> >><br>
> >><br>
> >><br>
> >> --<br>
> >> Grace Dunbar, Vice President<br>
> >> Equinox - Open Your Library<br>
> >> <a href="javascript:;" onclick="_e(event, 'cvml', 'gdunbar@esilibrary.com')">gdunbar@esilibrary.com</a><br>
> >> 1-877-OPEN-ILS | <a href="http://www.esilibrary.com" target="_blank">www.esilibrary.com</a><br>
> >><br>
> >><br>
> >> _______________________________________________<br>
> >> eg-oversight-board mailing list<br>
> >> <a href="javascript:;" onclick="_e(event, 'cvml', 'eg-oversight-board@list.evergreen-ils.org')">eg-oversight-board@list.evergreen-ils.org</a><br>
> >><br>
> <a href="http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/eg-oversight-bo" target="_blank">http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/eg-oversight-bo</a><br>
> ard<br>
> >><br>
> ><br>
> ><br>
> > _______________________________________________<br>
> > eg-oversight-board mailing list<br>
> > <a href="javascript:;" onclick="_e(event, 'cvml', 'eg-oversight-board@list.evergreen-ils.org')">eg-oversight-board@list.evergreen-ils.org</a><br>
> ><br>
> <a href="http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/eg-oversight-bo" target="_blank">http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/eg-oversight-bo</a><br>
> ard<br>
> ><br>
><br>
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</blockquote></div><br><br>-- <br><div dir="ltr"><div><div dir="ltr"><div><div dir="ltr"><div dir="ltr"><div dir="ltr"><div style="text-align:left"><span style="font-size:x-small">Grace Dunbar, Vice President</span></div><font size="1">
Equinox - Open Your Library<br><a href="mailto:gdunbar@esilibrary.com" target="_blank">gdunbar@esilibrary.com</a></font>
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1-877-OPEN-ILS | </font><font size="1"><a href="http://www.esilibrary.com" target="_blank">www.esilibrary.com</a></font><span style="font-size:12.8px">
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