<div dir="ltr"><div><div><div>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. Regardless of whether or not that is what she intended to say, that is what she did say. <br></div></div><br></div>Perhaps the meetings should have audio recordings in the future.<br><br><br></div><div class="gmail_extra"><br clear="all"><div><div class="gmail_signature"><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>404-235-7138 <br><a href="mailto:tmccanna@georgialibraries.org" target="_blank">tmccanna@georgialibraries.org</a> <br><br></div></div></div>
<br><div class="gmail_quote">On Wed, May 11, 2016 at 11:56 AM, Mike Rylander <span dir="ltr"><<a href="mailto:mrylander@gmail.com" target="_blank">mrylander@gmail.com</a>></span> wrote:<br><blockquote class="gmail_quote" style="margin:0 0 0 .8ex;border-left:1px #ccc solid;padding-left:1ex">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<br>
| phone: 1-877-OPEN-ILS (673-6457)<br>
| email: <a href="mailto:miker@esilibrary.com">miker@esilibrary.com</a><br>
| web: <a href="http://www.esilibrary.com" rel="noreferrer" target="_blank">http://www.esilibrary.com</a><br>
<span class="im HOEnZb"><br>
<br>
On Wed, May 11, 2016 at 11:10 AM, Terran McCanna<br>
<<a href="mailto:tmccanna@georgialibraries.org">tmccanna@georgialibraries.org</a>> wrote:<br>
</span><div class="HOEnZb"><div class="h5">> 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 addressed<br>
> without rushing. I do not recall how long the meeting was the year before in<br>
> Boston, but I do not recall it being rushed either. I am unclear as to why<br>
> this year's meeting was only scheduled for 45 minutes during a lunch break.<br>
> Since this is the only time that the entire board (or most of it) meets in<br>
> person per year, I feel that it's the most important meeting of the year. In<br>
> the future, I feel that sufficient time should be scheduled to allow all<br>
> issues to be fully addressed, to allow any non-Board members to speak /<br>
> introduce 'other business' if it is not on the agenda, and to allow new<br>
> board members (like myself) a smoother introduction to roles,<br>
> responsibilities, and meeting process.<br>
><br>
> I also feel that for future annual meetings, the conference host(s) should<br>
> automatically be offered a place on the agenda. It is the best opportunity<br>
> we have to discuss what worked and what didn't so that we can give the<br>
> following year's host/planning committee the support they need to put on 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 meeting notes<br>
> recorded by the secretary do accurately reflect what was said during the<br>
> meeting, and my firm belief that it is unethical to change the notes to<br>
> reflect post-meeting side conversations that were not public and did not<br>
> involve the entire Board, I have a counterproposal:<br>
><br>
> I propose that the meeting notes remain as is, but that we also invite Tanya<br>
> to attend the next EOB meeting and give her the opportunity to fully discuss<br>
> the problems she encountered leading up to the conference and what we can do<br>
> better in the lead up to future conferences. If she is unavailable, or if<br>
> she is not comfortable communicating within the constraints of the IRC<br>
> environment, then I propose that she be asked to submit a written statement<br>
> expanding on what she said at the last meeting so that it can go on 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>
> <a href="tel:404-235-7138" value="+14042357138">404-235-7138</a><br>
> <a href="mailto:tmccanna@georgialibraries.org">tmccanna@georgialibraries.org</a><br>
><br>
><br>
> On Mon, May 2, 2016 at 9:02 AM, Grace Dunbar <<a href="mailto:gdunbar@esilibrary.com">gdunbar@esilibrary.com</a>> wrote:<br>
>><br>
>> I think a few things factored into this need for a correction to the<br>
>> minutes.<br>
>><br>
>> We had a very full agenda for that meeting which was only 45 minutes as<br>
>> opposed to our normal 60 minutes. Tanya approached me just before the<br>
>> meeting started to request a slot on the agenda. I initially declined due<br>
>> to the late request and full agenda but she was politely insistent and<br>
>> requested "two minutes", so I added her to the agenda. When she spoke, I<br>
>> recognized that her agenda item should be given fuller attention/discussion<br>
>> by the Board but I didn't want to sacrifice everything else on the agenda to<br>
>> get into those particulars. There is the compounding factor that getting<br>
>> into a discussion about perceived conflicts of interest and issues the<br>
>> conference committee had this year has the potential for embarrassing or<br>
>> damaging the local committee, as well as other vendors and organizations.<br>
>><br>
>> Tanya sought me out immediately after the meeting to clarify her comments<br>
>> and I found out later that she did the same with others. Since she felt the<br>
>> need to clarify her words I suggested that we propose a correction and Ruth<br>
>> worked with Tanya to revise the wording. In a pressure situation our words<br>
>> sometimes come out wrong, especially when we're trying to reflect on 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 necessary.<br>
>><br>
>> -Grace<br>
>><br>
>><br>
>> On Sat, Apr 30, 2016 at 7:08 PM, Ruth Frasur<br>
>> <<a href="mailto:director@hagerstownlibrary.org">director@hagerstownlibrary.org</a>> wrote:<br>
>>><br>
>>> Agree to all the points made. I think we'll have a good discussion at<br>
>>> the next meeting and come to a decision that's wise, amenable, and<br>
>>> reflective of the spirit of our community. Thanks all.<br>
>>><br>
>>> On Sat, Apr 30, 2016 at 1:20 PM, Amy Terlaga <<a href="mailto:terlaga@biblio.org">terlaga@biblio.org</a>> wrote:<br>
>>>><br>
>>>> I agree with Terran. The original wording matches up with my memory of<br>
>>>> the meeting. I'm sympathetic to Tanya's situation - she meant to put it<br>
>>>> better than she did. So a clarification to what was said would make 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="mailto:terlaga@biblio.org">terlaga@biblio.org</a><br>
>>>> <a href="tel:203-577-4070%20x101" value="+12035774070">203-577-4070 x101</a><br>
>>>><br>
>>>> On Apr 29, 2016, at 5:43 PM, Terran McCanna<br>
>>>> <<a href="mailto:tmccanna@georgialibraries.org">tmccanna@georgialibraries.org</a>> wrote:<br>
>>>><br>
>>>> Since these conversations took place outside of the meeting, they should<br>
>>>> not alter the official meeting record. I am particularly concerned by the<br>
>>>> change in wording regarding the conflict of interest issue, since the new<br>
>>>> wording puts a very different slant on the problem than the original 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 it is<br>
>>>> approved by Tanya, but I am opposed to any change of the original 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>
>>>> <a href="tel:404-235-7138" value="+14042357138">404-235-7138</a><br>
>>>> <a href="mailto:tmccanna@georgialibraries.org">tmccanna@georgialibraries.org</a><br>
>>>><br>
>>>> On Apr 29, 2016 1:27 PM, "Ruth Frasur" <<a href="mailto: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 Conference,<br>
>>>>> Tanya Prokrym expressed concerns related to the conference planning<br>
>>>>> experience. Following that meeting, Tanya clarified her comments in<br>
>>>>> conversations (via face to face interactions and/or email) with Grace<br>
>>>>> Dunbar, Yamil Suarez, Amy Terlaga, and myself.<br>
>>>>><br>
>>>>> Based on her clarification and with her input, I proposed that the<br>
>>>>> 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<br>
>>>>> Need to look at relationship between EOB, SFC, and Conference committee<br>
>>>>> Not provided with a clear set of expectations about who had authority<br>
>>>>> to do what<br>
>>>>> Didn’t know the right questions to ask<br>
>>>>> Sponsorships<br>
>>>>> Conflict of interest to have a point of contact be 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 stress<br>
>>>>> Should examine the conference structure and clarify the roles/authority<br>
>>>>> of the EOB, SFC, Conference Committee, and Host Committee to manage<br>
>>>>> expectations and clarify procedures<br>
>>>>> External pressure from some vendors and other organizations was levied<br>
>>>>> against the local conference committee claiming conflict of 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 Township<br>
>>>>> Library<br>
>>>>> 10 W. College Street in Hagerstown, Indiana (47346)<br>
>>>>> p <a href="tel:%28765%29%20489-5632" value="+17654895632">(765) 489-5632</a>; f <a href="tel:%28765%29%20489-5808" value="+17654895808">(765) 489-5808</a><br>
>>>>><br>
>>>>> Our Kickin' Website, Our Rockin' Facebook Page, and The Nettle Creek<br>
>>>>> Players<br>
>>>>><br>
>>>>> _______________________________________________<br>
>>>>> eg-oversight-board mailing list<br>
>>>>> <a href="mailto: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-board" rel="noreferrer" target="_blank">http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/eg-oversight-board</a><br>
>>>>><br>
>>>> _______________________________________________<br>
>>>> eg-oversight-board mailing list<br>
>>>> <a href="mailto: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-board" rel="noreferrer" target="_blank">http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/eg-oversight-board</a><br>
>>>><br>
>>>><br>
>>>> _______________________________________________<br>
>>>> eg-oversight-board mailing list<br>
>>>> <a href="mailto: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-board" rel="noreferrer" target="_blank">http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/eg-oversight-board</a><br>
>>>><br>
>>><br>
>>><br>
>>><br>
>>> --<br>
>>> Ruth Frasur<br>
>>> Director of the Historic(ally Awesome) Hagerstown - Jefferson Township<br>
>>> Library<br>
>>> 10 W. College Street in Hagerstown, Indiana (47346)<br>
>>> p <a href="tel:%28765%29%20489-5632" value="+17654895632">(765) 489-5632</a>; f <a href="tel:%28765%29%20489-5808" value="+17654895808">(765) 489-5808</a><br>
>>><br>
>>> Our Kickin' Website, Our Rockin' Facebook Page, and The Nettle Creek<br>
>>> Players<br>
>>><br>
>>> _______________________________________________<br>
>>> eg-oversight-board mailing list<br>
>>> <a href="mailto:eg-oversight-board@list.evergreen-ils.org">eg-oversight-board@list.evergreen-ils.org</a><br>
>>> <a 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>
>>><br>
>><br>
>><br>
>><br>
>> --<br>
>> Grace Dunbar, Vice President<br>
>> Equinox - Open Your Library<br>
>> <a href="mailto:gdunbar@esilibrary.com">gdunbar@esilibrary.com</a><br>
>> 1-877-OPEN-ILS | <a href="http://www.esilibrary.com" rel="noreferrer" target="_blank">www.esilibrary.com</a><br>
>><br>
>><br>
>> _______________________________________________<br>
>> eg-oversight-board mailing list<br>
>> <a href="mailto:eg-oversight-board@list.evergreen-ils.org">eg-oversight-board@list.evergreen-ils.org</a><br>
>> <a 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>
>><br>
><br>
><br>
> _______________________________________________<br>
> eg-oversight-board mailing list<br>
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><br>
</div></div></blockquote></div><br></div>