<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 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 href="tel:404-235-7138" value="+14042357138" target="_blank">404-235-7138</a> <br><a 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 href="mailto:gdunbar@esilibrary.com" target="_blank">gdunbar@esilibrary.com</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 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 href="mailto:director@hagerstownlibrary.org" target="_blank">director@hagerstownlibrary.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">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 href="mailto:terlaga@biblio.org" target="_blank">terlaga@biblio.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="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 href="mailto:terlaga@biblio.org" target="_blank">terlaga@biblio.org</a></div><div><a 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 href="mailto:tmccanna@georgialibraries.org" target="_blank">tmccanna@georgialibraries.org</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 href="tel:404-235-7138" value="+14042357138" target="_blank">404-235-7138</a><br>
<a href="mailto:tmccanna@georgialibraries.org" target="_blank">tmccanna@georgialibraries.org</a></p>
<div class="gmail_quote">On Apr 29, 2016 1:27 PM, "Ruth Frasur" <<a href="mailto:director@hagerstownlibrary.org" target="_blank">director@hagerstownlibrary.org</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><p class="MsoNormal"></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><u></u><u></u></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><u></u><u></u></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><u></u><u></u></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 href="tel:%28765%29%20489-5632" value="+17654895632" target="_blank">(765) 489-5632</a>; f <a 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 href="http://hagerstownlibrary.org" target="_blank">Our Kickin' Website</a>, <a href="http://facebook.com/hjtplibrary" target="_blank">Our Rockin' Facebook Page</a>, and <a href="http://nettlecreekplayers.com" target="_blank">The Nettle Creek Players</a></b><br></div></div></div></div></div></div></div></div></div></div>
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<br></blockquote></div><br><br clear="all"><div><br></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:12.8000001907349px">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 href="tel:%28765%29%20489-5632" value="+17654895632" target="_blank">(765) 489-5632</a>; f <a href="tel:%28765%29%20489-5808" value="+17654895808" target="_blank">(765) 489-5808</a></span><br style="font-size:12.8000001907349px"><br style="font-size:12.8000001907349px"><b><a href="http://hagerstownlibrary.org" target="_blank">Our Kickin' Website</a>, <a href="http://facebook.com/hjtplibrary" target="_blank">Our Rockin' Facebook Page</a>, and <a href="http://nettlecreekplayers.com" target="_blank">The Nettle Creek Players</a></b><br></div></div></div></div></div></div></div></div></div></div>
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<br></blockquote></div><br><br clear="all"><div><br></div>-- <br></div></div><span><div><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">
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<br></blockquote></div><br><br clear="all"><div><br></div>-- <br><div class="gmail_signature"><div dir="ltr"><div><div dir="ltr">--------------------------------------------------------------<div>Rogan R. Hamby, Data and Project Analyst</div><div>Equinox - Open Your Library</div><div><a href="mailto:rogan@esilibrary.com" target="_blank">rogan@esilibrary.com</a></div><div>1-877-OPEN-ILS | <a href="http://www.esilibrary.com" target="_blank">www.esilibrary.com</a></div><div><br></div></div></div></div></div>
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