13:00:47 <tspindler> #startmeeting 2018-01-19 - Evergreen Oversight Board Meeting 13:00:47 <pinesol_green> Meeting started Fri Jan 19 13:00:47 2018 US/Eastern. The chair is tspindler. Information about MeetBot at http://wiki.debian.org/MeetBot. 13:00:47 <pinesol_green> Useful Commands: #action #agreed #help #info #idea #link #topic #startvote. 13:00:47 <pinesol_green> The meeting name has been set to '2018_01_19___evergreen_oversight_board_meeting' 13:01:04 <tspindler> #topic roll call 13:01:11 <tspindler> Use the #info command stating name and affiliation 13:01:23 <rgagnon> #info rgagnon is Ron Gagnon, NOBLE 13:01:24 <tspindler> #info tspindler is Tim Spindler, C/W MARS 13:01:26 <hbrennan> #info hbrennan is Holly Brennan, Homer Public Library, Alaska 13:01:38 <collum> #info collum is Garry Collum, Kenton County Public Library 13:01:45 <terran> #info terran is Terran McCanna, PINES 13:01:51 <miker> #info miker == Mike Rylander, EOLI 13:02:07 <tspindler> i think that is everyone who is on today 13:02:21 <tspindler> #info Agenda 13:02:22 <tspindler> #link https://wiki.evergreen-ils.org/doku.php?id=governance:minutes:2018-01-19 13:02:34 <tspindler> #info minutes of December 21, 2017 13:02:34 <tspindler> #link http://evergreen-ils.org/meetings/evergreen/2017/evergreen.2017-12-21-14.02.html 13:02:48 <tspindler> Is there anything to change from last months minutes? 13:03:34 <tspindler> Can I have a motion to approve the minutes? 13:03:49 <rgagnon> Move to accept December 2017 minutes 13:03:55 <tspindler> second? 13:04:01 <miker> seconded 13:04:22 <tspindler> #info rgagnon motioned to accept December 2017 minutes and seconded by miker 13:04:30 <tspindler> #startvote Accept minutes of 12-21-17? Yes, No, Abstain 13:04:30 <pinesol_green> Begin voting on: Accept minutes of 12-21-17? Valid vote options are Yes, No, Abstain. 13:04:30 <pinesol_green> Vote using '#vote OPTION'. Only your last vote counts. 13:04:36 <rgagnon> #vote Yes 13:04:37 <terran> #vote Yes 13:04:39 <tspindler> #vote Yes 13:04:45 <collum> #vote yes 13:05:06 <hbrennan> #vote Yes 13:05:23 <tspindler> #endvote 13:05:23 <pinesol_green> Voted on "Accept minutes of 12-21-17?" Results are 13:05:23 <pinesol_green> Yes (5): tspindler, rgagnon, hbrennan, collum, terran 13:05:27 <miker> #vote yees 13:05:29 <miker> er 13:05:45 <tspindler> #topic Report of the Chair 13:06:01 <tspindler> I don't have anything new to report. I'll leave the SFC stuff for later in the agenda. 13:06:15 <tspindler> #topic Financial report 13:06:15 <tspindler> #link https://wiki.evergreen-ils.org/doku.php?id=governance:financials:update_2018_01_18 13:06:26 <tspindler> gmcharlt posted this earlier 13:06:48 <tspindler> Any question or comments? 13:07:15 <tspindler> #topic SFC Updates 13:07:28 <tspindler> Amy sent a report I'll past it in. 13:07:36 <tspindler> #info On January 2nd, we received word from Tony Sebro, SFC legal counsel and conference liaison, that he would be leaving in another two weeks to begin work at Wikimedia. Before he left, I was able to talk with him and Karen Sandler about conference matters. The notes from that call can be made available to the Board if interested. Karen Sandler will be our conference liaison for now while they look for a replacement for 13:07:36 <tspindler> 've used Karen a few times already and she has been very helpful and responsive. 13:07:59 <tspindler> Any discussion? 13:08:52 <tspindler> #topic Release Manager (Dan Wells) 13:08:53 <tspindler> #link http://list.evergreen-ils.org/pipermail/eg-oversight-board/2018-January/001953.html 13:09:09 <tspindler> dbwells indicated he can't attend but he posted the above link with an update 13:09:18 <rfrasur> #info rfrasur is Ruth Frasur, Hagerstown Public Library, Evergreen Indiana 13:09:45 <tspindler> Discussion? 13:10:07 <hbrennan> rfrasur: Hi! Glad you could make it 13:10:28 <rfrasur> hbrennan, hey! I'm in another meeting, so juggling a little. 13:11:38 <tspindler> welcome rfrasur, haven't missed much yet, although we assigned you all the work for 2018 13:12:00 <rfrasur> I apologize in advance for the quality of that work. 13:12:18 <tspindler> #topic SFC Membership Review 13:13:02 <tspindler> Did everyone have a chance to review the options proposed by MOBIUS for transfering assets and the relations to them? 13:13:28 <tspindler> Ultimate, they are waiting for a decision from the EOB for the next step. 13:13:49 <hbrennan> Yes and I agree with the majority decision I believe (fumbling for the option numbers...) 13:14:02 <hbrennan> #1! 13:14:31 <tspindler> #info Option 1 -- (1) Form a non-profit entity for Evergreen and apply for tax exemptions; (2) SFC assigns the trademark and transfers any and all assets its holds for Evergreen Project (including the deposit account) to the new entity; (3) SFC transfers the 13:14:31 <tspindler> to an account held in the name of Evergreen entity; and (4) The new entity and MOBIUS enter into a contract for MOBIUS to perform certain management services. 13:14:40 <tspindler> That didn't paste well. 13:15:26 <rgagnon> Yes, #1 looks like the way to go, with the understanding that everything can't be transferred immedately to Evergreeen until we get 501(c)(3) status. MOBIUS will have to hold in the meantime. 13:15:55 <hbrennan> As long as that doesn't stop us from doing things in the limbo process 13:16:02 <terran> Agreed. 13:16:09 <collum> Also agreed. 13:16:19 <miker> hbrennan: what things were you thinking of? 13:16:37 <tspindler> I think we can work with MOBIUS on this. Donna Bacon has indicated this. 13:16:43 <hbrennan> Primarily the ability to disburse/collect funds 13:16:43 <miker> (and, it doesn't barring something in the contract between EOB and MOBIUS, of course) 13:17:43 <rfrasur> To clarify, MOBIUS is a 501(c)3? 13:17:55 <terran> Does anyone have a feeling on how long it will take to form the non-profit? Is it feasible to get it done by the time we need to sign the contract for next year's venue? 13:17:57 <tspindler> rfrasur: yes 13:18:07 <tspindler> terran: 6-12 months 13:18:18 <tspindler> erring on the longer side 13:19:37 <tspindler> There are a couple of questions: if the EOB doesn't get non-profit status until say March 2019. Will the SFC hold onto assets or will the transfer the assets understanding we have started the process? 13:19:43 <rfrasur> I'm for #1 as well. It seems that that was the only workable one anyway. 13:20:22 <tspindler> Or, do we transfer everyhting to MOBIUS and then MOBIUS has to transfer things to the final Evergreen non-profit. 13:20:32 <rfrasur> Can we already transfer them to MOBIUS, into a holding fund, because of their 501(c)3 status? 13:20:40 <tspindler> Yes 13:21:22 <tspindler> Donna Bacon indicated they would keep all account separate so no funds would ever be mingled with MOBIUS funds 13:21:40 <terran> That sounds like a good solution. 13:22:08 <hbrennan> With the staff turnover at SFC, it would be nice to just get out of there 13:22:16 <tspindler> I think the biggest issue may be if a hotel contract has to be signed in June for the 2019 conference, who signs it. 13:23:35 <tspindler> I can negotiate and hammer out these details with MOBIUS if the board wants to move forward with option 1 13:24:01 <hbrennan> Yes 13:24:04 <terran> Do we need to vote? 13:24:07 <tspindler> I would share any agreement details with the board of course 13:24:12 <rgagnon> I move that we proceed with Option #1 13:24:16 <tspindler> yes i think we need a vote 13:24:16 <terran> Second 13:24:44 <tspindler> #info rgagnon moved to accept option 1 as proposed by MOBIUS and seconded by terran 13:25:34 <tspindler> #startvote The EOB will proceed with Option 1 to create an Evergreen non-profit contracting with MOBIUS for services? Yes, No, Abstain 13:25:34 <pinesol_green> Begin voting on: The EOB will proceed with Option 1 to create an Evergreen non-profit contracting with MOBIUS for services? Valid vote options are Yes, No, Abstain. 13:25:34 <pinesol_green> Vote using '#vote OPTION'. Only your last vote counts. 13:25:42 <terran> #vote Yes 13:25:43 <rfrasur> #vote yes 13:25:43 <tspindler> #vote Yes 13:25:44 <collum> #vote Yes 13:25:47 <rgagnon> #vote Yes 13:25:59 <miker> #vote yes 13:26:08 <tspindler> #endvote 13:26:08 <pinesol_green> Voted on "The EOB will proceed with Option 1 to create an Evergreen non-profit contracting with MOBIUS for services?" Results are 13:26:08 <pinesol_green> Yes (6): rfrasur, tspindler, miker, rgagnon, collum, terran 13:26:08 <hbrennan> #vote yes 13:26:11 <rfrasur> Yay!!! 13:26:25 <tspindler> sorry hbreenan, i thought i caught everyone 13:26:36 <hbrennan> I was fast enough! 13:26:45 <hbrennan> Sorry, it's morning here 13:26:47 <hbrennan> :) 13:26:53 <tspindler> #topic 2018 Conference Committee Report 13:27:05 <tspindler> Here is Amy's report. 13:27:07 <tspindler> #info We have received a few more sponsorships (EBSCO, Sitka, Bibliomation), but we have still not reached our goal. I have been calling vendors and will continue to call. Debbie Luchenbill's Programs Committee met earlier this week. We should have the program schedule posted soon, if not by the end of today, then sometime next week. The keynote speaker has been secured. 13:27:48 <hbrennan> I am eager to see the schedule 13:27:56 <tspindler> Debbie did secure their first choice for keynote. I don't know who it is. They told me at one point but I can't remember. 13:28:27 <tspindler> Any discussion? 13:29:14 <tspindler> Hopefully, they can pull in some more sponsors. 13:29:49 <terran> Yes, we got a few new sponsors this year, but some of the previous sponsors haven't been returning our calls. 13:30:05 <tspindler> #topic Outreach Committee (Kathy Lussier) 13:30:54 <tspindler> I don't know if kmlussier is around to report anything. 13:30:57 <kmlussier> I'm here 13:31:05 <kmlussier> Just quiet, for a change. :) 13:31:14 <kmlussier> #info The outreach committee has been busy pulling together the 2017 annual report. I just put out a reminder for Evergreen sites to fill out the annual survey. 13:31:26 <kmlussier> #link https://goo.gl/forms/1kuRHlWScS85sYwY2 13:31:36 <kmlussier> We'll also soon begin contacting individual consortia / libraries that have not yet filled out the survey. 13:31:45 <kmlussier> If anyone would like to help with that process, please let me know. 13:31:56 <kmlussier> #info Once again, we are planning an Evergreen session at ALA MidWinter 13:32:03 <kmlussier> #link https://www.eventscribe.com/2018/ALA-Midwinter/fsPopup.asp?Mode=presInfo&PresentationID=333551 13:32:10 <kmlussier> We'll be sending out press releases and promoting the program starting next week. 13:32:20 <hbrennan> I just emailed my Spotlight Library report to Ruth :) 13:32:30 <kmlussier> hbrennan++ 13:32:34 <kmlussier> Finally... 13:32:40 <kmlussier> #info As I reported to the oversight-board list, we received first drafts of potential logos to refresh our current logo. 13:32:47 <kmlussier> #link http://list.evergreen-ils.org/pipermail/eg-oversight-board/2018-January/001946.html 13:32:55 <kmlussier> I don't think this decision solely belongs to the Outreach Committee, and I would be interested in hearing if anyone has a different opinion. But I would say we didn't see anything that grabbed our attention enough to warrant switching logos. 13:33:09 <kmlussier> That's all I have for my report. 13:33:23 <tspindler> kmlussier++ 13:33:25 <collum> kmlussier++ 13:33:32 <miker> kmlussier: thanks, and that seems to be the broader consensus, re the logos delivered 13:33:33 <terran> Did the outreach committee discuss instead of replacing the logo, adding a secondary one that could be used in a square-ish format? 13:33:38 <rgagnon> kmlussier++ 13:33:44 <terran> kmlussier++ 13:34:21 <hbrennan> I didn't see anything WOW, WE NEED THAT, but I was impressed by the quantity and can tell the logo designer has skill 13:34:22 <kmlussier> terran: You know, I think we were mostly talking about replacing the logo. But, since most of the first drafts were squarish, that's a possibility. 13:34:48 <kmlussier> hbrennan: Yes, I think that was the general feeling on the committee. 13:35:04 <rfrasur> terran, I think if that's all we want to do, some of those options are good. If it's a redo of the logo, not so much. 13:35:19 <terran> I wouldn't say there is a *need* for a square alternative, but it would be nice sometimes to have the option. 13:35:37 <terran> I agree that none are strong enough for a replacement. 13:35:41 <hbrennan> I think if a refresh is done, it should be a pair. Headline style and square 13:36:00 <kmlussier> We've mostly been using the leaf design, with some background color, as the squarish logo. But it's never been official. 13:36:47 <tspindler> I also agree that none seem strong enough to warrant a change 13:37:49 <tspindler> Any other questions for kmlussier? 13:38:06 <kmlussier> Does anyone want us to go forward with it as a squarish logo option without replacing the main logo? 13:38:28 <tspindler> I don't see a need myself 13:38:53 <terran> I'd like to, but my heart's not set on it. 13:39:20 <hbrennan> I agree with terran 13:41:03 <tspindler> When you say the square one, are you talking the standard frond with a square around it? 13:41:08 <kmlussier> Well, we could always do a survey with a selection of the draft logos alongside what we're currently using for the squarish option and see if the community gets behind one of the new ones. 13:41:45 <terran> There was one of the ones that had a circle that I liked - I think a survey might be nice to gauge further interest 13:41:55 <kmlussier> tspindler: Yes, that's typically what we use now when we need a square one. We also use that as a small round one. 13:42:08 <hbrennan> I could definitely pick some out of the bunch to be voted on 13:42:41 <kmlussier> OK, then, I think we could probably use the outreach list to come up with a shortlist and go from there. 13:42:44 <tspindler> I think presenting a few options and surveying might be a good way to move forward 13:42:57 <terran> Agreed 13:43:15 <tspindler> kmlussier: would you like a vote on this? 13:43:32 <kmlussier> tspindler: I don't think a vote's necessary at this point. 13:44:12 <kmlussier> Thanks all for your thoughts on the matter! 13:44:16 <tspindler> #action kmluss 13:44:51 <tspindler> #action outreach committee will survey the community with a few options to see which are preferred 13:45:25 <tspindler> I don't think we have any old business so I will skip to new 13:45:39 <tspindler> ##topic New Business 13:45:44 <tspindler> #topic New Business 13:46:02 <tspindler> I don't have any new business my self but does anyone have anything to bring up? 13:46:48 <tspindler> #info Next meeting will be in IRC on 2/15/18 2PM EST 13:46:57 <tspindler> Do we havea motion to adjourn? 13:47:14 <rgagnon> So moved. 13:47:19 <collum> second 13:47:35 <tspindler> #info rgagnon moved to adjourn with a second from collum 13:47:39 <tspindler> #endmeeting