14:00:30 <annagoben> #startmeeting EOB/Evergreen Project Board meeting for 2020-03-19, agenda:https://wiki.evergreen-ils.org/doku.php?id=governance:minutes:2020-03-19
14:00:30 <pinesol> Meeting started Thu Mar 19 14:00:30 2020 US/Eastern.  The chair is annagoben. Information about MeetBot at http://wiki.debian.org/MeetBot.
14:00:30 <pinesol> Useful Commands: #action #agreed #help #info #idea #link #topic #startvote.
14:00:30 <pinesol> The meeting name has been set to 'eob_evergreen_project_board_meeting_for_2020_03_19__agenda_https___wiki_evergreen_ils_org_doku_php_id_governance_minutes_2020_03_19'
14:00:40 <annagoben> #topic Roll Call
14:00:40 <annagoben> Use the #info command to provide name and affiliation
14:00:48 <annagoben> #info agoben = Anna Goben, Evergreen Indiana
14:01:03 <tlittle> #info tlittle = Tiffany Little, PINES
14:01:07 <nfBurton> #info cburton = Chris Burton, Niagara Falls Public Library
14:01:08 <rhamby> #info rhamby = Rogan Hamby, Equinox
14:01:14 <annagoben> #info annagoben = Anna Goben, Evergreen Indiana
14:01:17 <JBoyer> #info JBoyer = Jason Boyer, EOLI
14:02:01 <annagoben> Waiting on a quorum...
14:02:07 * rfrasur is lurking for informational purposes only.
14:02:20 <gmcharlt> #info gmcharlt = Galen Charlton, EOLI
14:02:31 <terranm> #info terranm = Terran McCanna, PINES
14:02:35 <rhamby> rfrasur - you can still declare yourself attneding as a lurker :)
14:03:08 <rfrasur> oh, okay
14:03:20 <nfBurton> #info nfburton = Chris Burton, Niagara Falls Public Library
14:03:28 <rfrasur> #info rfrasur = Ruth Frasur, Evergreen Indiana, ECDI, lurker
14:03:29 <annagoben> Well, it's a minimum, but given how busy we all are, I'll move on.
14:03:36 <annagoben> #topic Approval of Minutes
14:03:43 <annagoben> #info Minutes from 2020-01-16 meeting: https://evergreen-ils.org/meetings/evergreen/2020/evergreen.2020-02-20-14.00.html
14:03:43 <annagoben> Corrections, updates, suggestions?
14:04:19 <tlittle> None here
14:04:21 <annagoben> #startvote Accept minutes from 2020-02-20? yes, no
14:04:21 <pinesol> Begin voting on: Accept minutes from 2020-02-20? Valid vote options are yes, no.
14:04:21 <pinesol> Vote using '#vote OPTION'. Only your last vote counts.
14:04:27 <gmcharlt> #vote yes
14:04:29 <annagoben> #vote yes
14:04:30 <nfBurton> #vote yes
14:04:31 <tlittle> #vote yes
14:04:35 <JBoyer> #vote yes
14:04:48 <annagoben> #endvote
14:04:48 <pinesol> Voted on "Accept minutes from 2020-02-20?" Results are
14:04:48 <pinesol> yes (5): annagoben, JBoyer, gmcharlt, nfBurton, tlittle
14:04:54 <annagoben> #topic Chair Report
14:05:08 <annagoben> Nothing specific to report here.  Bits and pieces later in the meeting.
14:05:14 <annagoben> #topic Treasurer's Financial Report
14:06:01 <gmcharlt> #info As is known, we were able to cancel the venue contract and the AV contract for the 2020 conference without financial penalty
14:06:46 <gmcharlt> #info Preliminary information is that we'll owe about $800 to the Georgia University System Board of Regents for expenses incurred while the conference was been organized
14:07:04 <gmcharlt> they will invoice us, though it may be some time before they prepare it
14:07:27 <gmcharlt> so, we were very fortunate in terms of dodging a financial bullet
14:07:45 <annagoben> Amazingly so.
14:08:06 <gmcharlt> and I want to acknowledge both the efforts of the organizing committees and those at TEP/EOB, BOR, and MOBIUS who worked together to make a necessary decision quickly and effectively
14:08:25 <gmcharlt> we were lucky that the hotel was willing to allow the cancellation right away
14:08:55 <gmcharlt> but I also think that we collectively put together a very strong argument in case the hotel had not been so willing
14:09:14 * csharp appears late
14:09:16 <gmcharlt> #info A draft of the grant report due to SFC is availabe for review here: https://docs.google.com/document/d/1NEJaLNGFNzZPjVFVD2OOOhfAjP41ALVnSBGN6rVQssI/edit
14:09:17 <csharp> sorry :-9
14:09:30 <gmcharlt> and, pending comment, propose to send it next week
14:09:42 <gmcharlt> #info We've received the 1099 from the SFC for the grant
14:09:43 <annagoben> Deadline for comments?
14:10:06 <gmcharlt> let's say EOB on Monday, 3/23
14:10:13 <annagoben> ++
14:10:14 <csharp> 1+
14:10:18 <csharp> +1, even
14:11:10 <gmcharlt> #info I've been working with annagoben on getting revised numbers put together for our 1023 filing. I got derailed by a couple things and am waiting an answer from MOBIUS on a piece of it, but hope to have that wrapped up early next week
14:12:51 <gmcharlt> I think the main financial uncertainty at this point would be around the 2021 conference
14:13:19 <gmcharlt> (a) whether there is reason to believe that we can expect lingering effects from the pandemic for event organizers
14:13:53 <gmcharlt> and (b) verifying the numbers in light of the fact that even if we were to hold an online version of the 2020 conference, we won't likely get much revenue from such a thing
14:14:17 <gmcharlt> so, that's it for me
14:14:37 <annagoben> Thanks!  gmcharlt++
14:14:47 <annagoben> #topic SFC Updates
14:14:53 <annagoben> We'll be chatting about the trademark later.  Anything else to address at this point?
14:15:51 <annagoben> #topic Release Manager Update
14:16:12 <annagoben> I know this is supposed to be Bug Squash week, any updates there either?
14:17:13 <csharp> 3.5-beta is out and needs to be tested anywhere people can
14:17:48 <annagoben> ++  Hopefully some of the downtime with libraries being closed will help with that.
14:17:53 <annagoben> #topic 2020 Conference Committee
14:17:58 <csharp> not much movement on bug squashing since everyone is focused on transitions from open to closed/kinda closed
14:17:58 <annagoben> #info The 2020 conference was cancelled with minimal fiscal fallout in the way of liabilities.
14:17:59 <annagoben> I'd like to thank the planning committee at PINES, the standing committee. MOBIUS, and the rest of the board for their swift and careful response to the effects of the pandemic on the conference planning.  I am disappointed that we won't be able to hold a conference this year, but am proud that we have been able to address the situation for our base.
14:18:41 <annagoben> I know the community has been thoroughly notified.  Does the committee have any further follow-ups for us at this point?
14:19:13 <terranm> The BOR expects to have refunds issued within 45 days (if no further restrictions go into effect)
14:19:18 <csharp> (<-- not on the committee, but) there is whispering of trying to organize something virtual maybe after things hopefully calm down?
14:19:47 <terranm> Possibly - I'm not in a state to think about it clearly right now
14:19:57 <csharp> no one is!
14:20:22 <annagoben> I like the idea of a virtual conference in a few months once things calm down a bit.  We might actually be able to realize a slightly higher profit margin depending on rates charged.
14:20:24 <rfrasur> terranm++
14:20:34 <csharp> terranm++
14:20:38 <annagoben> terranm++
14:20:52 * csharp knows how hard terranm and tlittle and others on our end worked on this
14:21:04 <JBoyer> terranm++
14:21:08 <annagoben> I can only imagine, but it's very, very much appreciated.
14:21:11 <gmcharlt> terranm++
14:21:29 <tlittle> terranm++ all the way!
14:21:54 <terranm> I still feel bad about it, but thank you!
14:21:56 <nfBurton> terranm++
14:22:00 <abneiman> from the peanut gallery, I'm happy to assist with organizing a virtual conference when it's time for that
14:22:08 <terranm> abneiman++
14:22:14 <tlittle> abneiman++
14:22:15 <rfrasur> same
14:22:27 <abneiman> mostly because I want it to happen :)
14:22:52 <terranm> PINES should be able to offer up Zoom and Google services.
14:22:54 <annagoben> I'm sure there will be lots of support throughout the community!
14:23:19 <annagoben> Let us know when you're ready to start discussing plans!
14:24:03 <annagoben> #topic 2021 Conference Committee
14:24:09 <annagoben> #info No updates.
14:24:30 <annagoben> As gmcharlt noted, we'll have to keep an eye on conditions.
14:24:39 <annagoben> But we'll hope for the best in the meantime.
14:24:50 <annagoben> Anyone else have anything on the 2021 conference?
14:24:58 <terranm> Yes, we should all know more a month from now.
14:25:02 <tlittle> I have a question
14:25:07 <annagoben> ?
14:25:45 <tlittle> And it may be too far in the future to think about, but we were in a sticky situation because the insurance that MOBIUS got for the conference didn't include "pandemic coverage." I think I saw Donna/Debbie was looking into that for 2021--do we know if that's the case?
14:26:08 <annagoben> I have not heard a follow-up on that as yet.
14:26:15 <annagoben> gmcharlt, you?
14:26:23 <gmcharlt> not yet
14:26:34 <annagoben> It's definitely on the list though
14:26:35 <terranm> It's definitely a good idea knowing what we know now.
14:26:48 <gmcharlt> I'd certainly be in favor of getting such a rider, of course, though I wonder if they're available at any price at the moment:/
14:26:51 <annagoben> Depends on what that clause costs too.
14:27:03 <tlittle> Okay. Obviously that's a bit in the future, but I think we're in uncharted territory now so I wanted to make sure that it was on the radar
14:27:09 <tlittle> Definitely
14:27:33 <annagoben> Ok, moving along.
14:27:36 <annagoben> #topic Outreach Committee
14:27:45 <annagoben> #info Emailed report here: http://list.evergreen-ils.org/pipermail/board/2020-March/000125.html
14:27:59 <rhamby> I'm available for quesitons but I think it's self explanatory at this point in time.
14:28:25 <annagoben> rhamby++
14:28:26 <rhamby> questions even :)
14:28:44 <annagoben> I'm sure we'll have great need of the committee if we're able to move forward with the virtual event!
14:28:51 <rhamby> We don't want to pass on doing something at ALA but obviously the situation is ... fluid.
14:29:07 <rhamby> Yes, and we're perfectly glad to help organize it.
14:29:14 <terranm> rhamby++
14:29:49 <annagoben> Thanks!
14:29:51 <annagoben> #topic Unfinished Business: NPF Status - 1023 - Submission status
14:29:57 <annagoben> #info Submission has been held up by new form requirements and some fiscal clarifications.
14:30:27 <annagoben> We're getting close again.  Very bummed that we missed the previous form window, but still hope to have it in this month
14:30:45 <annagoben> Just waiting on info from MOBIUS at this point.
14:31:11 <annagoben> Any questions?
14:32:15 <annagoben> #topic Unfinished Business: 2020 Election
14:32:27 <annagoben> jvwoolf?
14:33:01 <jvwoolf> Election is proceeding nicely with Opavote.
14:33:29 <annagoben> Great! jvwoolf++
14:33:30 <jvwoolf> Will send out a reminder to the few registered voters who haven't voted yet later today
14:34:10 <annagoben> How many registered?
14:34:16 <jvwoolf> 61
14:34:18 <annagoben> ++
14:34:33 <annagoben> #topic New Business: Trademark renewal
14:34:42 <annagoben> #info SFC has inquired about whether or not to renew the trademark on our behalf.
14:34:53 <annagoben> I'm in favor of that since the 1023 has been delayed.  Any discussion?
14:35:06 <gmcharlt> I'm in favor as well
14:35:06 <csharp> +1 to renewing with them
14:35:09 <tlittle> I agree
14:35:13 <jvwoolf> +1
14:35:14 <JBoyer> Seems reasonable to me
14:35:52 <nfBurton> agreed
14:35:54 <annagoben> Ok, will respond requesting they move forward then.
14:36:24 <annagoben> #topic Next meeting
14:36:31 <annagoben> #info Our next meeting will be on April 16, 2020.
14:36:41 <annagoben> Any other announcements before I close the meeting?
14:36:55 <csharp> may I suggest we do that over some sort of teleconferencing medium?
14:37:09 <csharp> since we're missing the f2f conference meeting?
14:37:33 <csharp> allows for the handoff to the newer members to go more smoothly IMO
14:37:43 <annagoben> I'm happy with that.  I can offer up Microsoft or Zoom teleconference options.
14:38:15 <tlittle> I think that's a good idea. We (PINES) have Zoom and Google to offer, whatever is best.
14:38:20 <gmcharlt> +1
14:38:28 <gmcharlt> and EOLI can offer GoToMeeting
14:38:36 <csharp> options++
14:38:42 <gmcharlt> so I think we've covered jsut about every major videoconference provider :)
14:38:45 <annagoben> LOL, I think we have all the teleconference options there
14:38:55 <tlittle> :D
14:39:00 <csharp> whatever we use needs to be able to record the session into a file we can upload to the EG site if possible
14:39:26 <annagoben> We'll hash it out on list then which service to use.  I think they all offer a recording option, which is helpful.
14:39:34 <csharp> cool
14:39:51 <annagoben> Alright...
14:39:53 <annagoben> #endmeeting