14:00:10 <agoben> #startmeeting EOB/Evergreen Project Board meeting for 2020-06-18, agenda:https://wiki.evergreen-ils.org/doku.php?id=governance:minutes:2020-06-18
14:00:10 <pinesol> Meeting started Thu Jun 18 14:00:10 2020 US/Eastern.  The chair is agoben. Information about MeetBot at http://wiki.debian.org/MeetBot.
14:00:10 <pinesol> Useful Commands: #action #agreed #help #info #idea #link #topic #startvote.
14:00:10 <pinesol> The meeting name has been set to 'eob_evergreen_project_board_meeting_for_2020_06_18__agenda_https___wiki_evergreen_ils_org_doku_php_id_governance_minutes_2020_06_18'
14:00:17 <agoben> #topic Roll Call
14:00:25 <agoben> Use the #info command to provide name and affiliation
14:00:34 <agoben> #info agoben = Anna Goben, Evergreen Indiana
14:00:41 <dluch> #info dluch is Debbie Luchenbill, MOBIUS
14:00:43 <tlittle> #info tlittle = Tiffany Little, PINES
14:00:46 <JBoyer> #info JBoyer = Jason Boyer, EOLI
14:02:24 <gmcharlt> #info gmcharlt = Galen Charlton, EOLI
14:02:29 <jvwoolf> #info jvwoolf is Jessica Woolford, Bibliomation
14:02:34 <rfrasur> #info rfrasur = Ruth Frasur, Evergreen Indiana/ECDI
14:03:09 <agoben> Anyone know Jeanette Lundgren's handle?
14:03:39 <nfBurton> #info nfBurton = Chris Burton, NFPL
14:04:13 <agoben> I don't see either Jeanette or COwens, so going to move on.
14:04:29 <agoben> #topic Approval of Minutes
14:04:36 <agoben> #info Minutes from 2019-07-18 meeting: http://evergreen-ils.org/meetings/evergreen/2019/evergreen.2019-08-15-14.00.html
14:04:36 <agoben> Corrections, updates, suggestions?
14:04:40 <jlundgren> #info jlungren
14:05:02 <agoben> Sorry, wrong link.
14:05:08 <agoben> #info Minutes from 2020-05-21 meeting: http://evergreen-ils.org/meetings/evergreen/2020/evergreen.2020-05-21-14.00.html
14:05:08 <Cowens> #info Cowens = Chris Owens, BPL/COOL
14:05:17 <agoben> yay!  We're all here!
14:05:32 <JBoyer> No changes from me
14:05:39 <tlittle> None here.
14:06:05 <agoben> #startvote Accept minutes from 2020-05-21? yes, no
14:06:05 <pinesol> Begin voting on: Accept minutes from 2020-05-21? Valid vote options are yes, no.
14:06:05 <pinesol> Vote using '#vote OPTION'. Only your last vote counts.
14:06:10 <agoben> #vote yes
14:06:14 <jvwoolf> #vote yes
14:06:15 <tlittle> #vote yes
14:06:15 <dluch> #vote yes
14:06:16 <jlundgren> #vote yes
14:06:20 <JBoyer> #vote yes
14:06:49 <gmcharlt> #vote yes
14:07:18 <jlundgren> #info jlundgren = Jeanette Lundgren, CW MARS
14:07:22 <nfBurton> #vote yes
14:07:57 <agoben> #endvote
14:07:57 <pinesol> Voted on "Accept minutes from 2020-05-21?" Results are
14:07:57 <pinesol> yes (8): nfBurton, JBoyer, jvwoolf, agoben, tlittle, jlundgren, gmcharlt, dluch
14:08:05 <agoben> #topic Chair Report
14:08:13 <agoben> #info No updates to report at this point in the meeting
14:08:22 <agoben> #topic Treasurer's Financial Report
14:09:31 <gmcharlt> #info The Georgia BOR has presented an invoice in the amount of $1,071.70 for services for the canceled 2020 conference
14:10:05 <gmcharlt> This was both a bit higher than expected, which is not necessarily a surprise, but it wasn't fully itemized. I've asked for an itemized invoice and am waiting to hear back
14:11:39 <gmcharlt> #info The hotel for the 2021 conference got around to presenting MOBIUS with an invoice for the first deposit. It is in the amount of $7,958.57. Current plan is to reimburse MOBIUS from the bank account that they hold for the benefit of TEP. I'm awaiting an invoice from MOBIUS and a copy of the hotel invoice
14:12:35 <gmcharlt> of course, there's a question about dealing with risk in case the event cannot or should not be held in spring 2021, if COVID-19 continues to prevent or discourage large in-person gatherings
14:12:57 <gmcharlt> #info I am working on tax return, will present to board for review and submission before the end of the month
14:13:22 <gmcharlt> #info The 2020 online conference was pulled off without any cash expenditure on the part of TEP
14:14:43 <gmcharlt> my thanks to MOBIUS, NC Cardinal, Evergreen Indiana, Bibliomation and Equnox for sponsoring Zoom and captioning services
14:14:51 <gmcharlt> that's it unless there are questions
14:14:57 <agoben> Thank you!
14:15:01 <JBoyer> gmcharlt++
14:15:04 <agoben> gmcharlt++
14:15:07 <tlittle> gmcharlt++
14:15:07 <jvwoolf> gmchart++
14:15:08 <dluch> gmcharlt++
14:15:25 <agoben> #topic SFC Updates report
14:15:26 <agoben> I have no updates at this time. Anyone else?
14:16:24 <gmcharlt> none from me
14:16:31 <agoben> Hearing none...
14:16:37 <agoben> #topic Release Manager report
14:16:46 <agoben> Anyone have updates on the 3.5 release?
14:17:12 <agoben> I know announcements went out this week on the listservs, but anything we should know in committee?
14:17:49 <gmcharlt> unless berick or csharp want to jump in, I think we can expect 3.5.0 shortly, and I've started a discussion about planning 3.6
14:18:15 <agoben> ++
14:18:34 <agoben> Ok, moving on then.
14:18:38 <agoben> #topic 2020 Online Conference Committee report
14:18:43 <rhamby> Outreach update: The online conference is over and was unqualified success with events well attended and no technical issues.  Informal feedback so far as been extremely positive.  We are taking a bit of a breather but stats will be coming in the following weeks after we shut off feedback and do a post-conference review of how things went.  2/3 of the videos are currently on Youtube.  Videos are in a playlist called 2020 Conference.  URL: www.youtube
14:18:43 <rhamby> .com/c/EvergreenLibrarySystem.  My thanks to everyone involved both as individuals and organizations that pitched in.  It was a great community effort.
14:19:23 <JBoyer> rhamby++
14:19:26 <tlittle> rhamby++
14:19:29 <jvwoolf> rhamby++
14:19:30 <dluch> rhamby++
14:19:30 <agoben> rhamby++
14:19:33 <jlundgren> rhamby++
14:19:34 <gmcharlt> rhamby++
14:19:35 <Cowens> rhamby++
14:19:55 <rhamby> that's all I have but answer any questions I can if there are any.
14:20:15 <JBoyer> While feedback is still coming in, is there anything that stands out in particular?
14:20:28 <rhamby> and good karma needs to go to everyone on outreach and everyone at Mobius, NC Cardinal, Equinox, Bibliomation and Indiana that also pitched in.
14:20:49 <tlittle> I was just going to say the same--I thought the Outreach committee and those on the conf committee did an amazing job
14:20:50 <rhamby> JBoyer: not really, we had some minor negative feedback that topix X wasn't covered but we can't cover everything
14:21:13 <rhamby> when we pull stats we will also look at the video views as part of it
14:21:27 <rhamby> at this point, Chris's reporting session and the asciidoc sessiosn are very popular
14:21:37 <rhamby> but all of them had healthy attendance and viewings
14:21:49 <gmcharlt> another aspect of note: there was _very_ little feedback from folks who had technical difficulties
14:22:10 <dluch> Yay!
14:22:23 <gmcharlt> so once Zoom comes out with a wristwatch version, I do believe we'll be officially living in the future, folks
14:22:23 <JBoyer> Good to (not?) hear.
14:22:25 <rhamby> yes, I was expecting at least one major issue but oddly the same circumstances that prompted this seem to have created an audience of very zoom comfortable folks
14:22:43 <rfrasur> lol, wristwatch version
14:22:58 <dluch> lol
14:23:12 <agoben> Excellent work all around.
14:23:26 <jvwoolf> Indeed!
14:23:28 <rhamby> I think it went well and while some of the presentations might have been designed with audiences in mind presenters did a great job of adapting them
14:23:35 <agoben> Any more questions/comments for rhamby and the online conference committee?
14:23:42 <csharp> sorry - missed the 3.5 callout - gmcharlt is correct :-)
14:24:06 <agoben> csharp++
14:24:13 <agoben> Thanks for the confirmation!
14:24:50 <agoben> Ok, up next the 2021 conference
14:24:51 <agoben> #topic 2021 Conference Committee report
14:25:03 <agoben> dluch, any updates other than the invoice?
14:25:23 <dluch> Well, as gmcharlt said, we're about to pay the first deposit.
14:25:59 <dluch> I had also asked about what happens if we're still not able to meet in-person by then
14:27:06 <dluch> That person basically said that anyone wanting to reschedule their conferences right now was considered a cancellation, but if we are under a federal, state, county, or city order of some sort and force majeure came into play, it would be honored
14:27:38 <dluch> So, fairly non-commital, but probably the best we can get right now
14:27:50 <agoben> Agreed
14:28:05 <agoben> I'm sure they're ready to have conferences back in play
14:28:22 <dluch> Yes
14:28:24 <gmcharlt> that will sink us if Kansas City is not under such an order at the time but a significant chunk of the potential attendees are (in the form of employers either forbiding or not paying for travel) :/
14:28:56 <tlittle> I remember at one point there was talk of pandemic insurance--is that possible?
14:29:24 <tlittle> Since that's essentially the same place we were in with the Atlanta conference, and we were biting our nails waiting for an official order
14:29:54 <agoben> I think we've already hit the point where we're on the hook for at least 50% barring such a situation.
14:30:08 <dluch> yep
14:30:28 <agoben> It's unfortunate that we ended up at a loss this year, but it was so much better than it could have been.
14:31:27 <dluch> I'm pretty sure MOBIUS added pandemic insurance to what we have...does that cover us, since MOBIUS signed the contract? (I probably should ask that of Donna, lol)
14:31:57 <agoben> I think we just have to cross our fingers and hope for the best again at this point.  And if you wouldn't mind checking on that, please, dluch, it would be much appreciated.
14:32:01 <gmcharlt> yeah, if MOBIUS did get a rider, it would be good to clarify its exact terms
14:32:15 <agoben> I know the earlier rider didn't cover this year's event.
14:32:23 <dluch> Sure! I'll find out and report back.
14:32:27 <agoben> Thank you!
14:32:32 <agoben> dluch++
14:32:39 <tlittle> dluch++
14:32:40 <dluch> Correct, the rider was purchased too late, we'd just found out about it
14:32:40 <JBoyer> dluch++
14:32:49 <agoben> Anything else on the 2021 conference?
14:32:51 <dluch> *for this year
14:32:58 <dluch> Nope, that's it!
14:33:06 <gmcharlt> I do have one suggestion for the conference committee
14:33:13 <dluch> yes?
14:33:29 <gmcharlt> namely, to start thinking about safety and safety policies soooner rather than later
14:33:48 <gmcharlt> for example, considering being prepared to mandate mask usage?
14:34:10 <dluch> Ah. Yes, that's an excellent idea
14:34:26 <agoben> (I can see now that ALL of the vendors may end up with hand santizer as their swag....)
14:34:26 <gmcharlt> obviously a lot of potential ideas, and a lot that will depending on how the pandemic response goes, but better to have a plan that isn't needed if we all get very lucky
14:34:43 <dluch> Very true
14:34:46 <tlittle> agoben lol
14:34:48 <dluch> agoben: LOL
14:35:14 <JBoyer> Envisionware brought Citrus scent!
14:35:18 <JBoyer> ;)
14:35:19 <gmcharlt> that dang Embry Pratt robot may finally be an example worth emulating
14:35:28 <agoben> lol
14:35:31 <dluch> haha
14:35:59 <agoben> Ok, leaving off then at insurance riders and safety policies, we'll hope for the best and continue planning for all outcomes.  Thanks!
14:36:08 <agoben> #topic Outreach Committee report
14:36:16 <agoben> rhamby, anything else to note?
14:36:38 <rhamby> nope, we focused on the conference this month and expect to get back to regular programming next month
14:36:42 <agoben> ++
14:36:46 <agoben> Just checking!
14:36:53 <agoben> #topic Unfinished Business: 1023 Status
14:37:00 <agoben> #info No word from the IRS. The IRS' website says they're currently working on 1023 applications received in December 2019, so it may be longer than hoped.
14:37:13 <agoben> dluch, were you able to ping Donna?
14:37:15 <gmcharlt> they've had rather a lot to do
14:37:45 <dluch> Yes, I emailed you back--we have not heard/gotten anything, sadly
14:37:48 <agoben> Yes, and the form switchover probably has had an effect as well with a higher than usual submission rate.
14:38:05 <agoben> Thanks for checking.
14:38:40 <agoben> When I found the posted "what we're working on now" section of the IRS' website, I figured that was the case, but hope springs eternal!
14:38:54 <dluch> definitely!
14:39:00 <agoben> #topic New Business
14:39:13 <agoben> I didn't have any new business.  Anyone else?
14:39:58 <tlittle> None here.
14:39:59 <jvwoolf> None from me
14:40:00 <gmcharlt> none from me
14:40:01 <JBoyer> No
14:40:04 <dluch> nope
14:40:09 <agoben> Ok, then.
14:40:11 <agoben> #topic Next meeting
14:40:16 <agoben> #info Our next meeting will be on July 16, 2020, 2pm ET.
14:40:30 <agoben> #endmeeting