====== Evergreen Oversight Board Meeting ======

April 21, 2016, 12:30 p.m.
Raleigh, North Carolina

**Attendees**

  * Grace Dunbar, Chair
  * Yamil Suarez, Vice-Chair
  * Chris Sharp, Secretary
  * Ruth Frasur
  * Amy Terlaga
  * Andrea Buntz Neiman
  * Chauncey Montgomery
  * Tim Spindler
  * Sharon Herbert

**Incoming Members**

  * Garry Collum
  * Terran McCanna
  * Mike Rylander
  * Ron Gagnon

Agenda: http://wiki.evergreen-ils.org/doku.php?id=governance:minutes:2016-4-21

**Representative to the Conservancy**
  * Clarification on the role of the Rep
  * VOTE: Amy Terlaga will be the new Board Representative to the Conservancy - motion passed

**Conference management and the SFC/Conference Committee Update**
  * Issues for 2016's conference / Tanya
      * Emails that created extra stress 
      * Need to look at relationship between EOB, SFC, and Conference committee
      * Not provided with a clear set of expectations about who had authority to do what
      * Didn’t know the right questions to ask
      * Sponsorships
          * Conflict of interest to have a point of contact be a vendor
      * Grace, Chris, and Chauncey started a document to assist with handoff of conference information to the next committee
  * Clarification of roles
  * Options available to us
      * Third party to help with conference planning?

**Committee Chair Updates**
  * Outreach Committee
      * Should the Merch committee be part of Outreach?
      * VOTE: Ruth - motion to make the Merchandising Committee a subcommittee - motion passed
      * Request to approve purchase of more pens - deferred to next meeting
      * Fundraising - Outreach Committee will take this issue up at their next meeting

**Evergreen ILS Community Annual Report**
  * Consensus agreement about the format of the 2015 report
  * We want to continue with these in the future

**Web Team Committee - tabled**

**Safety Committee**
  * Ruth, Mike, and Tim will join the Safety Committee
  * VOTE: Up to $1000 approved to purchase lanyards - motion passed

**Financial Update**
  * http://list.evergreen-ils.org/pipermail/eg-oversight-board/2016-April/001395.html
  * Financial status will settle post-conference

**Executive Session discussion and wording to incorporate into the Governance Rules**
  * Meetings about sensitive topics
  * Robert’s Rules of Order as a template
  * Ruth will draft an email with that language