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