NGS - GENTECH2003 - From Phoenix July 31, 2002 FOR IMMEDIATE RELEASE Contact: Jeannie Rogers and Rusty Perry, Former GENTECH2003 National Conference Chairs Gentech2003@agcig.org --------------------------- It is deep regret that we must inform you that NGS President Curt Witcher has canceled the GENTECH2003 conference immediately after the NGS-GENTECH merger was final. After nearly a week of waiting for a response, we have finally heard from NGS in response to the information we sent them that they requested. We were waiting to hear about the change in registration price (and reduce the cost to attendees, by striving to increase our attendance, and keeping in the black), as the current price is 33% more than what other conference's charge, and nearly double what NGS normally charges for its national conference. Because we had not heard from NGS this past week, we have lost our window of opportunity to have the brochures printed for the FGS conference, and placing ads in national genealogical magazines. This was crucial to our publicity for attendance, as we had hoped to draw a number of people from our sister state, California. We also received a call yesterday, from the conference hotel stating that Bob Anderson had contacted them over a week ago, and that they had finally made contact with him. He wanted a copy of the signed hotel contract because the one that we had given him in Milwaukee was not signed. The hotel stated that Bob had told them that NGS had merged with GENTECH and that he was an "independent contractor" hired by the president of NGS to take over the conference. That all information and correspondence was to go through him - and that AGCIG was no longer involved. Since there was nothing official from NGS confirming that they had hired an independent contractor, we were contacted and of course, we told the hotel they could fax the contract, but imagine our surprise that AGCIG was no longer involved! (How much does a hired independent contractor cost?) A response was finally sent to us this morning, July 31st, from NGS, Curt Witcher, President National Genealogical Society that boiled down to the last paragraph: "Many individuals have spent enormous amounts of time trying to find common ground in an effort to make the GENTECH03 Conference work. However, we find ourselves at an impasse. Therefore, with the full support of the National Genealogical Society Executive Committee, the NGS Board of Directors, and the NGS GENTECH03 liaisons, I am canceling the GENTECH03 Conference. We are reviewing the recently submitted expenses and will reimburse those that are adequately documented. No further expenditure is authorized. I recognize that many volunteers have given much to this endeavor-and deeply regret the outcome wasn't much more positive." Of course, there are always two sides to every story, and obviously, both sides think they are in the right. The thing that bothers us the most is that in Mr. Witcher's e-mail, he implied that GENTECH2003 volunteers were incompetent, behind schedule, over budget, and were not doing our jobs, directly affecting the bottom line, therefore NGS could not in good conscience go forward. We do not see evidence that the GENTECH Board of Directors (aka the GENTECH Advisory committee) were included or consulted in the NGS decision, which is contrary to the merger agreement. We therefore, cannot in good conscience, let these accusations go unanswered -- i.e.: 1. "...budget you submitted which remains an incomplete document and projects a record number of paid attendees with minimal publicity initiatives" and "... the most disturbing are an extreme lack of standard financial controls ..." . Our reply: We asked NGS for money to advertise in national magazines, and it was under review. We asked them for money for the ezine service, it was under review. We have been waiting for tri-fold brochures, and posters that have been sitting at the printers for weeks waiting for payment. As stated earlier, we are waiting for the go ahead for the printing of the registration brochures, which was ready on July 22 as scheduled. We suggested advertising in local newspapers throughout Arizona, and were told that it was not effective. The referenced budget was 20 pages of detailed items, and projected costs - and it was in the black. It was submitted and approved, by the GENTECH Board of Directors back in January of 2001 in Dallas; a revised version was submitted and approved again January 2002 in Boston. GENTECH's treasurer did not question any items or ask for clarification on any items until a year and a half later when he became candidate for NGS Treasurer and the interim treasurer of the NGS-GENTECH advisory committee. 2. Another point was that the conference "hotel room block was too high" and "...contracts that over-commit the conference". Our reply: At the time that we negotiated the contract, (pre 9-11); we were told we could expect 800-1000 attendees based on previous GENTECH conferences. Going on the assumption that 70% of attendees would be from the local area, we blocked 100 rooms for the first night, 350 for the second (Friday) and 100 for the third night, Saturday. Thirty of those rooms would be for speakers for each night. Our contract commitment was to fill 80% of the rooms in the block and we negotiated a "no cancellation clause" which is unheard of in the industry. We guess that is a judgment call. 3. Finally, the GT03 logo merchandise was an issue, because NGS had not authorized it. Our reply: This was a documented agreement between AGCIG and GENTECH in June 2002 and approved by both AGCIG and the GENTECH Board, prior to the merger with NGS. 4. Were we behind schedule - NO. 5. Were we over budget - NO. Who is right? Probably both sides. We could have been more co-operative and responsive to the email demands for information, and they could have been less demanding at a time when we were trying to get all the program schedule, speaker contracts, registration brochure layout and content, menu's selected, finding local societies to host the 4 luncheons, revamping the website to reflect all these changes, and meeting with different subcommittees at least three times a week, making sure that it was all wrapped up in time to print the registration brochure for FGS. We could take the defensive posture that we were following the guidelines outlined in the GENTECH conference manual. They could take the defensive posture that they were only looking out for NGS, we could have agreed to sign a new contract with NGS, and they could have not withheld funding and stalled the project, but in truth, both sides lost. The most heartbreaking aspect is that we now have to scrap more than 2 years of hard work and planning, the man-hours that all the volunteers have put into this project is astounding. We would say that looking on the bright side, the one good thing that has come out of this conference planning is that Arizona Genealogists - Statewide - formed a coalition, rolled up their sleeves, and worked together. We have all made new friends and found out about organizations, and made the Arizona genealogical community the better for it. The decision to reveal the facts of the GENTECH2003 conference conflict with NGS was a difficult one, but based on our dedication to carry out our duties to the AGCIG and GENTECH constituencies, as well as the AZ genealogical community at large... We will not let our volunteers work be smeared and categorized as mediocre, over budget and behind schedule. When NGS regional conference was here in Arizona 3 years ago, it was in our opinion a disaster. When we committed to the GENTECH Board of Directors, to do GENTECH2003, we were adamant that we would need control to make decisions quickly, to make this conference a success. Shame on us, we believed NGS in the merger talks, when they said it would not happen again, and we were asked to trust the newly revised focus on "this is your society" NGS philosophy. The moment the merger was filed and complete, they canceled the conference; it makes one wonder with all their stalling tactics if they ever intended to go forward with the conference in the first place. Arizona genealogists know the truth about GENTECH2003, they were always kept informed about everything by email, committee work, and meetings, and they knew their target dates, budget and were always on target. There is no doubt in their eyes of what has taken place at their expense. Jeannie and Rusty FORMER GENTECH2003 National Conference Chairs www.agcig.org/gt03