2007 Annual Gathering of American Mensa/Timeline

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Timeline of events related to the 2007 Annual Gathering of American Mensa

• Saturday, December 4, 2004: Central Alabama Mensa's bid to host the 2007 Annual Gathering of American Mensa is approved by the American Mensa Committee, pending legal review of the contract. (ASIE 2004-128) Presentations were made by prospective chairs Steve and LeAnne Porter, and by Rik Hess on behalf of the competing bid from North Texas Mensa. After a closed session, the Birmingham bid is accepted.

• Wednesday, June 6, 2007: Denise Sercy, the sales manager for the Sheraton Birmingham, contacts the American Mensa National Office regarding problems with food planned to be served. They did this because American Mensa Limited (AML) is a signatory to the hotel contract for the gathering. They also made reference to "threats of getting a lawyer involved" on the part of the local group, and requested a conference call on Monday.

• Thursday, June 7, 2007: AML executive director Pam Donahoo met with chairman Russ Bakke to review the contract and host agreement.

• Monday, June 11, 2007: A conference call was held with Pam, Denise, and hotel General Manager Mark Noyes. The hotel informs Pam that they have recently become aware of menu items planned for hospitality that they believe not to be in compliance with local health regulations. They say they were previously unaware of plans to bring homemade foods. They have been in contact with the health department, which has said that homemade soups and sauces are not permitted, though some baked goods such as brownies might manage to get a waiver. Another issue raised is that the members don't have Food Handler's Certificates, which are required for all people working in the kitchen. Pam sent them documentation of the Mensa food handling classes and certification which nine local members have completed, to see if this might qualify, but even if it does it is an insufficient number of people. The hotel has agreed to provide food handlers throughout the AG at a cost of $2000 (half of the $4000 cost to the hotel, so they are absorbing the other $2000), and set out food purchased via Sysco. Although the contract specifically allows the Mensa group to serve their own food, there is also a clause indicating that local regulations and laws must be followed.

• Later that day: Pam receives faxed copy of letter from hotel to Porters regarding food requirements, and it is forwarded to Russ and corporate counsel Maria Sawczuk.

• Tuesday, June 12, 2007: The hotel forwards to Pam a copy of the response from the Porters, and this is sent on to Russ and Maria.

• Wednesday, June 13, 2007: Pam called RVC 5 Mike Seigler to brief him. He hadn't yet spoken to the Porters, though he had been contacted by them.

• Thursday, June 14, 2007: Pam receives a phone message from the Porters and calls them back. Pam offers to use contacts within the Starwood hotel chain to try to get the hotel's GM to "lighten up" a bit. Steve, LeAnne, and Rose Lee Crutcher thank Pam for this help. Steve and LeAnne request a conference call the following day. The Porters indicate that they are trying to find a way to make things work, and that they plan on serving their food somehow (possibly in a suite separate from the hospitality room).

• Also that day, Pam calls the Vice President of Global Sales for Starwood and leaves a message. She also speaks to Mike Seigler and compares notes regarding the conversations they have had.

• Friday, June 15, 2007, 11 am: Pam gets a phone call from the hotel GM. He talks about how pleased they are with the room booking (over 3200 room nights) and about how the hotel wants to make the event a success. Pam offers to fly in next week to work on things, but the GM says he didn't think this was necessary. He wants the group to sit down and tell him of their plans, and he and the hotel staff will make it work.

• Following this, Pam has a call with Steve and LeAnne, who by this point are saying that they don't want the hotel's help, and if they can't do the AG the way they want, "by Mensans for Mensans", they want no part of it. Pam assures them of her support, but warns that any kind of legal action requires AML involvement. According to Pam, the Porters are getting emotional and are talking about legal action such as suing as individuals.

• That evening: Pam informs Russ about the latest call.

• Saturday, June 16, 2007: Russ spoke with the Porters, and the Porters accused Pam of interfering with the hotel and undermining their position, and made an ultimatum that "we do it our way or we won't be involved at all".

• Sunday, June 17, 2007, evening: The AML Executive Committee had a conference call, reviewed the documentation on what had occurred so far, and agreed among themselves that we must comply with hotel and health department regulations, and we should use the hotel's offer of assistance. Pam said that she would not be involved in contacting the hotel again if this would help calm the waters.

• Afterward: Russ called the Porters, and according to Russ the Porters indicated that they would comply with all regulations even if the AG wouldn't be the way they wished it to be. They requested that Russ fax the hotel to indicate that the Porters remain the primary Mensa contacts for the hotel.

• Monday, June 18, 2007: Russ faxes the hotel as requested by the Porters.

• Monday, June 18, 2007, 9:16 pm: After hearing rumors that they are planning on being "creative" with hospitality, possibly including busing people between the hotel and their house, Russ e-mails the Porters imposing a 48 hour deadline to provide a detailed report on what they plan on doing about the hospitality issues, saying that the plan's acceptability would have to be confirmed with the hotel via AML's attorney.

• Monday, June 18, 2007, 9:44 pm: The Porters respond that the 48-hour requirement is one that there is "no possibility of complying with" because it will take longer to get a response from the Health Department, which they plan on meeting with "late tomorrow afternoon at the earliest". They further stated that "If we need to be handing this over to others please let us know by 10 am central time tomorrow, June 19".

• Monday, June 18, 2007, 10:20 pm: Russ replies that he wants the Porters to continue, and wants to be as supportive as possible, but also wants to provide what is best for Mensa. He requests nightly updates on the status of the AG hospitality issues, and mentions rumors that the Porters are considering moving hospitality to their house, stating that Mensa expects any contingency plan to be carried out in the hotel.

• Later that evening: George Smyly calls Russ to express concerns that the Porters might have to write a "two hour report every night" while they're busy with last-minute details for the AG.

• Tuesday, June 19, 2007, 12:41 am: Russ writes to the ExCom mailing list that he received an "almost instant response from the Porters" and that this showed a "cooperative spirit". However, he also said that "If I sense a stall or any game playing, I am prepared to pull the plug. I hope, however, that does not become necessary."

• Tuesday, June 19, 2007, 11:42 am: Russ e-mails the Porters mentioning George's call and saying that he's not trying to make their lives miserable or waste their time, and all that is needed is quick status updates, not a two hour report. However, he says he would be remiss in his duties if he didn't monitor the situation in a "24-hour manner".

• Sometime that day: Russ speaks to the Sheraton GM to express that AML was behind the Porters' efforts to reach a friendly compromise, and was monitoring the situation daily.

• Tuesday, June 19, 2007, 7:11 pm: Steve Porter informs Russ by e-mail that he has a Health Department meeting the following afternoon.

• Tuesday, June 19, 2007, 11:59 pm: Russ e-mails the Porters saying "the natives are restless" and that "I am leaning over backwards to buy you the necessary time, but I also need to stress that we are at critical mass here." He requested a report the following evening on what the plans were, more extensive than a single sentence.

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Notes and references

• The timeline and the file of e-mails in the American Mensa site (require member login) are the sources for much of this information.