Summary

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Properties

  • Meeting Date: Unknown
  • Meeting Type: Call
  • Note Type: Summary
  • Attendees: Scott Warner, Amity Sendama

1. Meeting Summary

I spoke with Amity about the proposed system/license term for a business that is ending in October. The core issue was whether we really need to keep the active system in place for 12 months, versus a shorter 6 to 7 month window. Both of us were aligned that 12 months feels excessive and unnecessarily expensive, especially given the expected business wind-down timeline.

Amity noted that Casey is advocating for keeping the system around longer, while Mike has been at the opposite end and at one point was pushing for an even shorter duration. I shared Amity's concern that we seem to be over-rotating on caution without a clear reason. The working view coming out of the discussion was that a middle-ground approach of roughly 6 to 7 months appears more reasonable, assuming we validate data retention, access, and transition requirements.

We also discussed the need to understand any HQ or Germany alignment requirements related to how data will be handled before finalizing an agreement. I said I would reach out to Jesse and get a read on what she knows, particularly since the new IT project manager, Catherine, has not been effective in moving things forward. Amity suggested that before escalating broadly, we first align internally with Mike, then potentially pull in Casey if needed, and also get CLA's perspective. From there, if everyone converges around a shorter duration, we can move into a focused discussion with Germany and negotiate accordingly, including potentially reducing user counts and other cost drivers.

2. Attendee List

  • Scott Warner
  • Amity Sendama

3. Action Items

  • [Scott Warner] Reach out to Jesse/Jessica Braun to understand what is known about HQ requirements and data handling expectations tied to the agreement.
  • [Scott Warner] Support negotiation strategy for a shorter license term and explore cost reductions such as lowering user counts.
  • [Amity Sendama] Set up or drive a quick alignment discussion with Mike to review positions and operational impact.
  • [Amity Sendama] Speak with CLA to get their perspective before broader alignment.
  • [Amity Sendama] Potentially pull Casey into a follow-up discussion if internal alignment still needs to be resolved.
  • [Scott Warner and Amity Sendama] Align with Germany/HQ once internal position is clear, particularly if the team supports a 6 to 7 month term.

4. Relevant Timelines

  • October - Business is expected to end.
  • August - Referenced as the most aggressive timeline Mike had previously considered for stopping use of the system.
  • December - Amity indicated that once we get through December and have the data, there may not be a need to retain the system further.
  • Near term / tomorrow - Amity suggested a conversation with Mike the next day to align on position before involving others.
  • Before finalizing the agreement - Confirm HQ/Germany expectations regarding data handling and retention.

5. Additional Notes

  • There is a clear gap in stakeholder alignment:
  • Casey appears to favor keeping the system in place longer.
  • Mike appears to favor a much shorter period.
  • Amity is trying to land in the middle.
  • The financial impact is material enough to warrant challenge. Amity referenced a meaningful cost difference between 6 and 12 months and questioned the value of carrying the system longer than necessary.
  • I agreed with the general concern that the team may be talking in circles and being overly cautious without a clearly articulated risk basis.
  • There was concern about who should handle the contract negotiation. Amity's view was that Patrick is likely not the right person to negotiate this agreement.
  • Catherine, the new IT project manager, was viewed as ineffective based on delayed engagement, which may be slowing decision-making and confidence in the process.
  • Strategic theme: get internal operational and data-retention alignment first, then move quickly to negotiate a shorter, right-sized agreement rather than defaulting to a full 12-month term.