May 2013 Board Minutes

SANDALL Board Meeting
San Diego Law Library
Thursday, May 16, 2013
12:00 – 1:30 P.M.

In attendance:

Brent Bernau, President
Barbara Glennan, Vice-President
Chris Pickford, Treasurer
Ruth Levor, Acting Secretary
Jane Larrington, Past-President

Shannon Malcolm, Incoming Vice-President (via conference call)

Committee Chairs:

Loren Stamper, Archives

Isabel Eustaquio, Constitution & Bylaws

Michele Jones, Government Relations

Brent Naritomi, Grants

Leigh Inman, Historian

Amy Moberly, Newsletter

Call to Order called by Brent Bernau, President, at 12:00 P.M.

  • April Minutes – approved via e-mail

Minutes

Board Reports

1. Treasurer’s Report—Chris Pickford (appended at the end of the minutes)

2. Secretary’s Report—Brent Bernau

Secretary Anna Russell is on maternity leave.  Ruth Levor will take her place until she returns after the AALL Annual Meeting.

3. Vice-President’s Report—Barbara Glennan

The Spring Social will be this Saturday, May 18, at Golden Hill Recreation Center from 3:00 to 5:00. It will be a pot luck. We are still seeking donations for the raffle. There will be an informal after-party at a local bar.

4. Past President’s Report—Jane Larrington

A. Wiki: Jane has been reviving the wiki set up by John Adkins. It is intended to be used as a committee workspace and an institutional memory, “a resource for all new and returning SANDALL board members and committee chairs to provide some history and background of decisions made, guidance about policy and procedures, and miscellaneous data that may be helpful to future board members.” To be added to the wiki, board members and committee chairs should contact Jane at jlarrington@sandiego.edu. Authentication is easiest if you have a gmail account but can be done without. Outgoing committee chairs are requested to add procedures for their committees’ work to assist future chairs.

B.  Policies and procedures: Jane has been organizing, updating and reformatting the policies and procedures on the web site and asks for input and additional information from the board and committee chairs.

5.  President’s Report—Brent Bernau

A.  Pacific Chapters Reception at the AALL Annual Meeting in Seattle: In order to better use the funds allocated for this event, it will be held at the Daily Grill across the street from the convention center instead of at the Sheraton. There will be a host bar of beer and wine, and hors d’oeuvres will be served. The 5 chapters will each support the event on a pro rated basis, based on membership numbers. As the smallest chapter, it is expected that SANDALL’s share will be significantly reduced from previous years. If expenses exceed the agreed-upon allocation of $2,500, LLOPS will pay the excess.

B.  SANDALL Annual Business Meeting: This event will be at Thomas Jefferson School of Law from noon to 1:30 on Wednesday, June 19. CEB will sponsor the lunch, which will be served on the terrace, followed by the business meeting in the board room, at which the new board members will be installed.

C. Awards: The board will solicit nomination for the MacLeod Award. Amy Moberly and her committee will choose the Newsletter Article of the Year.

6.  Committee Reports—Committee Chairs

The reports that will be presented formally at the Annual Business Meeting were summarized for the board.

Old Business

1.  AALL Annual Meeting Exhibit Hall

Barbara Glennan is in charge of the SANDALL table, and Carolina Rose and Betsy Chessler have offered to help her. This will be the official kick-off of SANDALL’s 15th anniversary year. The board has appropriated approximately $300 for give-away items.

2.  Grants—Brent Naritomi

The Grants Committee has reviewed and ranked the applications for grants to attend the AALL Annual Meeting. Two awards of $1,500 each (in honor of the 15th anniversary) will be offered to the winners.

3.  Bylaws—Brent Bernau

Proposed amendments to the bylaws were posted on the web site for member review on March 18 and were submitted to the AALL Bylaws and Resolutions Committee for review. AALL sent us some recommendations on May 7. They included minor typographical changes, which have been made. The AALL committee also recommended that committee names not be specified in the bylaws to afford more flexibility in the creation of committees. The board accepted this recommendation but rejected another AALL recommendation, which was that bylaws could be amended by a simple majority vote of the membership rather than by two-thirds. The new proposed language about committees reads as follows:

ARTICLE 7.  COMMITTEES

SECTION 1.

There shall be such committees as created or suspended by the Executive Board or a simple majority vote of those members present at any meeting of the Chapter.  Notice of such creation or suspension shall be included in the board minutes and published on the Chapter’s website.

Appointments of committee chairs and members shall be made by the President. At the beginning of each new Board term, the Past President shall inform the incoming President of the status of all committees.

SECTION 2. DUTIES

Each committee shall submit to the Executive Board a written annual report of its activities which shall contain any recommendations considered necessary or advisable. Additional reports and Executive Board agenda items may be submitted at the option of a committee or as requested by the Executive Board or President. Summaries of all reports shall be published.

The proposed change will be posted to the website by May 18. Bylaws ballots will be sent to the membership by June 4, and members will be able to vote electronically by 5:00 P.M. on June 18 or in person at the Annual Meeting on June 19.

New Business

None.

Next Board Meeting

Annual Business Meeting at TJSL, Wednesday, June 19, 12:00-1:30 P.M.

Adjournment

1:35 P.M.

Enclosure 1

Treasurer’s Report –May 16, 2013 (covers April 4, 2013—May 15, 2013)

[Removed for web publication]

Membership 2012/13

New members  = 8

Renewals = 86

Total members = 94