October 2015 Board Minutes

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SANDALL Board Meeting Agenda

Specialty’s Cafe, San Diego

Tuesday, October 20, 2015, 9:30-11:00am

 

 

In Attendance:

 

Michele Knapp, President

Michele Lucero Villagran, Vice President

Anna Russell, Past President

Derek Antler, Treasurer

Ian Kipnes, Secretary

 

 

Call to Order by President at 9:40am

 

September 2015 Meeting Minutes approved

 

 

President’s Report – Michele Knapp

  • The President wants to update the SANDALL Grant Application form. She plans to work on that with Marie and they will also look at other AALL Chapter’s forms as well as the ones from AALL itself as templates/guides.

 

  • Board member job descriptions
  • Each Board member is charged with drafting their job description before the next Board meeting is held. Board members are advised to review the wiki to see the job descriptions currently posted there. The idea is to follow the wiki as a model with sections (“Essential Functions”, “Duties” & “Calendar” seem common across the positions). Each Board member is also to include specifying their position’s to committees as liaison.

 

  • Committees
  • Heather went ahead and edited the SANDALL online membership form to include an area for notation of applicant’s interest in committee work
  • Two members have already expressed an interest in joining the (heretofore single member) Social Responsibility Committee via that form modification!
  • The Social Responsibility Committee will also begin to work more closely with the SD Public Law Library on fundraising and awareness activities in the future
  • There is also a possibility that the Programming Committee can also work with the SD Public Law Library next year for a “Pro Bono Week” activity (too late for this year).

 

  • SANDALL wiki
  • The President is looking at possible updates that can be done to the wiki. It may require a switch to some other platform (ex. PBworks).

 

 

  • Professional development opportunities
  • L.A. Meeting was held in Pasadena. Grant awarded to Vance Sharpe who will write a report for the newsletter on his experience there
  • The SLA Fall Seminar is fast approaching (Friday, October 30, 2015 at Marina Village) and there will be SANDALL members in attendance (at least 3 Board members)
  • Internet Librarian is also coming up (October 26-28, 2015 in Monterey). SANDALL V.P. will be there (in her capacity as a vendor)
  • AALL Leadership Academy will be held in Spring 2016 (only happens every 2 years). SANDALL will look at sending a Board Member provided we receive a AALL Tuition Grant
  • The AALL Business Skills Clinic just ended. Jane Larrington was in attendance and will write a report for the newsletter on her experience there
  • SANDALL is looking at presenting our own 1 Day Institute but trying to avoid conflicting dates with Institutes to be held by NOCAL (March 18, 2016 and V.P. may be attending) and SCALL (March 3-4, 2016 in Temecula where SANDALL V.P. will be in attendance
  • There was a short Board discussion of AALL Annual Meeting change as to elimination of all SIS Tables in favor of “poster sessions”

 

 

 

Vice President’s Report – Michele Villagran

 

  • Member Survey
    • The survey is complete and was successful. SANDALL V.P. is currently reviewing the results and discussed preliminary findings with the Board
    • The Board agreed to share relevant portions of the survey results with Committee Chairs (President and V.P. to discuss the distribution further post-Board meeting)
    • The Board randomly picked the 3 winners of the survey completion drawing as follows:
      • Isabelle E. to receive a free 1 year SANDALL membership and Eric W. & Tiffany O. to each receive a $10 gift card

 

  • Programming
  • The joint SANDALL/SLA Happy Hour was held immediately following the last board meeting on September 18, 2015 at Casa Guadalajara in Old Town. There was a very low turnout with about 5 librarians from both organizations in attendance (although others contacted later said they were there but didn’t see the librarians).
  • The V.P. will present an Educational Session to SANDALL members immediately following the Board Meeting (at a downtown law firm at noon)
  • There will be a a tour of the Museum of Photographic Arts in Balboa Park November 18
  • The V.P. is still looking for a venue for the SANDALL Holiday Party and wants to send out letters requesting support from vendors for Holiday Party and the SANDALL Winter Institute. No date has yet been picked for the Holiday Party either although President and V.P. to discuss the possibilities and try to come up with something soon (most likely during the 2nd week of December).
  • SANDALL Winter Institute will be held on a Friday sometime in February/March 2016 to avoid conflicting with Institutes to be held by NOCAL and SCALL (both in March 2016). President to check on availability to hold SANDALL Institute on February 12th or 19th
  • SANDALL Winter Institute theme is likely to be “archives” with a two track discussion focusing on digital and physical archives
  • SANDALL to approach BePress and DSpace regarding sending possible speakers and potential sponsorship opportunities

 

 

 

Past-President’s Report – Anna Russell

 

  • Digital archives & preservation – ArchiveIt update
  • On November 5, 2015 at 11am there will be a webinar by the people of ArchiveIt for certain members of SANDALL Board and other interested parties.
  • President will look into the costs of implementing an ArchiveIt repository scheme
  • Past President will speak with the other California AALL Chapters (and some other chapters as well) in terms of possibly setting up a joint archive situation
  • A draft Archives Policy is ready for review with the Archives Committee; a final draft will be presented to the board at the next board meeting.

 

 

 

Secretary’s Report – Ian Kipnes

  • Secretary reported that former President B. Glennan is still looking into the Incorporation of SANDALL issues per a discussion he had with her about that topic on October 19th
  • The Board agreed that B. Glennan was free to recruit help but that no formal working group is necessary (at least at this time)
  • Secretary reported that he had already reached out to Gov’t Relations Committee Chair V. Sharpe with additional discussion to follow

 

  • Bylaws change – set schedule
  • President & Secretary agreed to look at the bylaws for schedule guidance and to discuss this between themselves and report back to the Board later

 

 

  • Election of SANDALL officers – set schedule
  • President & Secretary agreed to look at the bylaws for schedule guidance and to discuss this between themselves and report back to the Board later

 

  • Possible dues increase
  • Based upon the results of the SANDALL survey the Board approved a minor ($5/yr) increase in active member dues. An announcement to be sent shortly although the increase will not take effect until membership year 2016-2017.

 

 

Treasurer’s Report – Derek Antler

  • Treasurer reported that finances are steady and that membership dues are now coming in to the account

 

  • Membership update
  • The Treasurer reported to the Board that SANDALL has (as of the date of this Board meeting) 99 total members
  • The Treasurer also reported that 3 members had joined between the July 2015 Business Meeting and October 1, 2015 and that since October 1st SANDALL had increased their ranks by 5 additional new members but will review and verify those numbers

 

  • Chapter liability insurance
  • Liability insurance premium was paid to AALL as required. SANDALL paid the premium based upon the 95 members we had as of October 1, 2015

 

  • PayPal account status
  • Some transfers needed to be made among SANDALL’s accounts in order to keep a fee-free banking experience. Some of these funds came from a PayPal credit SANDALL had.
  • The Treasurer also contacted SANDALL’s accountant and our forms are due to the accountant on November 15, 2015. Treasurer assured the Board that the task would be completed on or before that date

 

 

 

 

 

Wrap up & Future Agenda Items

 

 

  • Next meeting – the date, time and place to be determined via email(s) among SANDALL Board. There is a possibility of coinciding the Board meeting with the tour of the Museum of Photographic Arts in Balboa Park on November 18, 2015

 

 

Adjournment at 11:35am