SANDALL Board Meeting Minutes

Zoom

Monday August 16, 2021, 9:00am

Meeting Facilitator: Havilah Steinman Bakken

Invitees: Eriberto Ramirez, SANDALL President; Havilah Steinman Bakken, SANDALL Vice President; Kelly Keach, SNADALL Treasurer; Julianne Odin, SANDALL Secretary; Chris Pickford, SANDALL Executive Board Member

• Call to order: 8/16/2021 at 9:05am
• Motion unanimously approved to create a Google/Gmail account for SANDALL to enable a Google Drive shared by the board
• Recruiting members
  • Kelly will be sending member notices to pay before the end of August
  • Havilah will reach out to SCALL about advertise our membership with them
• Removing members from listserv
  • Keep on agenda
  • Idea to just send general notice about dues and removal from listserv for nonpayment
• Gaggle: Kelly will check with Lisa about updating
• Motion unanimously approved to make Chris Pickford archives committee chair
• Motion unanimously approved to transfer SANDALL archive from USD LRC to San Diego Law Library and to appropriate $500 to facilitate the transfer
  • Chris Pickford will ask for more funding if necessary
  • Target date: September
• Eddie will plan the AALL Board Visit
• Holiday Party
  • Eddie will look at Anthony’s Fish Grotto and send menus to the Board to look over
  • Alternative: Bali Hai
  • Raffle: see if a vendor could sponsor gift basket (CEB), maybe ask members for donations; Havilah will take point
  • Gift bags for attendees?
  • Thinking of a late November date
  • Possibly also having a Virtual Happy Hour in addition to Holiday Party
• Havilah will send request email to Sand Diego City Library about the possibility of doing an in-person tour of the Downtown Rare Book Room
  • Focus on archeological museum
• Cans4Books: Havilah will reach out with ideas for SANDALL collaboration (advertise to listserv, SDLL serving as a drop point, possibility an event in the spring)
• Meeting adjourned at 9:58am

SANDALL Board Meeting Minutes

Zoom

Wednesday, February 2, 2022; 3:00pm

Meeting Facilitator: Eriberto Ramirez

Invitees: Eriberto Ramirez, SANDALL President; Havilah Steinman Bakken, SANDALL Vice President; Kelly Keach, SNADALL Treasurer; Julianne Odin, SANDALL Secretary; Chris Pickford, SANDALL Executive Board Member

• Call to order: 3:03pm
• Soliciting grant applications from members for SCALL Institute
  • Havilah will develop new grant application form and send it out to membership via email. The email will also mention that SANDALL has an additional VIP registration to the SCALL Institute to give out. Havilah will also reach out to Heather Parker about updating the grant application form on the website.
  • Julianne is also a SCALL member and will make sure to update the SANDALL board about future SCALL activities.
• Holiday Party
  • Eddy still waiting on check from CEB for reimbursement and will be following up with them.
• Future Events
  • Havilah will plan a virtual happy hour with some conversation starters for February 23 at 4pm.
    • Julianne will provide a Zoom link for the event and will recap SCALL’s prior virtual happy hour for board via email to give some ideas about what it could look like.
  • Eddy will look into scheduling an in-person event for March.
• AALL Board Visit
  • Tentatively planning a virtual event on May 4, 2022.
  • Havilah will fill out visit request form on the AALL website once we have more details.
  • Board will develop ideas over email and meet to discuss on March 2 at 3pm.
• Gaggle
  • Havilah will block the phishing emails that come into the listserv.
  • Kelly will talk with Lisa about Gaggle again, including about adding and removing members from the listserv.
• Archives
  • Julianne will email Chris Pickford about facilitating the transfer of the SANDALL Archives from the USD LRC to SDLL.
• Approve SANDALL Grant
  • The Board voted to approve Eriberto Ramirez’s application for a grant on condition that Havilah reviews the application. The vote passed with three votes in favor (President Eriberto Ramirez abstained from the vote).
• Succession planning
  • Havilah will send out job descriptions to Board for review and track changes.
  • A more in-depth discussion of succession planning will be on the agenda for the next Board meeting.
• Meeting adjourned at 3:48pm.

SANDALL Board Meeting Minutes
Zoom
Monday, July 19, 2021, 3:00pm
Meeting Facilitator: Ian Kipnes
Invitees: Ian Kipnes, Havilah Steinman Bakken, Chris Pickford, Eriberto Ramirez, and Kelly Keach
Call to order
The 2021 Annual Business Meeting will be Wednesday, August 4, at Noon. The zoom link is – https://us06web.zoom.us/j/87117430538
We have reached a quorum for incoming 2021/2022 board members.
Executive board member job descriptions drafted by Lisa Foster and Marianna Sterna have been officially adopted by existing board, and will be provided to each new board moving forward to ensure a smooth transition.
Board chose two members to recognize John Adkins and Loren Stamper as Emeritus members.
After business meeting, planning for events will continue by incoming executive board. We are hoping to bring the holiday dinner back.
Adjourned

SANDALL Board Meeting Minutes
February 2, 2021 1:30 PM
Meeting Facilitator: Ian Kipnes
Invitees: Kelly Keach, Chris Pickford, and Eriberto Ramirez
Call to order
President: Ian Kipnes
• Eriberto Ramirez – We’re going to have a trivia event in May and give away gift cards as prizes. We also have our business meeting coming up in June.
• Ian Kipnes – If any members have gone to any fun events that might be a great addition to the newsletter.
• Chris Pickford – Lisa is still running a virtual connect and sending welcome emails when we have new members.
• Kelly Keach, Treasury Report – We don’t have to pay for local insurance anymore, we’re covered by AALL now. We currently have $15,253.13.
Adjourned

SANDALL Emergency Board Meeting Minutes

San Diego Law Library – DT, Board Room

Monday, January 6, 2020; 9:00am-9:30am

Meeting Facilitator:  Chris Pickford             

Invitees:  Erin Grimes, Kelly Keach, Sasha Nuñez, Ian Kipnes

Call to order

President – Chris Pickford

• Erin Grimes leaving SANDALL. Ian will step into Vice President role, and will look at bylaws to see how to officially replace the floating board position that is Ian’s current position. Other than that, it should be straightforward to keep everything synchronized.

• New librarian Eddie Ramirez has shown some interest in being chair of the revived social responsibility committee. He may be interested in being brought on as floating board member through special election.

• Should we also put out a general invitation via Lee and Suzanne, as the elections committee, to anyone else who may be interested in being the floating executive board member?

• Additional Vice-Presidential duties—organizing events. Michelle Knapp organizing at Gensler for SCALL. Still thinking about events including Gemological Society tour, Midway behind-the-scenes tour, Chinese-American Museum, Comic-Con Museum.

Adjourned.

SANDALL 2019 ANNUAL BUSINESS MEETING MINUTES

Thursday, June 13, 2019 at 12:00

Introductory remarks

Thanks to sponsor CEB (Suzanne not here today)

Ten new members – into medium sized chapter!

Upcoming conferences – we’re hosting the joint Pacific Chapter, Chris is heading up planning.

Recognition & Member News

Article of the Year Award:

Betsy Chessler for “Here & Now – Work Life Balance and Stress Management for Library Professionals” (May 2019 Newsletter)

Vice President Report:

Bike the Bay event – would like to do it again this year

First official event: Oct. 12 David Stotland talking about best practices for disabilities

Experimented with Facebook Live for that event

Holiday event

Spring Institute at Morrison Foerster, mindfulness workshop. 4 speakers.

Working with Heather Heen on joint reception at AALL.

City Taphouse (1/2 mile from convention center), free event Saturday the 13^th, will get it on the listserv.

Directories put together by Betsy Chessler available.

Secretary

No additional votes on bylaw amendment

With 41 yes, 3 no, amendments have officially passed

Treasurer

Financials: 15000 to our name between checking savings paypal

As of yesterday 83 members

76 members last year

1900 in membership dues

Holiday party made 300

Spring institute made 300

Upcoming joint chapter reception 2000 sponsorship from Thomson reuters

Past President

Thank you to Kacie for filling in Treasurer role after Christine’s departure.

Our practice has been to put out dues renewal in the fall, but after bylaw meetings decided to change our practice and honor bylaws (dues July 1) or put another change into bylaws as part of the amendment process. Decided to align our practice with what it says in the bylaws. This membership will carry over until next renewal.

In light of fact we did have a successful approval of the bylaws amendment, will no longer have past president position but will now have executive board member with 1 year term. We will have special election for that position. Short term, not so specific yet besides being voting member of the board.

Finally: thank you to all board members over 3 year term. All wonderful to work with, value from working with them and learning with them. Michelle Knapp, Michelle Villagran, Robert Wickton, Laurel Moran, Derek Antler, Marianne, Christine, Kacie, Chris, and me! Got advice from many people who served on the board before. Wonderful experience, thank you for friendship and mentorship.

/Marianne

Photos from holiday party at Bo-Beaus and spring institute.

Proposed bylaws amendments passed

Committee Reports and recognition certificates

Archives: current status of archive – 2 collections. Print collection at USD, digital collection stored at Cal Western network server. Some materials also at LRC. This year not done very much in digital collection, had put up SANDALL newsletter from 1998 to 2008. Still preserving digital copies.  For the coming year, we are going to keep collecting printed materials especially what you give away at different events (brochures, posters). We’d also like to collect minutes, correspondence, directories. Not scanning at this point the newspapers or any other collections, but will be scanning any materials board need or would like to have available for research or other purposes. Request a new member for archival committee. Could help with having a third server to preserve and store

Employment: Isabela, Melissa Abernathy, Rachel Green, Allan Harjala

Members of employment committee continued research in legal and non-legal science employment opportunities. Put out weekly list and send to SANDALL members.  1000+ positions between July 2018-2019.

Connect:  Lisa Foster

What we do typically, what we’ve done for the last years, outreach to the library schools. Cohorts in SoCal area, interested in law library or think you might be? Come to a meeting to network. We try to have monthly meetings, break in summer. Ones we’ve held this past year: October, November, March, May. Light this year. Ways to invigorate this program? Could have mentoring committee where individual members could be in 1-on-1 mentorship with new librarian or student. Profiles on work they do, key hobbies, and match up. Work out their own arrangements about how they want to communicate. Enthusiastic response. Probably start in Fall. Then maybe quarterly CONNECT meeting instead of monthly.

Membership: Lisa

Going to be shifting our practice on membership renewals as mentioned previously to ensure we’re in alignment with bylaws. Numbers: as of May we had 80 dues-paying members, 2 emeritus members, now we have 83.

Gov Relations (Marianne subbing for Rachel)

Rachel puts out Washington e-bulletin acknowledged joint activism by SANDALL, SCALL and NOCALL. Recognized in June 2018 e-bulletin regarding our support of inclusion of law libraries in CA state budget. Cowrote with Judy James and David McBaden. June of 2018 gov brown signed SB840 with 16.5 million allotted to CA county law libraries. AALL Washington e-bulletin recognized SANDALL four times for activism efforts in this fiscal year.

Grant Committee (Marianne subbing for Marie)

1 application during open call for funding requests. Valerie Gragg received the grant. $1000 conference grant to attend ABA equal justice conference in KY.

SANDALL Newsletter (Melissa Abernathy couldn’t make it)

Nominations (Suzanne was called away)

Special elections, another one coming up. Survey ballots through September and March, April, May. Very active this year.

PR: Erin Grimes

We have a FB, LinkedIn and Twitter, mostly those engagements have gone up. For all new members, encourage to add. Can send email for handles. LinkedIn page—we moved onto/created company page. Only have 19 members who like/follow, will send out email with link. Facebook 81 follows. Twitter 94 followers, linkedin 157. Anything to promote – events at library or for SANDALL – send to Erin or Michelle and they would be happy to promote it. Call for new committee members.

Service Recognition

Marianne Sterna, Kacie Neu and Lisa Foster (outgoing members)

New Officer Installation and Oath

Erin Grimes (vice president)

(Kelly Keach was ill today)

Raffle!

SANDALL Board Meeting Minutes

San Diego Law Library – DT, Board Room

Wednesday, April 10, 2019; 9:00am-10:00am

Meeting Facilitator:  Marianne Sterna             

Invitees:  Lisa Foster, Chris Pickford and Sasha Orman

Call to order

Past President – Lisa Foster

• Status of SANDALL Bylaw changes and next steps. The board is waiting to hear back from AALL’s bylaws committee to ensure that approves of the proposed bylaw amendments. The next step is for an email (not via listserv) to go out to all members, with the proposed amendments and statement of purpose attached, on or before May 14. As board secretary, Sasha will send that out using Kacie’s up-to-date member list. The next step after that is sending a ballot out to all current members on or before May 30. The board made plans to send a yes/no approval or disapproval ballot via SurveyMonke with a deadline of June 12 by 5PM (one day before business meeting). Anyone attending may cast a vote at the business meeting if they didn’t already cast a ballot online. Lisa will tabulate the votes halfway through the business meeting.
  • For the amendments to pass, we need votes from 50%+1 of SANDALL members and 2/3 of that quorum need to approve.
• Grants committee nominations. The board unanimously approved Valerie Gragg’s SANDALL Grant application for the full amount. She is a new member who has never received grant. The grant will allow her to attend the American Bar Association’s Equal Justice Conference in Kentucky this May.

President – Marianne Sterna

• Procedure Manual and Job Descriptions. Marianne has received no response from former board members on job descriptions they have for their positions. It is agreed that such descriptions are something our organization needs. Marianne will continue to work on this, starting from scratch. Lisa added that these descriptions should be less than a page, and some should be simpler (i.e. treasurer and secretary). Responsibilities listed in bylaws and policies & procedures should be instructive as well. We must ensure that current version of those documents are available and viewable on the SANDALL website.

• Heather Heen w/ Thomson Reuters, 2019 AALL Pacific Chapter Reception Host in Wash D.C. Marianne has requested a travel grant for AALL, and Chris will likely attend as well. Lisa said that SANDALL is due for a conference chapter registration grant from AALL, and that we should send an email to gauge interest. We also need to arrange a place, time and date before the email is sent. Usually Pacific Chapter Receptions are held the Saturday before the conference starts. It’s usually an appetizer event walking distance from the conference. Plans are to contact a DC chapter board member for suggestions on reception venues.

Vice President’s Report – Chris Pickford

• SANDAL Spring Institute — details, assistance needed, registrants, vendors. The Eventbrite registration deadline is Monday at noon, but extra food should be ordered for those who register late; we should also cover speakers and vendors in the lunch tabulation. Art supplies for the Zentangle presentation have been ordered, and Chris is reaching out for more sponsorships for raffle prizes. This year’s exhibitors are CEB and Jan Raymond Legislative History Intent. Lexis is sponsoring breaks and snacks. Morrison Foerster will provide drinks.
  • Going forward, we should create an informal timeline for implementing a winter/spring institute—a time by which to contact vendors, choose a venue, etc.
  • Should there be a presentation during lunch (i.e., a roundtable discussion on mindfulness)?
  • Tech: Morrison Foerster should have everything necessary in their room, but presenters should send any PowerPoint presentations ahead of time so that they can be loaded onto a computer.
  • Sasha is creating the brochure. We also need to create signage for vendors.
  • Chris will deliver opening remarks including a thank you to sponsors, what inspired the institute, and a thanks to everyone for coming. Thanks to Heather for website work, and to Betsy and Morrison Foerster for the hospitality. We need to ensure that our sponsors are on the website. He may also touch on the anti-swag movement.

Treasurer – Kacie Neu (on leave)

Secretary Report – Sasha Orman

• Minutes from 01-08-19 meeting. The board reviewed the minutes from the January meeting and noted that “Agenda” needed to be changed to “Minutes” at the top. The board will approve the minutes via email after the meeting pending this change.

Adjournment