San Francisco Bay Region Chapter, Special Libraries Association Executive Board Meeting PGE Energy Center, Library 851 Howard Street, San Francisco June 24, 2004 Present: Deb Hunt, Beth Graham, Tamara Horacek, Debbie Jan, Barbara Janis, Jeffery Mah, Wess Murdough, Maggie O'Brien, Marlene Vogelsang, Bonnie Willdorf The meeting was called to order at 5:15 pm. 1. Beth welcomed everyone to the Executive Board meeting and expressed her appreciation for all the hard work done by the board. She gave special thanks to Tamara and Marlene. 2. The May 11, 2004 meeting minutes were approved as amended. 3. Treasurer's & Finance Reports Jeffery provided a printed status report through May 31, 2004. The chapter is in good shape; we will end the year in the black. The proposed 2003/2004 budget projected that the chapter would be in the red. The checking account balance is over $12,735; we need to maintain at least $12,000 to cover meeting deposit and meeting expenses as they come up. 4. Finance Wess handed out the FY 2004/05 committee budget request forms. Line items were provided for income and expense items incurred in FY 2003/04. The deadline for budget requests to be returned to Wess is July 23, 2004. 5. Announcements Barbara - The October 19th dinner meeting will be held at the UCB Faculty Club and the speaker is Charles Faulhaber, Director of Bancroft Library. Barbara has the space rental contract for the Society of California Pioneers meeting, which she will give to Deb for her signature and the deposit check. Jeff will provide the deposit check for the meeting. Beth - Beth sent out the 125th Anniversary congratulatory letter to San Francisco Public Library. Old Business 6. Chapter Professional Achievement Award approval vote Tamara reported that the final decision would be forthcoming - hopefully, by July 1st. The committee is having a difficult time appraising the many candidates because the format of the nomination letters is so varied. Maggie is working on a template to make it easier to compare nominees in the future. 7. Advisory Council update Deb announced all of our positions are filled. She handed out the Executive Committee roster asking for corrections. 8. SLA-New visual identity Deb thanked Jeffery for producing the new letterhead sample. The new letterhead should be checked against the SLA web site visual identity guidelines. The new SLA logo needs to be incorporated on our letterhead, check request forms, web site, etc. 9. Overview of Year Deferred to the Advisory Council meeting. New Business 10. Board Member Duties Deb reviewed board member responsibilities and encouraged the Executive Board to join the chapter discussion list. Deb will also e-mail the Executive and Advisory Board information regarding the other SLA discussion lists available to subscribe to. 11. Mentoring Assignments Deb handed out the mentoring list for the Executive Board and reminded everyone how important mentoring is. 12. Strategic Plan Marlene handed out a draft 2004-2006 Strategic Plan. There are 4 general goals. She thanked Rita for her work in helping develop the new plan. The Chapter did a great job meeting the goals for the 2000-2003 Strategic Plan. Marlene asked the Executive Board to take a look at the working draft plan and give her feedback at the next Executive Board meeting. Surveys are being suggested as a mechanism for feedback from chapter members; portions of the surveys will be sent out to appropriate chairs prior to member polling. 13. Review/Approve Bayline production schedule Schedule approved. 14. Joint SA/SF Exec Board meeting Deb reminded the board of the July 14th joint meeting being held at Landor at 5:30 pm. The July 9, 2003 joint meeting minutes were approved. The SF chapter is hosting the July 14th meeting. 15. Set August meeting date August 26th was chosen as the date for the next Executive/Advisory Board meeting. Light dinner will be from 5:30-6 and then a combined Executive Board and Advisory Board meeting will be held from 6-7:30. 16. Procedures/Bylaws Tamara reported on the SLA change from Bylaws to Governing Documents. A suggestion is being made to add "mentoring" to the Consultation Chair's duties. Mentoring guidelines would need to be written up. Tamara will confer with the Consultation Chair for her opinion. The meeting was adjourned at 5:40 pm. Respectfully submitted, Debbie Jan Secretary