Executive Board Meeting
Wednesday, October 29, 2003
556 Chenery Street

San Francisco, CA

Present: Bonnie Willdorf, Jeffery Mah, Tamara Horacek, Beth Graham, Deb Hunt, Barbara Janis

The meeting was called to order at 6:00 pm
  1. The minutes of the September 11, 2003, Special Executive Board Meeting were approved as submitted.
  2. Treasurer’s Report. Jeffery Mah spent four hours reconciling Mac Quicken to PC Quicken. He found three outstanding checks and will follow up on two of them. As of today our account balance stands at $9442.39 with income of $6,194.50 and expenses of $7,263.22. Bulletin ads have produced good income. The Pooled Fund balance as of 9/30/03 is $31,677.02. The Pooled Fund balance should contain between six months and a year’s worth of expenses to be fiscally healthy. Our yearly budget is about $26,000 so we’re OK for now.
  3. Finance Report. Jeffery reported for Sara O’Keefe. The Finance Report matches the Treasurer’s Report and all were very satisfied with the new format.
  4. Program Report. Barbara Janis reported that everything is set for the next meeting on November 18 and that Lauri Flynn is hoping to net $3-4 extra per person. On February 5 Janice LaChance, the new Executive Directory of SLA, will be the featured guest at the joint meeting with San Andreas, probably in the South Bay, maybe at the Courthouse in Redwood City. In early March we’ll hold the joint meeting with BayNet on Search Engines. The Neighborhood Dinner Meetings are scheduled for April 1. A dinner meeting is planned for sometime in May. A tour of the Performing Arts Library and Museum is scheduled for November 3. Deb reminded us that this date conflicts with Internet Librarian and that this is the sort of thing Networking should have been aware of.
  5. Announcements. Deb Hunt, on behalf of Membership, reported to us on coupon reciprocity with San Andreas. Each new member gets a coupon to attend one meeting free of charge. We have agreed that we will honor no more than three coupons at each Chapter Meeting.

    6. Old Business
  6. Computer Upgrade. Deb reported that Joshua Richardson will send her a full report by the end of the week (he’s been really busy with Bayline). Working closely with Deb on hardware and software choices, Joshua will produce a new cost proposal. We agreed that since we have approved the concept of this purchase, we will review the specifics via email and vote virtually on this expenditure. This should all happen within a few weeks.

    7. On a related note (the electronic-only Bayline) Tamara brought up the problem of insuring that chapter members who don’t have email will have the opportunity to let us know if they wish to receive the Bayline in print. To that end, Tamara will harvest from the Directory the names of those who don’t have e-mail. We will send them a postcard about the switch to the electronic Bayline, for which Beth will edit the copy (from the Bayline article). An initial set of postcards will be sent in the beginning of December, and another set will be sent in mid-January. Everyone else will be notified via the Bayline and the Reflector

  7. Finance Update. Jeffery continued the discussion, opened at the September 11 Finance Meeting, about changing our budgeting calendar from a fiscal year (July 1-June 30) to a calendar year (January 1-December 31) to conform with Headquarters. Jeffery feels that we should shift to the calendar year. Tamara suggested that Jeffery discuss such a transition with Scott Smiley at Headquarters and then report back to the Executive Board. Should this change occur, committee chairs will do budgets for the extra six months period this year.

    8.  

    New Business

  8. Robert Burke, Fundraising, advised us this morning that he had received a check for $800 from Tony Saadat at EOS International in honor of Marlene Vogelsang’s Professional Achievement Award. Robert proposes using part of this money to underwrite the Professional Achievement Program (which costs $250) and the rest for dinner meeting sponsorship. This proposal was approved. Maggie will be purchasing the award and will write the bio and Beth will present the award. Tony will be given three minutes to speak at the November 18 dinner meeting. Program and Hospitality need to know about the sponsorship presentation. Robert needs to communicate the time limit to Tony as well.
  9. Brief Committee Reports and Discussion.
    1. Academic Relations. Unable to reach Camille Reynolds prior to the meeting, Barbara had little to report, except that by all accounts Camille Reynolds is doing a great job.
    2. Advertising. Jeffery reported Christine Nay is also doing a great job, having brought in two new advertisers, EOS and EBSCO. She is concerned about the digital format of Bayline and needs to have something to say to advertisers midway through their contracts as the switch occurs. She will keep us informed if there is any negative feedback due to the change to an electronic Bayline.
    3. Archives. Tamara reported that John Gallwey needs a new filing cabinet and wants to know how to proceed. Tamara will find out more information.
    4. Bayline Indexing. Tamara reported that Paul Atwood is working with Michael Sholinbeck to get the electronic files from Terry Dean and they hope to have it all posted by the end of the year.
    5. Directory. Deb reported that Bruce Thomas is still out with knee surgery. He has all the capabilities to print the joint SF/SA directories on demand. The decision was made to wait until January, when we can publicize the Directory with an article in the Bayline that Bruce will write. The February 5 joint meeting is the perfect launch for this project.
    6. Discussion List Administrator. Deb reported that Rose Falanga will be the new administrator. Deb has written up the procedures and will train Rose after Internet Librarian.
    7. Networking. Bonnie reported that Karin Zilla’s been trying to send things to the listserv as she sees them or hears about them, and trying not to duplicate Ava Goldman’s mighty efforts. Karin will send an announcement about the NOCALL Fall Education Workshop to be held on Nov. 12th.
    8. Nominating. Beth reported that Eris Weaver is very busy. Beth has sent her names for her committee.
    9. Professional Development. Tamara reported that Linda Vida has a program planned for January 15. There will also be something for late April. Tamara will give her Pat Fitzgerald’s name.
    10. Special Projects. Web Redesign. Deb reported that Nick Robinson said that he has a meeting scheduled with Michael Sholinbeck and Rita Evans in a week to discuss the scope of the Web design project. Their first step should be to draft a project description and timeline.
    11. Web. Beth reported that Michael has more time now and is caught up. Our Web site pages have an email address on the bottom and Deb offered to show him how to scramble it to prevent spam.
    12. Credit Card Acceptance. Jeffery reported that Bill Van Niekerken says that credit card use is up. Jeffery is looking at the credit card charges and trying to verify its cost.
    13. Post Office Box. Beth reported Holly Riccio is now checking the box weekly.
  10. The December Executive Board Meeting was set for Thursday, December 4.

The meeting was adjourned at 7:34 pm.

Respectfully submitted,

Bonnie Willdorf

Secretary