Executive Board Meeting
December 4, 2003
Littler, Mendelson

650 California Street

San Francisco, CA

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

The meeting was called to order at 6:20 pm

  1. The minutes of October 29, 2003 Executive Board Meeting were approved as submitted.
  2. Program Report. Lauri Flynn reported on the evaluation survey from the November 18 meeting: 49 of the 84 attendees responding quite positively. Lauri wondered whether, and how, we would split a potential loss with San Andreas if the February 5 joint meeting ends in the red, and she will check with the SA Program Committee on this. No speakers have yet been confirmed for the March 2 dinner meeting, a joint effort with BayNet on the topic of search engines.
  3. Treasurer’s Report. Jeffery Mah reported that we are down only $300 in the period from July to November. Returns from the November 18 dinner meeting, including EOS sponsorship, were excellent. Since credit card receipts from that meeting, estimated at $400, are not in yet we may even be $100 ahead. The bill for the last Bayline mailing, approximately $500, has been paid.
  4. Finance Report. Jeffery reported for Sara O’Keefe. Now that the categories have been conformed, both the Treasurer’s and the Finance Chair’s reports are the same. Jeffery asked if we could have just one report presented by the Treasurer. A discussion ensued about the respective duties of the Treasurer and the Finance Chair. Since the latter collates the annual budget information from committee chairs, it was decided to keep the position for now. Once again, the matter of changing the budget cycle from fiscal to a calendar year was discussed. Tamara thought the only disadvantage to staying on the current fiscal year cycle is the coordination on budget issues between incoming and outgoing chairs. Deb thanked Jeffery for the hard work entering all the data into the Quicken program. Tamara asked how Jeffery was doing with the year-end reports to Headquarters. Jeffery said all goes well now that he can generate reports from Quicken. Jeffery will send an email to the Advisory Council requesting that any outstanding checks or bills be sent to him before the year-end, but he would rather pay for the Bayline computer in January than in December, and Deb agreed. Beth, Tamara and Jeffery will contact the recipients of three outstanding checks and try to bring closure on them. Bank statements are arriving on time.
  5. Announcements. Beth Graham announced that the Nominating Committee has completed two-thirds of its work. We agreed to vote via email on the full slate when it is completed in about a week. Roberto Estevez, with the non-profit consortium, Califa, asked Beth if he could make a presentation at a dinner meeting. The general consensus was that we would offer him 10-15 minutes (including the Q&A) at the March dinner meeting. We will also pursue putting an article about Califa in the Bayline and sending an announcement on the Reflector.

Old Business
  1. Computer Upgrade. Deb Hunt has purchased the new Bayline computer and Josh Richardson is taking it home to assemble. Deb crafted quite a deal; the total came to $1330, for which we also received a free digital camera, free printer, and shipping was only $5. We would like to donate the old CPU. Josh will make the announcement on the Discussion List.
  2. Electronic Bayline. Beth will write a letter to the members who have not given us an email address (about 40 people) advising them of several options to receiving Bayline. Beth will notify the Leadership List (out of headquarters) when the electronic Bayline is available. There has been some negative feedback, and there may be more. We are one of the last chapters to go to an electronic newsletter.
  3. Joint Directory. Beth confirmed that we do not want our directory to be on the Headquarters site because we are not going to sell directories to non-members. Bruce Thomas will have copies of the Joint Directory at the February joint meeting. Deb will check with Josh to have an announcement, in a box, about the Directory in every Bayline. Bruce will also write something for the Reflector.

New Business

  1. Web Redesign. Letterhead and check requests forms (on our local Web site) have been "hidden" in the past. Rita Evans had contacted Beth for direction on whether to continue to keep them hidden. Tamara presented background on the issue. We decided to remove these two documents from the Web site. The President will email these forms to the Advisory Council at the beginning of the year. Additionally, Deb will give Michael the code to scramble email addresses posted on the Web site.
  2. Pooled Fund signature. Jeffery advised that we need to update our list of officers who can withdraw funds from this account. The Pooled Fund is an account we own with other SLA chapters and from which we earn a few hundred dollars in interest each quarter. Deb’s and Beth’s signatures will be good until July, 2004.
  3. Brief Committee Reports and Discussion
  1. Indexing. Tamara reported that Paul Atwood is working with Michael Sholinbeck to post the HTML version of the Bayline index. They have run into some problems but it will all get worked out eventually. John Gallwey will index the remaining issues after this portion of the project has been posted.
  2. Archives. Tamara reported that John Gallwey will get back to Tamara on the filing cabinet.
  3. Professional Development. Tamara reported that Linda Vida is planning a January 15 half-day workshop on the Art of Communication and Negotiation. Bill Fisher and Pat Fitzgerald will present.
  4. Discussion List. Deb reported that Rose has been very busy and has not been administering the list yet. Deb also reported on the snafus with people with Yahoo accounts.
  5. Special Web Project. Deb reported that Nick Robinson’s project group is moving along and looking at designers.
  6. Memberships. Deb reported that membership is at 512, up from about 495.
  7. Advertising. Jeffery reported that Christine Nay has sent out a notice to current advertisers about the move to an electronic Bayline, but has had no responses as yet. She is talking to Josh about providing hot links to the advertisers in the electronic edition.
  8. Fundraising. Jeffery reported that Lauri emailed a vendor’s name (Swets Blackwell) to Robert Burke and Jeffery will follow up with Robert. He will also pass on the name to Christine for advertising.
  9. Credit Card. Jeffery reported that Bill Van Niekerken said that there were 13 credit card payments for the September dinner meeting and 18 in November.
  10. Networking. Bonnie Willdorf reported that Karin Zilla has been forwarding things to the list as she sees fit from other sources.
  11. Academic Relations. Barbara Janis reported that Camille Reynolds emailed her that they had a joint student meeting in the fall with the San Andreas chapter that was well attended (close to 30 turned out) and there was much interest in joining SLA. Membership forms were distributed at the meeting. Camille is in contact with SIMS and will be coordinating a joint career panel/reception in the spring this year with NOCALL and the Medical Librarians group, date to be determined. Camille and Anne Barker, the other member of the committee, are also hoping to plan a student-only event in SF/East/North Bay for the spring similar to the one they held in San Jose in the fall, although depending on the dates of the SIMS reception, they may not be able to do so this year. They are also forwarding meeting announcements to the SJSU listserv and checking with Kristi at SIMS to find out about posting meeting announcements to the SIMS listserv as well.
  12. Tours. Lauri reported that while Sandy Malloy is still planning a joint wine tour with San Andreas in the spring, it might not happen because there’s only one bus. Lauri will check on this.
  13. Hospitality. Lauri reported that the Hospitality Committee is glad to have February off. They are looking for an East Bay venue for the March dinner meeting.
  1. The date for next Executive Board and Advisory Council meeting was set for February 18, place TBA.

The meeting was adjourned at 7:50pm.

Respectfully submitted,

Bonnie Willdorf

Secretary