WAML Policies and Procedures

1. WAML Officers

During the transition from one elected officer to the next, the outgoing officer should confer with the incoming regarding the duties of office so as to assure a smooth transfer of tasks and documents.

  • 1.1 President (1-year term of a 3-year rotation)
    • 1.1.a Provides leadership to maintain and to enhance the vitality of the association.
    • 1.1.b Presides over the Executive Board and Business meetings.
    • 1.1.c Working with the Secretary, prepares agendas for membership and executive meetings. Prior to meeting, solicits reports from committees, officers, those with appointed positions, and liaisons.
    • 1.1.d Appoints liaisons/representatives, appointed positions and members of standing committees. Passes along this information to the Information Bulletin editor for inclusion in the next issue.
    • 1.1.e Reports on matters of interest or concern to WAML members via e-mail, the WAML discussion list, or other methods of communication.
    • 1.1.f Keeps in contact with the Executive Board, committee chairs, and others on matters requiring Board recommendations or decisions between meetings by e-mail or other methods of communication.
    • 1.1.g Serves as an overarching liaison with other cartographic organizations and related groups in the field.
    • 1.1.h Responds to issues on mapping and map librarianship on behalf of the WAML membership.
    • 1.1.i Ensures orderly transition between officers, including subscribing officers and appointees to mailing lists and online services.
  • 1.2 Vice President/President Elect (1-year term of a 3-year rotation)
    • 1.2.a Participates in the Executive Board meetings.
    • 1.2.b Assists in conference planning for the current year and works to secure conference sites for future meetings.
    • 1.2.c Advises future meeting hosts with the guidelines and helpful information in the WAML Conference Manual and the Conference Toolkit.
    • 1.2.d Edits the WAML Conference Manual as needed.
    • 1.2.e Responsible for programming of meetings.
    • 1.2.f Recommends liaison/representatives, appointed positions and standing committee appointments to the President.
    • 1.2.g Receives and counts the ballots for the Election of Officers if the Secretary is running for office. Reports the results to the President.
    • 1.2.h Assumes the duties of the President in the President’s absence.
  • 1.3 Past President (1-year term of a 3-year rotation)
    • 1.3.a Participates in Executive Board meetings.
    • 1.3.b Chairs the Nominating Committee for the election of officers.
    • 1.3.c Provides expertise and support to the President to ensure continuity of leadership.
    • 1.3.d The Past President may stay on the Executive Board email list for as long as they would like to stay. They should be consulted once a year when the officers change to see if they want to continue on the email list.
  • 1.4 Secretary (1-year term)
    • 1.4.a Participates in Executive Board meetings.
    • 1.4.b Records minutes of the Executive Board meetings and summarizes these minutes to the membership during the Business meeting.
    • 1.4.c Records the minutes of the Business meeting.
    • 1.4.d Edits both sets of minutes and sends to each officer for further editing before submitting the minutes to the Editor of the Information Bulletin for publication.The minutes should include: Executive Board and Business meeting minutes; a finalized meeting agenda.
    • 1.4.e Executes elections.
    • 1.4.f Responsible for accurate posting and dissemination of by-laws.
    • 1.4.g The Secretary may stay on the Executive Board email list for one year after the end of his/her term.
  • 1.5 Treasurer (3-year term)
    • 1.5.a Participates in the Executive Board meetings.
    • 1.5.b Presents a financial report at each Executive Board meeting and during the Business meeting.
    • 1.5.c Maintains the WAML bank accounts (checking and savings):
      • 1.5.c.1 Balances checkbook and verifies the bank statements.
      • 1.5.c.2 Writes checks and deposits checks.
    • 1.5.d Pays routine bills and fees for the following:
      • 1.5.d.1 Web site hosting.
      • 1.5.d.2 Conference expenses.
      • 1.5.d.3 Gifts for conference hosts, retirees, etc.
      • 1.5.d.4 Honoraria (typically paid in July)
    • 1.5.e Manages PayPal account for membership dues and online account for conference registration.
    • 1.5.f Files appropriate tax forms with the State of California and the United States Internal Revenue Service.
    • 1.5.g The Treasurer may stay on the Executive Board email list for one year after the end of his/her term.
2. Appointed Positions
  • 2.1 General Positions
    • 2.1.a Membership Manager
      • 2.1.a.1 Presents membership report to the Executive Board and at the Business meetings.
      • 2.1.a.2 Maintains the database of member contact information, using appropriate software.
      • 2.1.a.3 Oversees membership-specific communication channels including the WAML listserv.
      • 2.1.a.4 Recruits new members.
      • 2.1.a.5 Manages the annual membership renewal process: sends out first and second notice, deposits checks into the WAML account as necessary.
      • 2.1.a.6 Informs WAML Webmaster of any changes to relevant content on WAML web site.
    • 2.1.b WAML Archivist
      • 2.1.b.1 Collects WAML documents in accordance with the WAML Archive Retention Guidelines and Schedule: https://waml.org/about-waml/archive-retention-guidelines-and-schedule.
      • 2.1.b.2 Provides copies of documents as requested.
      • 2.1.b.3 Organizes the WAML documents and weeds as necessary according to the retention schedule.
      • 2.1.b.4 Reports on archiving issues at the Executive Board and Business meeting.
      • 2.1.b.5 Attends the Executive Board meetings as necessary.
      • 2.1.b.6 Oversees, in collaboration with Stanford librarians, the accessioning of electronic materials to the WAML repository housed at Stanford University.
    • 2.1.c Information Bulletin Editor
      • 2.1.c.1 Responsible for publication of the Information Bulletin (IB), issued three times per year.
      • 2.1.c.2 Solicits submissions of feature articles, photo essays, association business, and selected news and notes for publication in the Information Bulletin.
      • 2.1.c.3 Works with Information Bulletin editorial staff to coordinate timely receipt of respective sections for publication.
      • 2.1.c.4 Determines content of each issue based on submitted items for publication.
      • 2.1.c.5 Responsible for assembling each issue’s content on the IB website.
      • 2.1.c.6 Ensures that all content has been successfully and accurately uploaded to the IB website.
      • 2.1.c.7 Responsible for performing regular maintenance tasks on the IB website, including performing updates as necessary.
    • 2.1.d Book and Geospatial Resources Review Editor
      • 2.1.d.1 Identifies books, atlases, maps, digital mapping projects, and software suitable to be reviewed and requests them from the publishers. Seeks permission to review projects where appropriate.
      • 2.1.d.2 Solicits reviewers and sends them the materials accordingly.
      • 2.1.d.3 Edits the reviews.
      • 2.1.d.4 Sends the edited reviews to the Information Bulletin Editor electronically.
      • 2.1.d.5 Sends thank-you letters and copies of the published reviews to the reviewers and to the publishers that supplied the materials.
    • 2.1.e Features Editor
      • 2.1.e.1 Gathers current information on major map library events, activities (conferences, workshops), employment opportunities, new publications and resources, and updates about people in the organization. This includes features such as an “advice column” (summaries of interesting listserv discussions and/or answering/getting answers to individuals’ questions), interviews with WAML members, spotlights on collections, etc.
      • 2.1.e.2 Solicits input from WAML members via email.
      • 2.1.e.3 Monitors federal, state, and local government web sites for pertinent information to disseminate to members.
      • 2.1.e.4 Monitors email discussion groups (Maps-l, Govdoc-l, and others) to obtain news items of interest.
      • 2.1.e.5 Compiles the News and Notes section of the Information Bulletin and sends the information to the IB Editor for inclusion in the next issue.

2.1.f New Mapping Editor

2.1.f.1 Compiles a list, sorted by state, province, or region, of recently published maps covering areas of Western North America found on publisher and vendor web sites, detected from new records in OCLC, or reported by members.
2.1.f.2 Distributes compiled lists to WAML members on at least a quarterly basis. These lists also appear as regular features in each printed issue of the Information Bulletin.

2.1.g Web Administrator

2.1.g.1 Updates and maintains WAML’s web site: wamlorg.mytestingsite.com, in consultation with the the Web Communications Committee and Executive Board.
2.1.g.2 May delegate maintenance of certain sections of the web site to others (i.e., Map Librarians’ Toolbox).
2.1.g.3 Attends Executive Board meetings as necessary.
2.1.g.4 Maintains the Map Librarians’ Toolbox on the WAML website, including adding and removing content and updating links as necessary.
2.1.g.5 Seeks new and relevant material for inclusion in the toolbox.

2.1.h Social Media Manager

2.1.h.1 Manages WAML’s social media presence via social media platforms relevant to the membership (i.e., Facebook, Twitter, Instagram, etc.).
2.1.h.2 Advertises WAML events and initiative on the platforms.
2.1.h.3 Posts map and GIS related news (i.e., legislation, job opportunities, events) pertinent to the WAML community on the platforms.
2.1.h.4 The Social Media Manager may create WAML accounts on new social media platforms with approval of the Web Communications Committee and Executive Board.

2.1.i Secondary Signatory

2.1.i.1 The Secondary Signatory signs checks in the absence of the Treasurer.
2.1.i.2 The Secondary Signatory is appointed by the President for a three-year term.
2.1.i.3 Beginning July 1, 2018, and every three years going forward, the incoming Vice-President shall be appointed as the secondary signatory.
2.1.i.4 In the event that the incoming Vice-President cannot serve as a signatory, the President shall appoint another WAML member as Secondary Signatory.
2.1.i.5 In the event that the Secondary Signatory resigns or otherwise can no longer serve as signatory, the President shall appoint another WAML member as Secondary Signatory to serve out the three-year term.
If the remaining term is less than six months, no Secondary Signatory shall be appointed until the next election.

2.2 Committee Chairs

2.2.a Continuing Education Committee Chair
2.2.a.1 Executes the charge of the Continuing Education Committee.
2.2.a.2 Organizes professional development and educational events for the WAML membership (i.e., workshops, webinars).
2.2.a.3 Communicates learning opportunities to the WAML membership, including WAML-organized events and other opportunities such as MOOCs or distance learning courses.
2.2.a.4 Facilitates collaboration with other organizations (i.e., MAGIRT, ACMLA) to present co-coordinated learning opportunities.
2.2.a.5 Provides a summary report of the Continuing Education Committee’s activities at Executive Board and Business Meetings.

2.2.b Web Communications Committee Chair

2.2.b.1 Executes the charge of the Web Communications Committee.
2.2.b.2 Leads and coordinates the efforts of the Web Communications Committee.
2.2.b.3 Provides oversight of WAML’s web and social media presence in consultation with the Executive Board.
2.2.b.4 Provides a summary report of the Web Communications Committee’s activities at Executive Board and Business Meetings.

2.2.c Scholarship Committee Chair

2.2.c.1 Executes the charge of the Scholarship Committee.
2.2.c.2 Leads and coordinates the efforts of the Scholarship Committee.
2.2.c.3 Provides a summary report of the Scholarship Committee’s activities at Executive Board and Business Meetings.

2.3 Ad Hoc Appointed Positions

2.3.a WAML Executive Board shall create Ad Hoc Positions as needed to address specific tasks or issues.
2.3.b Terms of all Ad Hoc positions are tied to the conclusion of the task of the position.

2.4 Terms of Appointments

2.4.a Length of Term
2.4.a.1 Unless otherwise noted, the length of term of all appointed positions is indefinite.
2.4.b Vacancies and Appointment Process
2.4.b.1 The Executive Board shall recruit WAML members to fill any Appointed Positions as soon as possible when vacancies arise.
2.4.b.2 The Executive Board is responsible for final decisions regarding potential appointments.
2.4.b.3 The President shall provide a letter to the Appointee confirming the appointment.
2.4.c Resignation and Dismissal
2.4.c.1 Appointees wishing to resign may do so at any time by submitting a letter of resignation to the Executive Board.
2.4.c.2 In the event of unsatisfactory performance of job duties, the Executive Board must consult with the appointee to correct their performance and document these efforts.
If performance fails to improve following consultation with the Executive Board, the Board may relieve an appointee of their position by presenting documented evidence of a sustained period of unsatisfactory or neglectful performance by the appointee (i.e., lack of effort to meet the objectives of the job description).
2.4.d Creation and Elimination of Positions
2.4.d.1 The Executive Board may create or eliminate appointed positions by a majority vote of the officers.

2.5 Honoraria

2.5.a WAML awards honoraria for work done in the previous fiscal year to these positions:
2.5.a.1 Information Bulletin Editor: $650
2.5.a.2 Information Bulletin Features Editor: $350
2.5.a.3 Information Bulletin Book and Geospatial Resources Review Editor: $400
2.5.a.4 Membership Manager: $350
2.5.a.5 Web Administrator: $350
2.5.a.6 Social Media Manager: $350
2.5.a.7 WAML Archivist: $350

3. Elections

Election information is outlined in Section 8 of the Bylaws. Vacancies are discussed in Section 7.5 of the Bylaws. Terms of office for Executive Board positions (Officers) are outlined in Section 7 of the Bylaws.

3.1 Timeline

3.1.a As per the Bylaws, the Nominating Committee shall be formed by March 1.
3.1.b The Chair of the Nominating Committee shall notify the membership of open positions and ask for nominations as soon as possible after formation of the Committee.
3.1.c The Chair of the Nominating Committee shall discuss the slate of candidates and preparations for the election with the President by April 30.
3.1.d The Chair of the Nominating Committee shall get the consent of each nominee and shall submit the slate to the Secretary by May 15.
3.1.e The Chair shall forward the candidates’ biographies and statements of purpose to the Secretary by May 15.
3.1.f The Secretary shall determine the election dates (the range of dates during which electronic ballots may be submitted). The election shall close no later than the first week of June to allow time for the new officers to be notified followed by WAML members to be notified before terms begin on July 1. It is particularly important to allow enough time for the treasurer transition to take place, including the signing of the bank signature card by the new treasurer.

3.2 Ballots

3.2.a Ballots for all elections and for decisions requiring a vote of the membership shall be distributed to all WAML members in good standing.
3.2.b The ballot shall be electronic and use a system that allows for distribution only to WAML members in good standing. Members without an email address (or by request) may receive a paper ballot.
3.2.c The Secretary shall prepare the ballot. In the event that the Secretary is running for office, the President Elect may prepare the ballot instead, as the President Elect will be responsible for counting the ballots in that case.
3.2.d Each nominee shall submit a short biography and statement of purpose to the Chair of the Nominating Committee, which shall be placed on the ballot.
3.2.e The ballot shall allow space for a write-in candidate for each position.
3.2.f The ballot shall include the voting deadline.

3.3 Election results

3.3.a The Secretary (or the Vice President if the Secretary is running) shall notify the President of the results as soon as possible after the election closes.
3.3.b The President shall contact each candidate who ran for office to notify them of the results. The President shall then contact the rest of the Executive Board to announce the results.
3.3.c The Secretary shall then send out an email to the WAML Listserv announcing the winners.
3.3.d The Secretary shall inform the Information Bulletin Editor and the Webmaster of the results to ensure that the information is updated in the IB’s July issue and on the website.

4. Publications

4.1 Information Bulletin

4.1.a The Information Bulletin shall be issued three times a year, in November, March and July.
4.1.b The Information Bulletin Editor shall maintain login username and password for the hosting software, and can add users as they see fit.

4.2 WAML Occasional Papers

4.2.a WAML may publish Occasional Papers on topics pertaining to the profession of Map or GIS Librarianship on an irregular, case-by-case schedule.
4.2.b All Occasional Papers must be approved by the Executive Board.
4.2.c WAML members wishing to publish an Occasional Paper shall submit to the Executive Board a proposal outlining the topic and why such a paper is necessary. The Executive Board shall accept or reject a proposal at its discretion.
4.2.d The WAML Executive Board may also choose to author and publish an Occasional Paper at the behest of the membership.
4.2.e Occasional Papers shall be editorially reviewed by members of the Executive Board prior to publication.
4.2.f Occasional Papers shall be published on an open-access (i.e., freely available) platform.
4.2.g WAML shall hold copyright for all of the occasional papers unless specifically negotiated otherwise with the author(s).

5. Committees

5.1 Standing Committees
5.1.a Standing Committee Establishment, Appointments, Dissolution
5.1.a.1 WAML’s standing committees include: 1) Continuing Education Committee; 2) Web Communications Committee; 3) Nominating Committee; 4) Scholarship Committee.
5.1.a.2 New standing committees may be established by majority vote of the Executive Board to consider matters of the Association that require continuity of attention by the members.
5.1.a.3 Standing committee chairs shall be appointed by the Executive Board.
5.1.a.4 Appointments to the committees shall be made by the chair.
5.1.a.5 Appointments to the committees shall be made in a timely manner.
5.1.a.6 Unless otherwise noted in this document, the length of term of all appointed positions is indefinite.
5.1.a.7 Appointees wishing to resign may do so at any time by submitting a letter of resignation to the Executive Board.
5.1.a.8 The Executive Board, by majority vote, may dissolve or merge standing committees that no longer require continuous attention by the Organization.

5.1.b Continuing Education Committee
5.1.b.1 Charge
5.1.b.1a The Continuing Education Committee’s charge is to schedule and plan educational workshops, webinars, and discussion groups at the WAML meetings.
This work is done in conjunction with the conference host and the vice-president.
The Committee shall work with the Web Communications Committee to create educational materials for distribution and with the Webmaster to add relevant content to the WAML web site. 5.1.b.2 Governance
5.1.b.2a The committee shall submit two reports to the Executive Board during the year, one during the WAML annual meeting and one approximately halfway between WAML meetings.
5.1.b.2b The committee shall submit all financial expenditure proposals or new educational initiatives to the WAML Executive Board for approval.
5.1.b.2c The committee may submit proposed changes to its charge at any time for approval by the Executive Board. The committee may discuss a name change to better reflect its charge. If the committee chooses to modify its name or scope, then it shall submit a request to the Executive Board for approval.

5.1.b.3 Membership
5.1.b.3a Committee shall consist of at least 3 members with one of the members acting as the Chair.
5.1.b.3b The committee may at any time solicit volunteers to join the committee as general members.
5.1.b.3c The Chair shall report any new committee members to the Executive Board so that official rosters may be updated in a timely manner.

5.1.c Web Communications Committee
5.1.c.1 Charge
5.1.c.1a The Web Communications Committee’s charge is to coordinate and strategize the organization’s outreach efforts, member recruitment, and web presence.
The committee shall direct and maintain the organization’s presence on social media, waml.org, and other outlets. This directive also includes technical and content updates to waml.org.

5.1.c.2 Governance
5.1.c.2a The committee shall submit two reports to the Executive Board during the year, one during the WAML annual meeting and one approximately halfway between WAML meetings.
5.1.c.2b The committee shall submit all financial expenditure proposals or major web presence change proposals (such as a different web hosting service or new social media account) to the WAML Executive Board for approval.
5.1.c.2c The committee may submit proposed changes to the charge at any time for approval by the Executive Board. The committee may discuss a name change to better reflect its charge.
If the committee chooses to modify its name or scope, then it shall submit a request to the Executive Board for approval.

5.1.c.3 Membership
5.1.c.3a The committee shall include as ex-officio members the Web Administrator, Information Bulletin Editor, News and Notes Editor, Membership Manager, and Map Librarian’s Toolbox Editor.
5.1.c.3b Other ex-officio committee positions may be created or eliminated by the Committee Chair and members as needed with Executive Board approval.
5.1.c.3c The committee may at any time solicit volunteers to join the committee as general members.
5.1.c.3d The Chair shall report any new committee members to the Executive Board so that official rosters may be updated in a timely manner.

5.1.d Nominating Committee
5.1.d.1 Charge
5.1.d.1a The Nominating Committee is charged with providing a slate of nominees the Secretary for positions to be voted on and shall inform the Executive Board of the slate. 5.1.d.2 Governance
5.1.d.2a The Nominating Committee shall perform its duties according to Section 3 of the Policies and Procedures Manual.
5.1.d.3 Membership
5.1.d.3a The Nominating Committee consists of a rotating membership in accordance with Article 8 of the Bylaws.
5.1.d.3b The President shall appoint three members to the Committee each year by March 1, which includes the Past President as Chair.


5.1.e Scholarship Committee
5.1.e.1 Charge
5.1.e.1a The Scholarship Committee shall administer scholarships for individuals to attend the Annual Meeting and other WAML-affiliated events, including advertising the scholarships to appropriate audiences, reviewing and selecting applicants, and securing and administering funding sources for scholarship recipients in collaboration with the Treasurer and Executive Board.
5.1.e.2 Governance
5.1.e.2a The committee shall submit all expenditure proposals including number of recipients and amount(s) of scholarship(s) to the Executive Board prior to advertising scholarships each year.
5.1.e.2b The committee shall submit two reports to the Executive Board during the year, one during the WAML annual meeting and one approximately halfway between WAML meetings.
5.1.e.2c The committee may submit proposed changes to its charge and/or name at any time for approval by the Executive Board.

5.1.e.3 Membership
5.1.e.3a The committee shall consist of at least two standing members who are not the immediate past recipients of the scholarship. One of these standing members shall act as the Chair.
5.1.e.3b Annual meeting scholarship recipients are required to serve on the committee the year after receiving the scholarship. Recipients must serve a minimum of one year on the committee but may remain committee members indefinitely.
5.1.e.3c The Chair shall report any new committee members to the Executive Board and Webmaster so that official rosters may be updated in a timely manner.

5.2. Ad Hoc Committees
5.2.a The WAML Executive Board shall create Ad Hoc Committees (including task forces or working groups) as needed to address specific tasks or issues.
Examples include the WAML Futures Group (established January, 2008), the Ad Hoc Committee on Rules and Procedures (2007-08), and the WAML Scholarship Committee (2017-18).
5.2.b Membership of Ad Hoc Committees shall be appointed by the chair in coordination with the Executive Board.

6. Representatives and Liaisons

6.1 Liaisons
6.1.a WAML shall maintain liaisons to the following organizations:
6.1.a.1 Association of Canadian Map Libraries and Archives (ACMLA)
6.1.a.2 American Library Association – Map and Geospatial Information Round Table (ALA/MAGIRT)
6.1.a.3 National Geospatial Advisory Committee (NGAC)
6.1.a.4 Geoscience Information Society (GSIS)
6.1.a.5 Special Libraries Association – Geography and Map Section (SLA/G&M)
6.1.b These liaisons shall be listed on the WAML web site and in the Information Bulletin.
6.2 Representatives
6.2.a The Executive Board appoints active WAML members to liase with each organization listed in section 6.1.a. These representatives shall be listed on the WAML web site and in the Information Bulletin. 6.3 Duties
6.3.a Attends the meetings of the organization to which assigned.
6.3.b Announces at the organization’s meeting (or submits in writing) the latest activities of WAML to include, but not limited to, information about the next two WAML meetings and latest publications.
6.3.c WAML meetings should be publicized in the other organization’s newsletters (such as Baseline). Announces as appropriate at liaison organizations’ meetings WAML information as needed. Disseminates WAML information as needed on liaison organizations’ listserv or preferred communication platform.
6.3.d Each liaison shall submit a brief report on the activities of their organization at the WAML Business Meeting. Activities to be described include, but are not limited to, meeting dates and new publications. The statement should then be submitted to the WAML Secretary for inclusion in the minutes of the Business meeting. If the liaison is unable to give the report in person, a written report shall be sent to the WAML President at least 5 days before the beginning of the WAML Meeting.

7. Membership

7.1 Membership Rules, Rights, and Eligibility
7.1.a Membership in WAML is open to any individual interested in furthering the purpose of the Association, which is to encourage high standards in every phase of the organization and administration of map and GIS libraries.
7.1.b Membership to WAML is a right afforded only to individuals who have paid the annual membership fees in full.
7.1.c The membership fee shall be set at the discretion of the Executive Board and in consultation with the WAML Membership.
7.1.d Groups, organizations, and vendors are ineligible for membership, but individuals associated with these bodies may purchase a personal membership.
7.1.e Dues-paying WAML members are eligible for reduced conference fees and access to the WAML Membership Email List. 7.2 Membership Categories
7.2.a General members are those individuals paying dues annually.
7.2.b Paid Lifetime Members are those individuals who pay the Lifetime membership fee.
7.2.c Honorary Lifetime Members are those individuals who are so honored by the Membership. Dues are waived for Honorary Lifetime Members.
7.2.d All membership categories represent a personal membership.
7.3 Membership List
7.3.a Maintaining an accurate membership list, with addresses and emails, is the responsibility of the Membership Manager.
7.3.b Participating in the WAML Membership email list is a privilege of membership.
7.3.c The WAML Membership list shall not be sold to publishers or vendors.
7.3.d WAML members associated with a vendor may announce cartographic information publications or products to the membership list.
7.3.e The WAML Membership Manager shall submit an updated Membership List to the WAML Archivist on an annual basis.

8. Annual Meetings

8.1 Executive Board meeting
8.1.a. Agenda
8.1.a.1 The President shall create the agenda for the Executive Board Meeting. Issues to be brought before the Board for consideration shall be submitted to the President 30 days prior to the meeting. This information is to be distributed to the Board prior to the meeting. 8.1.b. Reports
8.1.b.1. Oral reports from committees shall be limited to ten minutes each, unless prior arrangements are made with the President. A more detailed written report may be distributed at the Board meeting.
8.1.b.2. Committee chairs shall submit written annual reports to the Secretary for inclusion in the minutes of the Executive Board.
8.1.c. Motions from members other than the Executive Board
8.1.c.1. Motions presented by members for vote of the Executive Board shall be provided to the Secretary in writing.
8.1.d. Minutes
8.1.d.1. Draft Minutes shall be distributed to members of the Executive Board and committee chairs within 30 days of each meeting.
8.1.d.2. Minutes may be approved via email vote if no in-person or conference call meeting is held within a reasonable amount of time.
8.1.d.3. Minutes of the Executive Board meetings shall be published in the Information Bulletin. Minutes must be approved by the Executive Board before they are published.

8.2 Business Meeting
8.2.a. The President shall create the agenda, which may include topics discussed at the Executive Board meeting.
8.2.b. The Secretary shall give a concise report of the Executive Board meeting.
8.2.c. The Vice-President shall discuss future meeting locations and plans in progress.
8.2.d. The Liaisons and Representatives shall give a brief report related to their activities with their respective organizations.
8.2.e. New business that concerns the membership shall be discussed.
8.2.f. Presentations of awards to members shall be made during the business meeting.

8.3. Sounding Board
8.3.a. The Sounding Board shall be an “open forum” opportunity for any member to ask a question or make a suggestion or announcement to the other members. It is usually scheduled for 45 minutes to an hour.

8.4 Passing of the Gavel
8.4.a The gavel shall be passed from the outgoing President to the incoming President in front of the membership at the WAML conference held after the most recent election.

9. Communications

9.1 Email lists
9.1.a WAML members listserv
9.1.a.1 Email address: waml@u.washington.edu
9.1.a.2 Includes all WAML members and is a membership privilege.
9.1.a.3 New members are added when the Membership Chair sends the information to the listserv manager.
9.1.a.4 Maintained on the University of Washington system by Matthew Parsons.
9.1.b WAML Executive Board Google Group
9.1.b.1 Email address: wamlex@googlegroups.com
9.1.b.2 Google Group membership includes officers and appointed positions (Archivist, Membership Manager, Social Media Manager, Webmaster, and Chairs of standing committees).
9.1.b.3 The President is responsible for managing Google Group membership and administrative roles/responsibilities. The President should remove past Executives and Appointees from the Google Group upon their resignations or departures.
9.1.b.4 Former WAML Presidents may retain their membership in the Google Group by choice. It is the President’s duty to inquire as to the outgoing Past President’s preference.
9.1.b.5 All Executive Board members are assigned an “Owner” role for the Google Group.
9.1.b.6 Sending and receiving email messages are limited to Google Group members.
9.1.b.7 Forum and message history located at: https://groups.google.com/d/forum/wamlex

9.2 Online Workspaces
9.2.a WAML G Suite for Nonprofits
9.2.a.1 WAML shall maintain a G Suite for Nonprofits account for the purpose of managing WAML’s official documentation.
9.2.a.2 The President shall act as “Administrator” of the G Suite for Nonprofits account using the administrative login. If the President does not wish to serve in this capacity, the Executive Board may appoint another Executive Board member to act as “Administrator”.
9.2.a.3 The Administrator shall share the G Suite for Nonprofits login and password with all current Executive Board members so that any one of them can serve as backup Administrator at any time. The password shall be changed with each new administration.
9.2.a.4 The Administrator shall create G Suite users, groups, and Team Drives in consultation with the Executive Board, and as is relevant for conducting the business of WAML.
9.2.a.5 The Administrator may define the roles and membership of each of these Users, Groups and Team Drives as is relevant for conducting the business of WAML.
9.2.b WAML Executive Board Google Team Drive
9.2.b.1 The Administrator shall maintain a Google Team Drive within the WAML G Suite for Nonprofits account for use by the Executive Board as the official location of agendas, minutes, and other Board business. The Administrator shall act as Manager of the Drive.
9.2.b.2 Access to this drive shall be given to all current Executive Board members, who shall be assigned the Content Manager role.
9.2.b.3 The Secretary shall maintain the organization of the Executive Board Google Team Drive.

9.3 WAML Web Presence
9.3.a The WAML website
9.3.a.1 Located at wamlorg.mytestingsite.com.
9.3.a.2 Maintained by the WAML Webmaster.
9.3.a.3 Oversight provided by the Web Communications Committee and Executive Board.
9.3.b WAML Social Media
9.3.b.1 WAML Social Media outlets are maintained by the Social Media Manager.
9.3.b.2 WAML Facebook page: https://www.facebook.com/Westernassociationofmaplibraries/
9.3.b.3 WAML Twitter: https://twitter.com/wamlrobot
9.3.b.4 WAML FLICKR: http://www.flickr.com/photos/waml/ is used to share photographs of WAML events.

10.1 WAML Logo
10.1.a The WAML Logo can be found online at: https://wamlorg.mytestingsite.com/waml_logo.jpg
10.2 Use of the WAML Name and Logo
10.2.a The name of the Western Association of Map Libraries or of the members in their official capacities shall not be used in any connection with a commercial enterprise.
10.2.b No person or organization(s) may use the name of the Western Association of Map Libraries without prior consent in writing of the WAML President, acting on behalf of the WAML Executive Board. This shall be interpreted to mean that there shall be no endorsement of any particular firm’s equipment, products, events or materials for advertising or other purposes.
10.2.c The WAML logo shall not be used in any connection with a commercial enterprise.

11. Conflict of Interest Policy

11.1 Conflict of Interest

11.1.a All members of the Executive Board of the Western Association of Map Libraries shall avoid conflicts of interest and the appearance of impropriety with respect to Association business.
11.1.b Should instances arise where a conflict may be perceived, any individual who may benefit directly or indirectly from the Association’s disbursement of funds shall abstain from participating in any decisions or deliberations made by the Board regarding the disbursement of funds.

12. Amending the Policies and Procedures

12.1 Amendments

12.1.a Any member of WAML may submit an amendment to the Policies and Procedures to the WAML President for addition to the Executive Board agenda, at least two weeks before a scheduled meeting.
12.1.b In accordance with Bylaw 5.3, all members of the Executive Board shall be consulted about any amendments to the Policies and Procedures.
12.1.c Any amendment to be adopted requires the approval of the majority of Executive Board members.
12.1.d In accordance with Bylaw 9.4, the Executive Board may approve amendments to the Policies and Procedures at any time during the year and immediately implement them upon adoption.
12.1.e In accordance with Bylaws 4.2 and 9.5 and 9.7, the President shall present Policies and Procedures amendments to the WAML members at the next Business Meeting.
12.1.f In accordance with Bylaws 9.6 and 9.7, the Secretary shall contact the webmaster to ensure that amendments to the Policies and Procedures are reflected on the WAML website. The Secretary shall also send an email to the WAML listserv advising the membership of the amendments.