WAML Executive Board Meeting
Annual Conference 2015
Meeting Minutes
Sept. 23, 2015
Time: 1:00 pm
Location: ESRI Campus, Redlands CA
Head of Meeting: Chris Thiry
Minute taker: Chrissy Klenke (WAML Secretary)
Attendees
Officers: President – Chris Thiry | Vice President/Pres Elect – Kim Durante | Treasurer – Lisa Lamont | Secretary – Chrissy Klenke (Late) | Past President – Jon Jablonski
Others Present: Katie Lage , Greg Armento, Phil White, Mike Smith, Tom Brittnacher, Dorothy McGarry, Diane Lightwood, Ken Rockwell
Minutes
1. Old Business
a. “Community Manager” (Membership & Subscription managers)
- Greg Armento was/is the subscription manager.
- Kathy Stroud resigned the membership manager last year.
- Duties have transformed/merged due to the new IB
- no need for a subscription manager.
- Due to Kathy’s resignation, Greg has verbally agreed to do the tasks this past year.
- suggestion to eliminate the subscription manager position,
- Duties have transformed/merged due to the new IB
- Jon nominated Greg to be the Membership Manager.
- Greg accepted.
2. New Business
a. Officer Reports
President – Chris
- Advice for future Presidents- “Don’t host the annual meeting and be President at the same time, especially if the location is not local.”
VP – Kim
- Discussion on next year’s meeting time and location
- Possibly Stanford – the Rumsey Library will be complete next year.
- be aware of other conferences, however timing is up to the Host (VP).
- Meetings have evolved into a fall meeting the last 4 years.
Past President – Jon
- Duties of the Past president have evolved in finding the next president.
- Asks for any suggestions on who would be interested.
- Jon would like to take time off of Elected Officials to concentrate and help Tom and Mike on the production side of the IB.
Treasurer – Lisa
- We are Healthy!
- over $18,000 in the budget
- biggest expenses are honoraria and web hosting – no real big expenses
- PayPal has been successful – 2nd year using it for Dues and Annual conference registration
- reasoning to add PayPal duties and responsibilities to be added to Treasure job description
- We are in good standing with all Government and State agencies requiring Taxes
- Only sold 4 books and 4 maps this year.
- suggestions for next year – maybe offer these publications digitally
- available for free?
- Further discussion and revisit of this discussion is necessary
- Treasurer’s manual needs to be updated/recreated
- Honoraria has stayed the same
- may be honoraria changes in the future
Secretary – Chrissy
- Made the agenda based on last years minutes and some documents on the Wiki.
b. Committee Reports
IB Editor’s Report – Tom
- Ist Issue – V. 46.1 Nov 2015 – V 46.3 July 2015
- running smoothly, doesn’t take as much time to physically lay it out, allows more time getting content, more broader diversity of things and content. Took about a year to set up.
- Tom focused on content management production – management software.
- WordPress in a sense it is all done for me – doesn’t allow much control for customization (CSS)
- Only issue noted is displaying tables
- Overall impression – things look good – It is going a lot easier and smoother than expected.
- Stats – *statistics first recorded on 3/30/15; not all visitors/visits are by humans
- Total visits: 12,439
- Total visitors: 3,556
- Total visits to Vol 46 No 1: 140 (over 10 months)
- Total visits to Vol 46 No 2: 542 (over 6 months)
- Total visits to Vol 46 No 3: 318 (over 2 months)
- Total visits to home page: 1,112
- Top ranked articles:
- Total visits to “Weeding the map collection” (V42 N2): 291
- Total visits to “Map index to the LC G schedule” (V42 N3): 251
- Total visits since release of V46 N3: 1,440 visitors (2 months)
- Total visits after release of V46 N2 up to release of V46 N3: 2,116 visitors (4 months)
- Total visits to “Mapping time…” book review (V42 N1): 251
- Tom – Indexing (internal) to the IB – Indexing in Databases
- Ken will address internal indexing
- Database indexing – as soon as we went digital, indexing in databases stopped
- Tom wonders if anyone knows if WAML asked databases to index the IB.
- We can create a DOI for the articles
- Positives – DOI it is a permanent link to the article. A way to make all WAML content more accessible; enhance the content – allow authors for citing.
- Things to consider – does it create more work? not really sure how much time.
- Tom – UCSB has an account, however all DOI’s will have to end in “-sb”. – we have not gotten approval from UCSB yet – it would be free as long as one of us is affiliated with UCSB.
- Future: we could have a WAML account (if no members work at UCSB); we would have to deal with that down the line
- Members only section – there is nothing in there. There is a comments section but for some reason comments are actually SPAM; only 3 comments have been from Members (2 members total)
- Discussion – all content should be available according to the bylaws
- Ask all members at Sounding Board to see what they want.
- Submit all docs for this meeting to IB Editor by by Nov 1st
Publications Advisory Committee (And indexing) – Ken
- Been a quiet year
- approved the funds for the “Master index” and hired an indexer
- Laura Shelley is the indexer. she has incorporated the contents of the indexes for volumes 43 – 45 into the master index (includes volume 1 – 42)
- is the process of finishing # 47 as a compilation and it will be a supplement from a re-issue
- Now the links show the volume and issue number, but in actuality each link will go to the proper article.
- This index is freely available
Web Committee Report – Daniel Brendle-Moczuk (absent)
- WAML’s top level pages and some subpages are now Responsive and viewable on any device.
- need to discuss the importance of converting former old pages.
- Suggests a new page for the website – “Map of the Month” (or quarterly)
- Board agrees it’s a great idea.
- Libraries could contribute with a scanned map from their collection – No larger than 5 – 10 Mb.
- Most important – what to do with the old N & N and former meeting notes web pages.
- Most of these links are pre-2008 and are dead.
- Does it need to be on the Website?
- Consider N&N’s and Meeting summaries are in the IB
- Greg – need to update the URL’s and see how we can rejuvenate the N&N.
- Julie is going to ask Jane about how to best deal with and best practices for the the past notes, news and agendas.
- Can we submit things to the Wayback machine for archiving the old web pages?
- What about old emails?
- Discussion – What to do with the WAML Toolbox page?
- Communication with webpage creator is very limited if at all possible.
- Need to update URL’s
Membership/Subscription Report – Greg Armento
- Everything is up to date
- last year 73 members – gained 20 this year
- last year “non” member paid for registration and got a membership, minor tactics for more members.
- 15 – 17 paid by check, only one wanted a printed ballot, all done by email – most communication is done by work email
- For paypal member payments Lisa needs a “prefered name” and institutional affiliation
- ONLY allow 2 text boxes , paypal is already asks for email – box 1 preferred name and email – Box 2 institution affiliation
- Lisa will do it the next go around
- Default ballot requirements for online purchase membership
- This election was done by Katie – Print ballots were sent – no problems or issues. Electronic seems to be the way to go.
Archivist Report – Julie Sweetkind-Singer (on behalf of Jane Ingalls)
- Hired a San Jose Library student to organize the WAML Archives – Rebecca
- permanently housed in Stanford Archives and Special Collections. – There is a finding aid!
- Index was useful in the organization
- Rebecca loves WAML after working with the collection
- It is complete! (print collection)
- Electronic needs to be tackled
- Jane will continue as Archivist until we find someone else and she can train
- working on the last part – photographs and slides End of Oct will be complete and accessible and can link to on the WAML website and IB
Continuing Education Committee – Jon Jablonski
- 2 webinars this year with MAGIRT, totally doable, like to go with 4 this year, take on the CUAC approach and have gov agencies and other entities do webinars.
Nominating Committee
- Jon & Chris are soliciting for a new president. Anyone interested?
c. WAML 2015 – 2016 Election Results
- Chris Thiry, President
- Kim Durante, VP/President Elect
- Christina Klenke, Secretary
- Lisa Lamont, Treasurer
- Officer Handoffs
- President – Jon → Chris
- VP – Chris → Kim
d. WAML officer Job Descriptions/Duties
- Google Doc- WAML Officer Descriptions suggestions last on email record – suggestions in RED
- WAML Wiki – waml.pbworks.com
- we found the wiki and now have access- had not been accessed since 2008.
- Now can set our own procedures and must be shared with our members on the website
- Has never been on the website but they are on a wiki so they don’t count
- This is a better place for discussion and placement of WAML documents VS other like Google Docs.
- Decision to stick with the Wiki
- Look at the Wiki with the Job Descriptions and a discussion – this is a place we can set up the current officers to have access – President responsibility to make all is updated before the hand off
- Suggestion: a list of all our communication venues and what everything is used for (ie wiki, webpage, etc)
- ie Treasurer laws manual, how-to manuals, reports, etc.
- secretary notes, documentation, etc.
- Website – we have the updated bylaws and they have not been posted
- 2 motions
- move to abolish and Hospitality Committee and Rules and Procedures Committee
- Chrissy 2nds
- Chris – PASS
- Chrissy 2nds
- move to merge the Publications Advisory Committee and the Website Committee
- Discussion because it is all on the website & IB now
- Lisa Seconds
- Chris – Discussion: Ken , Chair of the publications – haven’t had much to do except corresponded with the index person, he agrees
- Chris – PASS
- Motion approved to combine committees but decide on a new name for the committee next year
- Discussion because it is all on the website & IB now
- move to abolish and Hospitality Committee and Rules and Procedures Committee
e. 2016 meeting planning
- Stanford 2016 – Thanks Kim!
- David Rumsey Center should be finished by then.
3. Other Business
- None
Meeting adjourned 2:54 pm