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Minutes
WAML Executive Board Meeting
August 13, 2020
3:00pm (MST)
Online
Call meeting to order: 303pm PDT
Officers in attendance:
- Matthew Toro (President)
- Evan Thornberry (Vice President)
- Susan Powell (Past President)
- Louise Ratliff (Secretary)
- Bruce Godfrey (Treasurer)
- Approval of Minutes from last meeting
- Minutes of May 22, 2020 (Approved)
- Officer Reports and Check-In
- President (Matthew Toro) – No report.
- Vice President (Evan Thornberry)
- He participated in editing the WAML Toolbox, along with Louise and Susan, under Jon Jablonski’s leadership
- Past President (Susan Powell) – No report.
- Secretary (Louise Ratliff) – No report.
- Treasurer (Bruce Godfrey)
- We will be seeing results of the membership drive soon.
- Actions approved over email by E-Board since May 22, 2020 E-Board meeting:
- BLM statement Approved, and sent to the membership by President Susan Powell.
- Approved Scholarship Committee Recommendations for 2020 meeting.
- Conference Planning for 2020 Virtual Meeting (Matthew)
- Platform
- Amy Work (AW) volunteered to assist in selecting platform.
- Initial evaluations conducted, selection by late August.
- Looking at several platforms (Zoom, Crowdcast, etc.) for cost and functionality.
- Action: Matthew and Amy will select the platform, with a cost of up to $500.
- Program:
- WAML 2020 Conference Program Proposals announced widely; submission deadline: 2020/08/09
- Results:
- 16 submissions
- Two (2) 55-minute presentations
- Five (5) 5-minute “lightning” presentations
- Eight (8) 25-minute presentations
- One (1) 120-minute workshop
- To be added: up to three (3) presentations by scholarship awardees
- Targeted outreach needed
- Action: Susan and Evan will assist in program planning and scheduling
- Consult with presenters about calendars, schedules, etc.
- Finalize program by end of September
- Action: Matthew. Before Aug 17 will send out email to the Board about sponsorship candidates (discussion to continue via email)
- Conference fee: no cost
- Donations for scholarships will be welcomed
- Registration via the platform or Regfox
- Platform
- Appointed Position Reports (via email)
- Business Manager (Melissa Lamont + Susan to follow up)
- Actions on hold for now; digitization technical issues resolved
- Cost of digitizing microfiche
- Confer w/Lisa Lamont about quantity of paper copies of WAML publications
- Discuss Disposition
- Membership Manager (Greg Aremento)
- 60 members have renewed
- 12 honorary and paid lifetime members
- 25 members from last year have not renewed
- Messages and reminders sent to individuals and listserv lists
- Recommendations of the WAML Ad Hoc Membership Review Committee submitted to WAML-EX in mid June. See: /waml-information-bulletin/volume-51-number-3/membership-review-committee-recommendations/
- Action: E-Board to search for a new Membership Manager for next year, with consideration of the recommendations of the Ad Hoc Membership Review Committee.
- Tabled until November meeting: (Bruce and Susan) Review the Membership Ad Hoc Committee recommendations.
- Archivist (Andria Olson)
- All document-like items in the WAML Conferences shared drive have been reorganized and renamed for deposit into the Stanford Digital Repository (SDR).
- The digital collection in SearchWorks will be ready to view next week.
- All images have been downloaded from Flickr, organized, and renamed; they are currently sitting in WAML Conferences > WAML Images.
- Will work next on strategy for image descriptions.
- Developing a strategy with Kim Durante and Evan for archiving the website.
- Archives questions:
- Do we want executive emails archived? No.
- Action: Louise to find the negative decision in past minutes and send documentation to Andrea
- Archives goals:
- Establish a set of standards and guidelines for what to retain, file naming, temporary storage organization, how to notify the archivist of new items, etc.
- Information Bulletin (Chrissy
Klenke)
- The WAML’s Information Bulletin Vol 51 issue 3 was published at the beginning of August and sent to the membership.
- No Book Reviews this issue; books not available due to library closure
- 2020/2021 Editorial Staff and WAML Representatives page updated.
- Goals: find people to submit content
- Vacant IB positions
- Action: Susan: Inform Chrisy that EBoard will review these positions. Consult with her about IB staffing and workflow.
- Webmaster (daniel Brendle-Moczuk)
- Website review led by Evan Thornberry is in process.
- Survey the membership about desired website scope and content
- Review current content
- Provide recommendations
- Usual updates made (officers, committee members, bursary/scholarship updates, etc.
- Matt expressed his strong commitment to have our website updated this year for a more contemporary and professional impact.
- Evan is committed to the process of improving the website infrastructure
- Website review led by Evan Thornberry is in process.
- Social Media Manager (Amy Work)
- Access to FB, Twitter. Working to develop a plan. Currently focused on sharing things of interest. Will focus on promoting the upcoming conference. (AW 8/13)
Meeting adjourned: 4:45 pm
Action Items summary
- Action: Matthew and Amy will select the conference platform, with a cost of up to $500.
- Action: Susan and Evan will assist in program planning and scheduling. Finalize by end of September.
- Action: Matthew. Before Aug 17 will send out email to the Board about sponsorship candidates (discussion to continue via email)
- Action: E-Board to search for new Membership Manager for next year, with consideration of the recommendations of the Ad Hoc Membership Review Committee.
- Action: Louise to find the decision about archiving E-Board emails in past minutes and send the documentation to Andrea.
- Action: Susan: Inform Chrisy that E-Board will review the IB positions. Consult with her about IB staffing and workflow.
- Tabled until November meeting: (Bruce and Susan) Review the Membership Ad Hoc Committee recommendations.
Respectfully submitted,
Louise Ratliff, Secretary
UCLA, Retired