2021-01-28 Executive Board Meeting Minutes

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WAML Executive Board Meeting Minutes  

WAML Executive Board Meeting 
January 28, 2021
9:00 am (PST)
Online via Zoom

Call meeting to order:  9:03 am PST/ 10:03 MST

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

Brief Officer Reports and Check-In

  • President (Matthew Toro) no report
  • Vice President (Evan Thornberry)
    • Establishing a physical address for WAML, such as a PO box
  • Past President (Susan Powell)
    • Scholarships: working on funding model with Phil and Bruce
  • Secretary (Louise Ratliff) no report
  • Treasurer (Bruce Godfrey) 
    • Calendar year numbers: up about $2000 from last year.
    • See PDF previously sent.
    • Savings account possibly could be used with Scholarships

Actions approved over email by E-Board since December 10, 2020 E-Board meeting: 

  • Approved web project plan; 
  • Approved charge to ad hoc committee to review appointed positions and honoraria.

Old Business

  • Web Project (Matt)
    • Action from Dec. 10: Matt will take the lead on this, assisted by Evan and Susan. Completed. Taken over by Evan.
    • Action from Dec. 10: Send out the plan for moving forward to the membership by mid-January. Completed.
    • Have a list of candidates for the group. Completed.
  • Review of appointed positions and honoraria (Susan)
    • The ad hoc committee will submit their report and recommendations by May 15
      • Janet Reyes, Paige Andrew, & Matt Parsons agreed to serve on the committee
  • PO box address for WAML
    • Action: Evan will follow up with Julie Sweetkind-Singer at Stanford about establishing the use of a Stanford P.O. Box for a specific period of time 

New Business

  • Web Advancement Project 2021 (Evan)
    • Emails sent to WAML, Maps-L
    • Web Project Manager
      • No affirmative responses
      • Action: Evan to reach out to another possible person, and also our current webmaster about use of Laughing Squid platform
    • Web Project Working Group
      • Several expressions of interest
    • Discussion
      • Question of prior knowledge of WordPress as a requirement
      • Desire to use a commonly used CMS, for sustainability, as recommended by the ad hoc web review committee; especially because WAML already has some WordPress sites
      • Ask Laughing Squid to spin up a new site for us?
      • WordPress Multi site vs. pages and subpages; no need for a complex site
  • Conduct of Executive Board meetings and communication
    • Should meetings be open to the membership: yes
    • Should draft minutes be sent to them: yes
    • Discussion of who should receive direct invitations to attend, if needed: appointed positions and people on the agenda
    • Secretary will send a reminder one week in advance of a meeting
      • Google form to fill out if there is something to report
    • New web site can facilitate communication
    • The Board set a standing monthly meeting day
      • 4th Thursday of the month 9:00 am Pacific/10:00 am Arizona
        • Feb 25
        • Mar 25 (Evan will preside and host)
        • Apr 22
        • May 27
        • June 24
  • Nominating Committee
    • Action: Susan (Past-Chair) to convene the committee by March 1
    • Send suggestions to Susan for committee members and new officers
  • Date for 2021 Virtual Annual Meeting 
    • Action: Evan will look into a date, probably in Aug/Sept
    • Action:  Evan will send out a call for participation on a conference planning committee, targeting WAML members and 2020 attendees

Appointed Position Reports – no reports received

  • Business Manager (Lisa Lamont)
    • Membership Manager (Greg Armento)
    • Archivist (Andria Olson)
    • Information Bulletin (Chrissy Klenke) 
    • Webmaster (daniel Brendle-Moczuk) 
    • Social Media Manager (Amy Work)

Next Meeting: 

  • 4th Thursday of the month 9:00 am PST
    • Feb 25
    • Mar 25 (Evan will preside and host)
    • Apr 22
    • May 27
    • June 24

Meeting adjourned:  10:30 PST/11:20 MST

Action Items

  • Action: Evan will follow up with Julie Sweetkind-Singer at Stanford about establishing the use of a Stanford P.O. Box for a specific period of time 
  • Action: Evan to reach out to another possible person, and also our current webmaster about use of Laughing Squid platform
  • Action: Susan (Past-Chair) to convene nominating committee by March 1
  • Action: Evan will look into a date for a 2021 virtual Annual Meeting, probably in Aug/Sept
  • Action:  Evan will send out a call for participation on a conference planning committee for 2021, targeting WAML members and 2020 attendees

[Secretary’s NOTE:

As reported by Susan after this meeting, this note is to document an additional action approved via email since the Dec. 10, 2020 board meeting:

Addendum to the Actions approved over email by E-Board since December 10, 2020 E-Board meeting: 

Approved changes to the WAML Policies and Procedures to add the Scholarship Committee charge and composition as a Standing Committee. The Charge was approved by the Executive Board at their Dec. 10, 2020 meeting.]

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