2023-09-19 Executive Meeting Minutes

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Minutes
WAML Executive Board Meeting
Tuesday, September 19, 2023

9:00 am – 11:00 am PDT / 12:00 pm – 2:00 pm EDT

Registration link:

https://jh.zoom.us/meeting/register/tJIldOmupj4oEtGd6hbrmeFtPT-BQH3fzn-4

Call meeting to order: 12:08 pm Eastern

Officers in attendance: 

  • Jessica Benner (President)
  • Meg Miller (Vice President)
  • Kat Strickland (Past President)
  • Lena Denis (Secretary)
  • Bruce Godfrey (Treasurer)

Absent: 

Other attendees: Ken Rockwell, Chrissy Klenke

Approval of minutes from last meeting:

Officer Reports & Check-In

  • Jessica Benner (President)
    • Finalizing some things from the conference including updating the conference manual
    • Will meet with Meg and Cheyenne (along with Evan) this week to talk about conference take-aways
    • Will be gearing up to start on non-conference president duties
  • Meg Miller (Vice President)
    • Repeats about meeting tomorrow
    • Map collection and bulletin position (both in minutes)
  • Kat Strickland (Past President)
    • Kathy Rankin sent notes from the wake and Kat wrangled a picture, will reflect these in the IB
  • Lena Denis (Secretary)
    • Trying to get minutes and invitations sorted, feel free to suggest improved workflows
    • Meg notes invitations go to spam folder
  • Bruce Godfrey (Treasurer)
    • Honoraria checks have gone out from conference, all but 2 cashed

Actions approved over email by E-Board since August 2023 E-Board meeting

  • None to report

Appointed Position Reports

  • Chrissy Klenke (Information Bulletin Editor)
    • WAML IB Editor Vacancy
      • (From Chrissy 9.15.23, email to the Board) I am thrilled to announce that Sarah (Tong) Zhang has agreed to take on as the WAML IB Editor. We had a chat about duties, responsibilities, the google folder and some tips and tricks and she still agreed to take it on! I will co-edit the next issue 55.1 with her. I will also be available for future help if needed. Sarah is the Librarian for Geography, GIS & Maps at Simon Fraser University in Burnaby, British Columbia. She is a WAML Member and was one of the WAML Scholarship recipients for 2018! Sarah will need to be added to the following platforms for the editor duties as soon as possible:
        • Shared Google Folder: WAML IB → ACTION: Meg to share WAML IB Google folder with Sarah
        • WordPress – create an account for editing (please provide the same permission as I have) → ACTION: Jessica to write to Kevin about getting the WordPress account for Sarah
        • Added to the Web Communications Committee
  • Ilene Raynes (IB Book and Geospatial Resources Review Editor)
  • Georgia Brown (IB Features Editor)
  • Nick Beyelia (Membership Manager)
  • Mike Smith (New Mapping Editor)
  • Amy Work (Social Media Manager)
  • Kim Durante (WAML Archivist)
    • Should we change this to Zoe Dilles? I think she officially accepted the role at the conference.
    • ACTION: Kat will email Kim to confirm that Zoe is now the archivist
  • Kevin Dyke (Web Administrator)
  • Ken Rockwell
    • Here at this meeting to discuss the indexer position – made a first attempt but needs to know what the compensation will be and requests a decision on that (this is Chrissy’s current action item)
    • ACTION: Meg will email Chrissy to discuss new indexer compensation → update during meeting, Chrissy will get more fully involved in this once editor offloading is done, and will bring Sarah up to speed on this too
    • Goal to have the compensation info by next meeting so Ken can get a final number for posting

Updates from task forces, committees, etc.

  • Continuing Education (Jon Jablonski)
    • Kat might be interested in taking this on as chair from Jon (who doesn’t want to do this anymore)
  • Communications Committee (Georgia Brown)
    • Sarah will be on this in Chrissy’s place from now on
  • Scholarship Committee (Philip White)
    • Scholarship Committee Chair Vacancy
      • Jo-Ann Wong has agreed to chair next year’s committee
      • She’ll need to be added to the website and given access to Scholarship folder(s) on Google Drive → ACTION: Meg will share Scholarship Committee section(s) of Google Drive with Jo-Ann and get her on the website
      • ACTION: Jessica will connect Phil and Meg so he can confirm what Jo-Ann needs access to as Scholarship Committee Chair

Old Business

  • UCSB-WAML maps (Meg & Kat)
    • Propose that we make this a main topic for October (JB)
    • Kat, Meg, and Tom will debrief about this before that meeting
    • ACTION: Kat will schedule a meeting with Meg and Tom to discuss the map collection before the October Exec Board meeting
  • Remaining appointed position and liaison vacancies (Jessica)
    • Social Media Manager (has a message ever gone out to membership?)
      • Amy never sent a message out the way Chrissy did, since we’d hoped to recruit at the conference
      • ACTION: Kat will ask Amy to draft a social media manager stepping-down with solicitation message to send out to the listserv
      • Becky is willing to do it if we still don’t get anyone
    • National Geospatial Advisory Committee (NGAC)
      • Ryan Mattke is a potential candidate. (Is he a WAML member?) Laura M. mentioned in the Business Meeting that he already does this information sharing for BTAA members.
      • ACTION: Lena will email Ryan Mattke about being a potential WAML-NGAC rep
    • GeoScience Information Society (GSIS) (Chrissy wants to step down)
      • Zoe Dilles is a possible candidate, since she does geology
    • Special Libraries Association – Geography and Map Section (SLA/G&M)
    • NACIS? Should we have a rep for NACIS? → yes, we’ve had one in the past, it would be great to find somebody
      • ACTION: Kat will do some research about NACIS and what a rep would report back to us (it’s October 11-14)
  • ACTION ITEM FOR EVERYONE: brainstorm folks for vacant positions (especially GSIS and Special Libraries) to discuss at October meeting
    • ACTION: Lena will put an action item on next month’s agenda for our ideas about who to put in vacant positions
  • Listserv migration (Meg)
    • ACTION: Meg will poke Evan to connect her with the relevant people who are going to handle the various steps in the listserv migration
  • Policies and Procedures (Jessica)
    • For all that is holy I will have this done by tomorrow. Crossing all appendages.
    • Once Jessica finishes track changes, etc., should the board see it next to approve it? Then the website?
      • Kat confirms just we have to approve it, doesn’t require big votes like bylaws changes do, so after E Board sees it we can put the updated policies and procedures on the website
      • ACTION: Jessica will finish policies and procedures edits and share it with E Board ahead of our next meeting
  • The conference
    • 2023 (Jessica & Bruce)
      • Budgeting
        • Total income and costs: $6831 USD
        • ACTION: Bruce will confirm the costs listed on the spreadsheet and add things like Eventbrite, etc. that he has and wouldn’t be in there so far
        • We overspent by $5.18 on the conference!
      • Update to conference manual
        • To reflect the hybrid additions
      • ACTION: Jessica and Bruce will ask Kevin to clean up the website to show BC as past conferences and put Albuquerque up for next year
    • 2024 (Meg)
      • Discussing logistics with Cheyenne about dates so it doesn’t overlap with other conferences, possibly plan around tourist events like hot air balloon festivals
      • Discussing the possibility of tie-dying conference t-shirts with Gabby!
        • Chrissy has expertise in tie-dying at events and will share with Meg and Gabby 😀

New Business

  • Virtual Workshops for this year? (Kat)
    • Conference workshops:
      • Chris, Janet & Martin (ACMLA?) and Tom & Stephen
    • Wikipedia/Wikimedia Commons/Wikidata for maps (Lena)
    • Meg can promote the ones she’s working on with ACMLA, and we can think about doing joint ACMLA-WAML workshops and invite them to ours
    • Python workshop (Phil)
    • ACTION: Kat will start working on organizing the virtual workshops
  • Membership & Website membership portal (Jessica)
    • Propose we make this a main topic for November (JB)
  • Update on a physical address for WAML – Jessica was going to email Julie about this but Evan asked her to wait until he’s local (his job starts October 16), so he can follow up

Potential Social Media Announcements

  • none

Next Meeting

  • Vacant positions discussion

Meeting adjourned: 12:55 pm Eastern

Minutes submitted by Lena Denis (Secretary).

Approved by the Executive Board by email on September 25, 2023

Action Items

ACTION ITEM FOR EVERYONE: brainstorm folks for vacant positions (especially GSIS and Special Libraries) to discuss at October meeting

Kat

  • ACTION: Kat will request a checklist from Amy for the Social Media Manager position and create template checklists for each of the Appointed Positions. She will look into creating a separate shared drive for appointed positions. Also, mention that we’d like to recruit at the conference.
  • ACTION: Kat will email Kim to confirm that Zoe is now the archivist
  • ACTION: Kat will schedule a meeting with Meg and Tom to discuss the map collection before the October Exec Board meeting
  • ACTION: Kat will ask Amy to draft a social media manager stepping-down with solicitation message to send out to the listserv
  • ACTION: Kat will do some research about NACIS and what a rep would report back to us (it’s October 11-14)
  • ACTION: Kat will start working on organizing the virtual workshops

Jessica

  • ACTION: Jessica to send Chrissy the updated member list for the Communications Committee
  • ACTION: Jessica to write to Kevin about getting the WordPress account for Sarah
  • ACTION: Jessica will connect Phil and Meg so he can confirm what Jo-Ann needs access to as Scholarship Committee Chair
  • ACTION: Jessica will finish policies and procedures edits and share it with E Board ahead of our next meeting
  • ACTION: Jessica and Bruce will ask Kevin to clean up the website to show BC as past conferences and put Albuquerque up for next year

Evan

  • ACTION: Evan will follow up with Tom Brittnacher and request a list of items in the map collection they are holding on behalf of WAML.

Meg

  • ACTION: Meg to share WAML IB Google folder with Sarah
  • ACTION: Meg will email Chrissy to discuss new indexer compensation → update during meeting, Chrissy will get more fully involved in this once editor offloading is done, and will bring Sarah up to speed on this too
  • ACTION: Meg will share Scholarship Committee section(s) of Google Drive with Jo-Ann and get her on the website
  • ACTION: Meg will poke Evan to connect her with the relevant people who are going to handle the various steps in the listserv migration

Chrissy

  • ACTION: Chrissy will update the website to reflect changes in committees
  • ACTION: Chrissy will draft a formal resignation message email for the E Board to review, then send final version out before the conference
  • ACTION: Chrissy will check average rates for this kind of indexing work, how many pages recent issues have been, etc.

Lena

  • ACTION: Lena will email Ryan Mattke about being a potential WAML-NGAC rep
  • ACTION: Lena will put an action item on next month’s agenda for our ideas about who to put in vacant positions

Bruce

  • ACTION: Bruce will correspond with Kim about honoraria for WAML Archivist.
  • ACTION: Bruce will confirm the costs listed on the spreadsheet and add things like Eventbrite, etc. that he has and wouldn’t be in there so far
  • ACTION: Jessica and Bruce will ask Kevin to clean up the website to show BC as past conferences and put Albuquerque up for next year

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