Minutes
WAML Executive Board Meeting
Monday, June 10, 2024
11:00 am – 1:00 pm PDT / 2:00 pm – 4:00 pm EDT
Call meeting to order: 2:03 pm EDT
Officers in attendance:
- Jessica Benner (President)
- Meg Miller (Vice President)
- Kat Strickland (Past President)
- Lena Denis (Secretary)
- Bruce Godfrey (Treasurer)
Absent:
Other attendees: Emilie Ducourneau, sam hidde tripp, Gabriella Evergreen
Approval of minutes from last meeting:
- 2024-05-13 Executive Board Meeting Minutes
- Approved by email May 22, 2024
Officer Reports & Check-In
- Jessica Benner (President)
- Worked on indexer contract, hoping to get it approved and ready for indexer asap
- Conference requests answered over email for Cheyenne and Meg
- Meg Miller (Vice President)
- Conference planning is going well
- Didn’t need to extend CFP because there were a lot, which is great
- Still need to talk to Zoe about archivist stuff for listserv
- Met with Kat and Tom to talk about stolen maps project, will meet again next month, currently working on a letter to send to the membership – will hold off on discussing until next meeting after there’s more background info
- Kat Strickland (Past President)
- Been working on nominations, to be discussed as an item
- Lena Denis (Secretary)
- Cannot continue after this month, need a succession plan
- Bruce Godfrey (Treasurer)
- $790.92 – paid deposit for annual conference private banquet taking place on September 26, 2024 at 5:00pm. Deposit will be applied to remaining balance at the end of the meal.
Actions approved over email by E-Board since May 2024 E-Board meeting
- Contract for indexer to Pilar Wyman
- Final suggestions being made now by Chrissy but everyone else approved it
Appointed Position Reports
- Sarah Zhang (Information Bulletin Editor)
- Ilene Raynes (IB Book and Geospatial Resources Review Editor)
- Georgia Brown (IB Features Editor)
- Confirmed no updates by email
- Nick Beyelia (Membership Manager)
- Mike Smith (New Mapping Editor)
- sam hidde tripp (Social Media Manager)
- Started working on rationale document for each social media platform we use, on track for discussion about that next month
- Facebook access is now resolved
- Zoe Dilles (WAML Archivist)
- Kevin Dyke (Web Administrator)
Updates from task forces, committees, etc.
- Continuing Education (Kat Strickland)
- No updates
- Communications Committee (Georgia Brown)
- See email to list about Map Librarian’s Toolbox Editing Party on 6/13 at 1pm-3pm Central. Registration: https://wisconsin-edu.zoom.us/meeting/register/tJYoc-Ghpz0vGNWS95KspOzRzS9DJgamtN_q
- “It will be a relaxed two hours of co-working together on Zoom to create new entries, update entries, and chat about map and GIS librarianship. Feel free to stay for as little or long as you’d like.”
- Scholarship Committee (Jo-Ann Wong)
- Update from Gabriella: 5 applications received, the review meeting will be on 6/26
Old Business
- Indexer Contract (Jessica)
- Made suggested changes, any further comments?
- Is this negotiable with her? Do we want to use Adobe signature?
- “Please review, let us know if you have questions, otherwise please sign and return it to us within x hours/days”
- Yes to Adobe signature; or print, sign, scan if needed for technical reasons
- Who has access to the index files?
- Board is unsure
- ACTION: Jessica will email Ken, Laura, and Chrissy to see who has the index files and to make sure they get sent along to the candidate
- Changes to membership renewal form (all)
- Any further comments on this?
- Everyone is excited about it, Kevin is currently implementing suggestions
- Jessica will meet with Kevin and Nick about this at the end of the month to start implementing the new form for real
- Any further comments on this?
New Business
- Nominations Committee & Process (Kat)
- Great candidates for VP/Pres./Past-pres
- One has already sent bio and statement of purpose, one is in process, still waiting on the third to answer
- NO candidate for Secretary – any ideas?
- We have a volunteer! Will send Kat a bio and statement of purpose
- ACTION: Lena will set up a transition meeting with Secretary candidate after election is official
- Bruce is still in his term
- Would like to hold elections Friday, June 14th
- Secretary (Lena) runs the election via email with a posted deadline date (no later than the first week of June).
- Secretary counts & notifies the President of the results of the election.
- President (actually Secretary) notifies the newly elected officers, the current Executive Board members and the unsuccessful candidates of the results of the election.
- Secretary notifies the Membership of the results of the election via the Information Bulletin and other appropriate publications of the Association.
- New Board should be ready to start on August 1, 2024.
- No July meeting, it will be up to everyone to get their individual items taken care of over the course of the month – use that time for tying up loose ends and having officer transition meetings
- WAML Transition Checklist
- Great candidates for VP/Pres./Past-pres
- Conference updates? (Meg)
- CFP closed, will get back to people by the end of the month as scheduled
- Still in discussion over whether or not to charge for the virtual symposium
- Also still in discussion over sponsors and how sponsorship will work between in-person and virtual modes
Potential Social Media Announcements
- Conference CFP is closed, thanks for submitting, will hear back by the end of the month
- sam will send out a “call for posts” so people can advertise things
Next Meeting
- WAML Transition Checklist
- Will be in August, not July – favorite date so far is Monday, August 26th, still at 11am Pacific/ 2pm Eastern
Meeting adjourned: 2:56 pm EDT
Minutes submitted by Lena Denis (Secretary).
Approved by the Executive Board by email on June 21, 2024