Board Meeting Minutes

OCTOBER 7, 2003

LOCATION: 4th District Court Of Appeals Conference Room
TIME: 12:00 Noon
PRESENT: Liz Carroll, President; Laurel Moran, Vice-President; Sheila Corman, Secretary; Nanna Frye, Treasurer; Tracey Pardo, Past-President. Guest: Jean Willis

The meeting was called to order at 12:03 p.m.

1. MINUTES

The minutes from the August Board meeting were approved with the following changes:

Under Old Business, number 3, section D. The sentence "(Voting procedures for changing the bylaws) rather than returning to Article 3 (Membership)" was removed and replaced by these words added to the previous sentence "electronic and e-mail voting."

Under New Business, section C. Add these words after "coordinate this" "and contact the appropriate AALL entity."

The minutes were approved with the changes.

2. TREASURER'S REPORT

Nanna reported that as of October 6th, there was $11,079.43 in the savings account and $5,127.48 in the checking account at Mission Federal Credit Union.

Checks totaling $1073.46 were written to pay for miscellaneous expenses and the room deposits for the holiday party and the Fall Workshop. Deposits totaled $1255, including a $100 donation for grants.

After deducting the value of outstanding checks, the checking account balance is $4730.15.

Nanna has looked into income tax preparation. We do not have to file with the Franchise tax board and she is looking further into federal taxes. She is still looking for someone to do an audit of our books.

Membership for 2003-2004. 86 members have paid and she has based the cost of our chapter insurance on that number.

3. OLD BUSINESS

1. Letter of thank you for support of AB 1095
   We received a letter thanking us for supporting this bill. Joan Allen-Hart's name was mentioned. Liz will forward a copy to Amy Moberly for inclusion in the newsletter and send the original to Margaret McDonald for the archives.

2. Newsletter printing
   The last newsletter was printed at Kinko's and looks very good. The cost was $187. The Board voted to continue having the newsletter printed at Kinko's after getting other much higher bids.

3. Bylaws
   John Adkins has been appointed chair. Amy Hale Janeke will continue to serve on the committee and her institutional knowledge will be an asset. Leigh Inman will serve as the third member. The committee has begun working on the revision of Article 10 (Bylaws voting). They have checked with AALL about e-mail voting and it complies with AALL requirements. The committee has also checked and it is legal to have e-mail voting in California. John and his committee are working on an explanation of why the chapter wants to make this change and the benefits of the change in voting procedure.

4. Public Relations Committee
   Liz is having a difficult time finding a chair. Pat Bermel, Michelle Schmidt and Brian Williams will serve but do not want to act as chair. The Board give consideration to make it a subcommittee of the Program Committee, but decided not to pursue it at this time. Initially the committee will be asked to design a brochure and write articles about our activities for San Diego Lawyer. Liz will be the board liaison.

5. AALL Chapter Visit
   Liz suggested postpone having the President, Vice President or President-Elect visit us until 2004 when it will coincide with the AALL Centennial Celebration.The Board approved that idea.

6. Pro Bono Legal Research Service
   This project has been postponed. Ruth Levor is on medical leave and will be coordinating the design of the project.

7. Library Liaison Committee
   Valeria Railey and Priscilla Day will serve on this committee and contact library schools with library science programs in the San Diego area. They will coordinate this effort to bring more people into law librarianship. It was suggested we invite students to the Fall Workshop at a reduced rate. The Board approved the idea.

8. Membership Directory
   Nanna has contacted Metropolitan News. They have agreed to print the directory at no cost to us and receive an ad in exchange. They are suggesting listing the officers on the inside front cover. We would also like to include the bylaws. It was suggested that it would nice to have the committees and committee chair name in the directory. Nanna will check to see if that is possible. Tracey asked about the timeline for printing the directory. Nanna said that once the data is received and the cover designed, it should be available within a month.

9. Committees
   1. Internet Committee. Annette Jackson is not sure she will have the time to serve and also questioned whether or not there needs to be this committee since websites are well known.

   2. Long-Range Planning. This was a special committee and the Board voted to disband it because their charge was completed.

   3. Proposed new committees. Liz proposed adding two new committees: Public Relations and Government Relations. The Board approved this proposal.

10. ALA Midwinter
    Phyllis Marion proposed having a reception for law librarians attending this conference. Liz had approached Phyllis about putting something together, but Phyllis is on sabbatical. After a discussion, it was decided to send a message to the listserv to see if law librarians were attending.

11. AALL Spectrum Chapter News
    The secretary has been the contact person for this. The deadline is so far in advance, it has been difficult to get anything into the AALL Spectrum recently. There will be some events for the next deadline for the January issue.

4. New Business

1. Grants. Jean Willis said she thinks there should be a new chair for this committee next year. There will be two grants for the Fall Workshop and two for the SCALL Institute. The question was how many grants will be given for AALL. The Board voted to support two grants for program registration for the AALL Annual Conference.

2. SDCPLL fee increase support. Jean was present on behalf of Charles Dyer, SDCPLL Library Director, to ask for the chapter's support for a filing fee increase. The Board voted to have the chapter President send a letter in support of the increase.

3. Updating of SANDALL committee budgets
   The Board voted to increase budgets for the following committees:
   Grants increase to $1100
   Newsletter increase to $1300
   Program increase to $700
   The Board also voted to change the heading of funds for Tax Preparation to Tax Preparation/Audit.

4. Programs
   Laurel reported she is still working on finalizing the Fall Workshop. There has been some trouble finding speakers at this late date. The topic is "Sailing to New Horizons." The plans for the holiday party at Casa Guadalajara are in place.

5. Docket Clerk Positions on the listserv
   After a discussion, the Board voted to allow docket clerk positions on the listserv only if they also include "library" responsibilities. Liz will contact the chair of the Employment Committee with the decision.

6. AALL Strait Scholarship Fund.
   The chapter has been contacted by AALL about contributing to this fund. The Board voted to send a check for $250 to the Strait Fund.

7. AALL SCALL/NOCALL/SANDALL joint reception in Boston
   It is our chapter's turn to plan it. It will now be called the "Pacific Chapters" reception. West is likely to fund it and Liz will coordinate the planning.

8. SCALL Institute
   The SCALL Institute will be held in San Diego at the Doubletree Club Hotel on Hotel Circle South this coming year. SANDALL members may attend at the SCALL member rate.

9. Odds and Ends
   The Board decided not to be a signatory on the letter Ellie Slade was sending to AALL about the proposal to limit the cities where the annual conference will be held.

The next meeting will be held on Tuesday, December 9th at 12:00 noon at the San Diego County Public Law Library, 1105 Front St., San Diego.

The meeting was adjourned at 1:50 p.m.

Respectfully submitted,

Sheila Corman
Secretary