LLOPS Executive Board Meeting Minutes 8/29/2012

By , October 2, 2012 11:50 am

Attendees: Jennifer Hill (President), Crystal Norton (Past President), Kim Ositis (Vice President/President Elect), Stephanie Wilson (Treasurer), Bret Masterson (Secretary). Erin Hoffrance (Chair, Grants Committee) was present during the discussion of the second  item on the agenda below.

Location: Riddell Williams, Seattle, Washington.

Time: The meeting was called to order by President Jennifer Hill at 1:10 p.m.

The following items were discussed:

1. LLOPS Financial Matters

As recommended by the bank and previously approved by the Board, Stephanie closed out the LLOPS certificate of deposit that matured August 28 and moved the funds into the LLOPS checking account. Stephanie also upgraded to a checking account that should result in fewer fees.

2. Grants Committee

On behalf of the Committee, Erin expressed concern about confusion that arose last year regarding grants that were awarded for the Professional Development Workshop. Grantees were given checks to pay for the cost of the workshop, but some grantees mistakenly believed that they did not need to register for the workshop and thus were not charged any fees for attending. The Board agreed that, for future workshops, grantees will not receive a payment but will not be required to register. The Committee will continue to provide payments to grantees for workshops and conferences held by organizations other than LLOPS. Erin also stated that the Committee has been uncertain how much funding to ask for this year, in light of uncertainty as to whether LLOPS will sponsor a professional development workshop in 2013. Jennifer explained that the Board would be considering that issue later in the meeting and that she will update Erin afterwards. The board also discussed why more members have not applied for grants in recent years (the Grants Committee did not spend $800 of its budget last year). It was suggested that we could do more to let members know that they can seek grants for a wide range of conferences and workshops, not just the AALL conference and the professional development workshop.

3. Holiday Party

In past years, the LLOPS holiday party has been fully funded by West/Thomson Reuters. Kim will contact Heather Heen of Thomson Reuters to see if the company is willing to provide sponsorship for this year’s party. If funding is not available from Thomson Reuters, the Board will consider other options for the party, such as seeking funding from another vendor, paying for the party with LLOPS funds, and/or charging a fee to attend. Kim confirmed that we will do another gift card drive this year, and the Board gave her permission to choose a charity and coordinate the donation.

4. Professional Development Workshop

There was a discussion about whether LLOPS should consider shelving or scaling down the workshop in 2013 due to the AALL meeting that will be held in Seattle. Many LLOPS members are helping with local arrangements and are otherwise committed for the year so finding LLOPS committee volunteers may prove difficult. Also, members may be planning to attend AALL and might not be able to attend a LLOPS workshop and the meeting. The Board agreed that LLOPS will not sponsor a full-scale workshop in 2013. Jennifer will ask the Program Committee to instead look for sponsorship and topics for one or two shorter, single-topic programs to be held during the year.

5. Budget Guidelines for 2012-13

The Board chose to increase the budget for the Social Committee to $1000 for this year, in anticipation that having the AALL meeting in Seattle will present additional opportunities for social events. The Grants Committee will be budgeted $2500 this year (roughly the total of what it was allocated the previous year plus the amount it did not spend that year); the Board anticipates that this amount will cover four early-bird registrations for the AALL meeting. The Programs Committee will be allocated $2200. With no money budgeted for a professional development workshop in 2013, the total spending planned for 2012-13 ($5700) matches the amount budgeted for the previous year.

6. AALL Chapter Visitor Program

LLOPS will request a visit from AALL President Jean Wenger this year. Jennifer will make the request and will attempt to schedule the visit for May. Kim volunteered to usher Jean around town when the visit takes place.

7.  LLOPS Mailbox

Although the chapter handbook provides that the President has the duty of picking up mail from the LLOPS post office box, Stephanie has been taking care of this. The Board agreed that she should continue to do so.

8. Corporate Annual Report 

To be filed with the Washington Secretary of State’s office by the President & Treasurer, due in March of 2013.

Adjournment: The meeting was adjourned at 2:00 p.m.

Respectfully submitted by Bret Masterson, Secretary.

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