LLOPS Executive Board Meeting Minutes 4/4/2013

By , June 10, 2013 2:51 pm

Attendees: Jennifer Hill (President), Crystal Norton (Past President), Kim Ositis (Vice President/President Elect), Stephanie Wilson (Treasurer), Bret Masterson (Secretary).

Location: Davis Wright Tremaine, Seattle, Washington.

Time: The meeting was called to order by President Jennifer Hill at 12:30 p.m.

The following items were discussed:

1. Quickbooks for LLOPS Treasurer

LLOPS currently uses Excel for financial records. Stephanie was advised in an AALL Chapter Treasurer training to avoidExcel because files can become corrupted. A survey of other chapters indicated that someuse either Quicken or Quickbooks. (AALL does not offer specific advice about what software to use).Quickbooks seems better suited to non-profits. After discussion, the Board agreed that the web-based version of Quickbooks should be used going forward and authorized Stephanie to arrange for a subscription. Stephanie also provided a financial update, and Jennifer updated the board on applications for grants from LLOPS to attend the annual meeting.

2. AALL Officer Visit

AALL President Jean Wenger will be visiting the chapter next month and will attend our May 29th meeting. Kim will act as Jean’s escort. The board discussed other logistics for the visit, including what spots that Jean may want to visit and plans for a dinner that evening.

3. Newsletter/Blog Committee

Philippe Cloutier has stepped down as chair of the committee and Grace Feldman has agreed to take his place. Philippe has forwarded a suggestion that the Newsletter/Blog Committee or the Board set a policy on the appropriate place for communicating news about happy hours and other social events. He suggests that such items, and other news that is specific to paying members of LLOPS, be excluded from the blog in favor of placement on the LLOPS listserv or on committee pages. Kim thought that she had developed a policy previously that covered this issue; she will see if she can track it down.

4. LLOPS Social Committee Events

There was a discussion about issues that have arisen at recent happy hours sponsored by the Social Committee. On some occasions, some attendees who have left before the end of the evening have either departed without paying for their drinks or have not left enough money to cover taxes and tips, thus forcing members of the Social Committee to cover the shortfall. The Board agreed that members of the committee should not have to be responsible for these costs. Jennifer suggested that, going forward, happy hours should be held primarily at venues that allow separate checks. Kim noted that these sorts of situations are one reason why it would be useful to have a LLOPS credit card. There was some indication that there may not be any additional happy hour events in the near future; in light of this, the Board opted to hold off on taking further action to address this issue.

5. AALL Pacific Chapters Joint Reception

LLOPS this year is in charge of planning the Pacific Chapters Joint Reception, which is held every year during the annual meeting. Jennifer so far has not found anyone willing to provide sponsorship money for the event and is struggling to find a suitable venue that is not too costly. Although the other participating chapters contribute funds towards the event, the host chapter traditionally is responsible for coverage any overage; Jennifer indicated that the overage this year could be quite significant, depending in part on where we choose to stage the reception. The Board agreed that it would be appropriate for LLOPS to spend more than originally anticipated on the event if this would allow for a more desirable venue closer to the conference facilities, given the state of the organization’s finances and the likelihood that many of our members will attend. Jennifer also suggested that we solicit feedback from LLOPS members about whether LLOPS should continue to participate in the joint reception.

6. Other Business

Kim reported that the headshot event held on March 27th proved very popular. There was more demand than available slots, and participants seemed pleased with the quality of their photos.

Jennifer will look into arranging for LLOPS to have a table in the exhibit hall during the annual meeting.

Adjournment: The meeting was adjourned at 1:30 p.m.

Respectfully submitted by Bret Masterson, Secretary.

 

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