LLOPS Executive Board Meeting Minutes 2/26/2014

By , June 10, 2013 3:22 pm

Attendees: Kim Ositis (President), Jennifer Hill (Past President), Philippe Cloutier (Vice President/President Elect), Laurel Evans (Treasurer), Bret Masterson (Secretary), Sarah Griffith (Website Management Special Committee).

Location: Lane Powell

Time: The meeting was called to order by President Kim Ositis at 1:06 p.m.

The minutes of the 10/30/13 and 12/10/13 board meetings were approved by consensus.

The following additional items were discussed:

1. Treasurer’s Report

Laurel presented an update on the chapter’s finances. Most of the chapter’s expenditures since the last Board meeting went to costs associated with the holiday party held in December. Thomson Reuters donated funds which covered the majority of these costs, but the chapter spent $585.58 in addition to Thomson Reuters’ contribution. The Treasurer’s report was approved by consensus.

2. President’s Updates

a. The Membership Committee had hoped to have the chapter directory printed by March; however, committee chair Anna Endter suspects that the committee may not meet this goal. Since the end of the year is fast approaching, Anna has suggested offering a PDF of the current membership roster on the chapter website in lieu of a printed directory. The Board expressed support for this option.

b. The AALL chapter visit has been scheduled for May 28. AALL Secretary and Board Member Deborah Rusin will visit. Philippe will act as her host.

c. Kim will not be able to attend the March chapter meeting

3. Holiday Party Wrap-Up

The 2013 holiday party was well attended and went smoothly. Philippe said that planning and arranging the event required him to do more legwork than he had anticipated; he would suggest that whoever plans the party next year work more closely with Suzanne Wilkes from Thomson Reuters to share some of this work. The Board felt that the honorary memberships awarded at the party were well received. Kim suggested that the Board put out an annual call for nominees for lifetime membership each October, so that any future lifetime members can be honored at the holiday party every year.

4. Recommendations of the Website Management Special Committee

Sarah presented recommendations for software platforms to be used by the LLOPS Membership Committee. Her committee examined several different platforms and felt that two were most appropriate for our size and purposes: Wild Apricot and Membee. None of the platforms they examined provided any sort of easy option for formatting member data to print as a directory, but both Wild Apricot and Membee include most of the other features that we were seeking. After some discussion, the Board determined that Wild Apricot seemed the better option. Wild Apricot charges $25 per month for its least-expensive service tier, which can handle up to 250 members; an annual subscription is available for a 10% discount. Kim suggested that she and Anna should test Wild Apricot for a month at the $25 level to confirm its suitability and determine whether LLOPS might benefit significantly from additional features of the software that are available at the $50/month level. The Board approved a resolution authorizing a one-month subscription to Wild Apricot at the $25 level, with the intention to purchase an annual subscription if it proves suitable for our purposes.

5. Unfinished Business

There was no unfinished business.

6. Additional Business

Philippe suggested that we should update the chapter scrapbook in time for the AALL annual meeting, so that it can be part of our table display in San Antonio. Kim suggested that we might consider a digital option, such as a slide show use of an electronic picture frame. Kim will look for a volunteer to work on an updated scrapbook and will reserve a table for the chapter at the annual meeting that has access to power.

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

Respectfully submitted by Bret Masterson, Secretary.


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