Annual Business Meeting Minutes

DATE: JUNE 6 2002

TIME: 12:00 P.M. (NOON)
PLACE: SHEPPARD, MULLIN
PRESENT:
CURRENT BOARD MEMBERS: TRACEY PARDO, PRESIDENT; SUSHILA SELNESS, VICE-PRESIDENT; SHEILA CORMAN, SECRETARY; OWEN SMITH, TREASURER; MARY GARCIA, PAST PRESIDENT.
INCOMING BOARD MEMBERS: LIZ CARROLL, PRESIDENT; LAUREL MORAN, VICE-PRESIDENT; SHEILA CORMAN, SECRETARY.

1. Introductory Remarks.
Tracey thanked for current Board for their able assistance during the past year. She also thanked Steve Whiteside and Sheppard Mullin for the use of their conference room for the meeting and Lexis for providing the lunch.

2. By-Laws Vote
Tracey announced that the first order of business would be to vote on the proposed change to the Article 3 of the By-Laws, Membership. Julia Gaysunas asked why this needed to be voted upon again since it had been voted upon and defeated at the January meeting. Tracey stated that those present on that day were asked if the by-laws should be voted upon again at the annual meeting. Those there agreed to that and since we had already announced this vote to the membership, we should proceed with it.

The results of the vote were:
38 ballots were cast.
18 people voted to retain the current Article 3
10 were in favor of proposal 2
7 voted for proposal 3.
Two ballots had no markings and one had all three marked.

After the results were announced, Valerie Railey spoke of her concerns about the need to revise the by-laws to make them more functional. She has a list of concerns about the entire by-laws and feels that they should be looked at in their entirety.

3. Announcements.
The following announcements were made:
A. Julie Webster-Matthews of Lexis announced there would be a quarterly Lexis update at University of San Diego on June 19th from 12 noon to 1 pm. The update would cover new Lexis features and products.
B. Jean Willis announced that the First Annual Witkin lecture would be held at the U.S. Grant hotel on June 17th. It is sponsored by the Law Library Justice Foundation and offers one hour of participatory MCLE create.
C. Sushila asked if any new members present would stand and be acknowledged.

4. Committee and Liaison Reports: (Full Reports are attached)
A. AALL Government Relations Committee (Joan Allen-Hart, Liaison)
Joan stated her pleasure to serve as the liaison for SANDALL. She thanked SANDALL for writing a letter opposing AB 2648 about funding for the San Diego County Public Law Library. She was happy to announce that three members were attending the AALL legislative advocacy training in Seattle. The committee was now working for AB 1095 to create a task force to study the conditions of the county law libraries in California.

B. Archives (Margaret McDonald)
The Committee Chair continues to gather and organize SANDALL materials The Archives chair also supplied the Board with a copy of SANDALL's 1998 letter offering to host the 2003 AALL annual meeting.

C. Constitution and By-Laws (Amy Hale Janeke)
Amy reported the main focus of the committee for the 2002/2003 fiscal year was the redrafting of Article 3 of the by-laws. Much research was done in drafting the article revision to reflect our growing number of members. The proposal was presented and voted upon in January. Since there was no consensus, the membership decided to revote at the annual business meeting.
The Committee is now in the process of redrafting Article 10 of the by-laws to allow for voting on by-law revisions by e-mail or fax.

D. Employment Chair (Ellie Slade)
The chair continues to monitor the Internet for available positions and sends the employment openings to the Webmaster and members as they are received.

E. Grants (Jean Willis)
The committee gave one grant to the Joint Institute in San Luis Obispo to Tracy Krumbine and for the first time offered a grant for the AALL Annual Meeting which was awarded to Amy Hale Janeke. The committee encourages members to apply for these grants when they are available.

F. Internet Resources Group (Mary Sexton)
The committee under the leadership of Mary Sexton did an excellent job. Unfortunately, Mary left to take another position mid-year. The search for a new chair continues.

G. Membership (Owen Smith)
Owen reported we now have 99 members. The directory is in the process of being printed and should be available soon.

H. Newsletter (Sheila Corman)
Amy Moberly volunteered to continue as editor of the newsletter. Five issues were published. Ruth Levor has continued as Business Manager. The chair thanked all who contributed and advertised in the newsletter.

I. Nominations Committee (John Adkins)
The committee thanked all the members who agreed to run. Ballots were mailed to members and 57% were returned by the deadline. The chair thanked the other members of the committee for their work.

J. Programs (Sushila Selness)
The Programs Committee had a busy year. The highlights of the year were the Town Hall meeting in August 2002, the Holiday Party in December 2002, the Joint Institute in San Luis Obispo in March 2003, and the Spring Social and Silent Auction in April 2003.

In between, six monthly brown bags were scheduled with an average attendance of 25 members per event. A detailed report listing programs will be filed with the Board and published in the next issue of the SANDALL News.
I want to thank my committee members, Carmen Brigandi, Amy Hale-Janeke, and Ruth Levor, for their invaluable assistance throughout the year. Also, thank you to the California Western School of Law, the City Attorney's Office, San Diego County Public Law Library, Sheppard, Mullin, Thomas Jefferson School of Law, and the University of San Diego, for volunteering to host the various programs and meetings. I also want to thank our speakers, especially SANDALL members, Loren Stamper (for his February brown bag presentation) and Nancy Carter (for her Joint Institute presentation) for sharing their expertise with the rest of us.

Last, but not the least, I want to thank our vendor members. Without their financial sponsorship some of these programs would be unaffordable. Thank you to the West Group for the Holiday Party, the Daily Journal for the Spring Social, and LexisNexis for today's lunch. Many vendors also contributed to the success of the Joint Institute.
Two of our programs made money for the chapter. We collected $966.54 as our share of the Joint Institute proceeds and $561.50 from the sale of silent auction items. The latter will be used to fund grants for professional development programs. Together with NOCALL we sponsored Barbara Bintliff as our AALL VIP visitor at the Joint Institute.
Thank you all for your support, for attending the programs, for donating items for the silent auction and purchasing them. Thank you West, Daily Journal and LexisNexis.
I look forward to working on the committee with Laurel next year. If you are looking for a committee to work on, I recommend the programs committee; it is a lot of fun and you get to meet and work with a lot of great people.

K. Long-Range Planning
Pursuant to the document 'SUMMARY OF RESPONSES TO SANDALL MEMBERSHIP SURVEY, 2002', SANDALL held its First Town Hall Meeting, August 8, 2002 hosted by Thomas Jefferson School of Law. Twenty seven members attended. Four major topics were discussed, as follows. As liaison to the Board, I've also included a brief synopsis of the Board's response to addressing/implementing a number of these issues. All four points are open-ended for next year's Committee and Board to address: By-laws, Hosting AALL annual conference (if supported), finances and publicity.

L. Web site Committee (Carol Hyne)
This year we continued the usual business of keeping Job Opportunity & Events pages up to date & adding new links to resources put forth by the Internet Resources Group. We also kept the Membership Directory page up to date & posted minutes from the Board meetings as they were received.
Internet Resources group head Mary Sexton did an excellent job of link checking and gathering new links for the siglinks page.
Maintaining the SANDALL web site was complicated this year by the difficulties experienced by our web host. At least twice last summer and fall they were hit by hackers and security became a serious issue. New passwords were issued twice - the second time by telephone. A secure FTP client became required for uploading files. It took several weeks to identify and obtain one that would work for us. Then in early April the entire aallnet migrated from Washburn University to a server at AALL headquarters. FTP and SSH file transfer methods were replaced by a web-based transfer system. We had an initial learning curve but it is working smoothly now.

5. Treasurer's Report.
SANDALL's finances are in good order. The treasury balance is $14,739.91.

6. Recognition Certificates for SANDALL Service.
Tracey Pardo presented certificates to outgoing officers and committee chairs.

7. Installation of Officers.
Tracey Pardo swore in the new officers for the year 2003/2004

The meeting was adjourned at 1:00 pm.

Respectfully submitted,

Sheila Corman
Secretary
June 6, 2003