Board Meeting Minutes

August 18, 2004

LOCATION: Luce Forward Hamilton & Scripps, 600 West Broadway, Suite 2600

I. Call to order all in attendance: 12:15 pm - Valerie Railey, President; Liz Carroll, Immediate Past President; Judith Lihosit, Vice President; Nanna Frye, Treasurer; Brian Williams, Secretary. Thanks to Luce Forward Hamilton & Scrips (the Firm) for graciously sharing space & dessert.

II. Approval of minutes from SANDALL's June Business Meeting - Minutes of the June Business Meeting were approved via e-mail prior to the Board's convening this day, August 18th , 2004.

III. Treasurer's Report (Attached immediately following transcript of minutes). SANDALL's liability insurance coverage & provider are reviewed briefly. AALL endorses SANDALL's insurance provider; the Treasurer and Board agree that SANDALL's current insurance provider's coverage and services should be retained. The Board is asked to review several sample SANDALL Expenses spread sheet formats. The Board will evaluate these and other sample Expenses Report formats in the future.

IV. Old Business

          A. Bylaws update from the AALL Bylaws Committee (informational) . Bylaws vote in June. AALL approval: David Mao, Chair of AALL By-Laws, gave AALL's official acceptance of SANDALL By-Law changes. Past president will forward the bylaw changes to the Secretary and Carol Hyne.

         B. Pacific Chapter Reception - Final Report (informational). Reception described as a success (financially and otherwise). Several AALL Board Members were in attendance. West generously contributed $4,000 for reception. It is suggested the Reception's leftover monies be rolled over and applied to the next Pacific Chapter reception. Other potential use for funds remaining: George Strait Scholarship donation. Some discussion of rotation for Pacific Chapter Reception Hosting responsibilities ensues. Board concludes that once Reception's outstanding bills have been paid, discussion with Presidents and Past Presidents of Pacific Chapters will commence regarding allocation of balance.

         C. 2006 Joint Institute with SCALL & NOCALL (informational). At the AALL annual meeting in Boston SCALL President, Jennifer Berman,  shared with Valerie Railey, SANDALL president, that SCALL is not in favor of Sacramento as 2006 Institute site. SCALL was happy with the Double Tree hotel and San Diego as Institute site. However, NOCALL has already volunteered to Host the Joint Institute for 2006, with the possible location of Sacramento.

V. New Business

         A. Committee Chair Assignments (informational) - Committee chair assignments have been made for the year.

         B. AALL Annual Meeting Site: Preliminary list of selection cities (informational) - San Diego is on the AALL List of desirable cites for future meetings. Apparently, a survey was conducted by AALL at the Convention in Boston and a significant portion of those queried replied that San Diego was among the most desirable potential AALL destination cities.

         C. Employment Committee request to conduct San Diego Salary Survey ( consent)

Request from E. Slade that the Board give consent to the Employment Committee's development of a salary survey (originally proposed at June Meeting). The Board does consent to Salary Survey, pending determination of survey conditions. 5 in favor; none opposed.

         D. Public Relations Committee creation of publicity items & budget (action)

Discussion of Public Relations Committee Budget: Board is in agreement that the Public Relations Committee needs a budget. A preliminary budget in the amount of $300 is agreed to by all Board members, with the proviso that additional funding may be requested at a later date.

         E. Updating of policies & procedures section of the SANDALL website (action)

The secretary will serve as the board liaison to the web page committee.

SANDALL policies and procedures have not been updated since 1998/1999. The past president indicated an interest in working on a project to review past board minutes for changes that have not been incorporated into the policies and procedures as listed on the SANDALL web page. She will report her findings to the board. The Board will determine which of these policies should be presented to the membership following the "Recording New Policies" procedure.

In addition to this project, the treasurer suggested review of the budget as part of the policies and procedures. It was suggested that the budget be determined each year by the new board at its first meeting. This topic will be included with the review of updating the policies and procedures project.

         F. Student Membership & Dues not in the Bylaws (action)

Because there is no legal authority such as a Bylaw or Board action to authorize student membership fees, the President recommended that the SANDALL Board either formally legitimize or terminate the $10.00 student membership fee.  There ensued discussion regarding student membership fees and discounts that are offered to students to attend SANDALL's educational programs.  There was also discussion about the definition of "student." The Treasurer proposed that SANDALL continue to offer a discounted registration fee to students to attend educational programs and that this procedure be formally added to SANDALL's Policies and Procedures.  Action is directed to the Bylaws Committee to compile definitions of "student" from AALL and AALL Chapters so that a definition can be formulated for purposes of the registration fee discount.  The Board deferred adding such a discounted registration fee provision to SANDALL's Policies and Procedures and discussion of the student membership fee until it receives the Bylaws Committee's report.

         G. Programs committee request to charge a fee to non-SANDALL members for attending brown bags. [ Tabled for future discussion]

Subsequent to email discussion, the Board votes 3 to 1 in favor of charging SCALL members the SANDALL member rate for SANDALL Workshop attendance. All other non-members will be charged $5.00 more than the member price.

VI. Odd Ends

A brief discussion regarding Programs Committee plan to solicit publisher support for Fall Workshop activities.

The Board agrees to an email based discussion of whether SANDALL can (and/or should) charge more in workshop attendance fees to nonmembers.

Other information: The California Supreme Court is scheduled to hold Oral Arguments at USD in December 2004. A tentative date for the next Board meeting is set: Oct. 21, 2004.

Thanks again to Luce Forward for sharing space. The meeting is adjourned, August 18 th , 2004, 1:27 pm

Minutes submitted Wednesday, August 25 th , 2004, With Amendments Friday, November 19, 2004 . Brian Williams, Secretary, SANDALL

SANDALL Treasurer's Report for 8/18/04 (corrected)

As of 8/18/04:

Savings acct = $10,155.29 (interest is posted quarterly)

Checking acct = $6,321.41

Expenses:

1) $303.88 to Charles Dyer, catering expenses for Spring Social

2) $125.00 to Mary K. Craig, deposit for Institute speaker

3) $250.00 to Judith Lihosit, reimbursement for Institute room deposit

TOTAL = $678.88

Deposits:

1) $25.00 on 6/18 for Spring Social auction bid

2) $15.00 on 7/8 for dues

3) $315.00 on 7/30 for dues

4) $210.00 on 8/9 for dues

5) $120.00 on 8/17 for dues

TOTAL = $685.00

Membership Ctte. report for board meeting: