MINUTES: WNBA National Board Meeting—June 27-29, 2003
Algonquin Hotel, New York City
Friday, June 27, 2003
President Margaret Auer called the meeting to order at 1:20 p.m.
Attendees:
Margaret AuerNational President, Detroit Chapter
Jill TardiffVice President; New York Chapter President
Nancy StewartPast President, Nashville Chapter
Laurie BeckelmanBoston Chapter President
Meg FlandersLos Angeles Chapter President
Amy FreedWashington D.C. Chapter President
Eileen HanningPannell Award Chair, Washington Chapter
Grace HoughtonBinghamton Chapter President
Robin TannerSan Francisco Chapter President
Katharine TurokMembership Chair, New York Chapter
Guests:
Donna McArdleLos Angeles Chapter Treasurer
Victoria DengelNew York Chapter
Gail MarshallNew York Chapter
Simone PreussNew York Chapter
Anne SavareseNew York Chapter
Lori Lynn TurnerNew York Chapter
Carol WienerNew YorkChapter
Gina Cascone Williams New York Chapter
Meg moved, and Nancy seconded, to accept the agenda. Motion approved
Eileen moved, and Nancy seconded, that members of the New York Chapter should have the right to speak. Motion approved.
Margaret thanked the New York Chapter members for hosting the Board and making all the arrangements for the meeting.
CHAPTER REPORTS
BOSTON CHAPTER
Laurie Beckelman reported that it had been a stellar year for the chapter. Membership is up by 30, the highest level since 1996. Events have been well-attended and revenue has outpaced earnings for the first time in years. The biggest problem is recruiting volunteers to plan and implement programs and do marketing. Next year is the chapter’s 50th anniversary, and the chapter is looking for ideas for suitable ways to celebrate.
BINGHAMTON CHAPTER
Grace Houghton reported that when she left for Rome two years earlier, the chapter had 25 members; when she returned, there were just six. The chapter did not have the right combination of members to ensure a healthy organization. She feels that WNBA is a wonderful organization and would like to work to revive the chapter. She is looking for ideas and inspiration.
Binghamtonheld a 40th anniversary celebration, providing a nice display of the history of the chapter including copies of The Bookwoman from the ‘60s.
SAN FRANCISCO CHAPTER
Robin Tanner reported a lack of connection to the national organization, although national news is reported in the chapter newsletter. She notifies members when national members are in San Francisco. Members have gone to the national website now that the local website is up. Recruitment for board members and chapter members continues, with email lists most helpful. Robin became president with no experience and the chapter has gone through four treasurers and a long-distance vice president. She has had to take over membership duties and generally learn on the job. She has put together lists of former members and found them a good source of new members. Finances are tight, and she asked if she could apply for grants. Margaret replied that she could, and also suggested that she look for sponsor members, who could contribute $100 or $200. Robin reported the continuing challenge of members who like to attend social events but do not want to do any work. The chapter has 70 members.
LOS ANGELES CHAPTER
Meg Flanders reported that LA is very much in the rebuilding mode. She was quite discouraged last year, when the group had just 26 members, down from 150 when she joined the board. Although a negative spirit prevailed in the group, she is glad to report that things have turned around. The feeling had been that members were needed to serve the organization. When that changed to the idea that the organization exists to serve the members, and events were planned to interest the members, the spirit of the group became more positive. Forty-five people attended the final meeting of the year. Only two program meetings were planned for the year, one in the spring and one in the fall. Both meetings were interactive: one was a poetry workshop to take advantage of the group’s three published poets; the second was a discussion of reading habits and what people like to read and why. The holiday party was a member-guest event, and many guests joined at the party. The Judy Lopez Award dinner at UCLA drew about 70 people and was most successful.
The chapter needs help in setting up a website and an e-mail network. LA also needs to put out a regular newsletter. Since the Judy Lopez Foundation receives hundreds of books a year from publishers, LA has a built-in fundraising possibility. Sales of these books could raise $400-$500 for the chapter. An agreement with the foundation states that proceeds from such a sale would be split 50-50 between the chapter and the foundation if the chapter helped with the sale. Because of the renewed enthusiasm, it has been relatively easy to fill vacant board positions and locate volunteers.
NASHVILLE CHAPTER
Nancy Stewart deliveredthe report from the Chapter President. Most unexpectedly, chapter membership dropped about 30 members. There does not appear to be any apparent reason given Nashville’s solid basis. The chapter has a healthy treasury, a good place to meet, and networks with other organizations to get name recognition and recruit members. The chapter participates in the Southern Festival of Books and the Athena Award. The chapter provides books to disadvantaged children and also manages a six-week workshop open to the public with a humanities scholar as lecturer. The chapter has received a grant from the Tennessee Humanities Council. Ingram provides books for sale at a holiday event, with those unsold donated to libraries. Nancy reported that it has proved difficult to get leaders to come forward. People seem content to enjoy the social aspects of the chapter and are not interested in its educational mission or in the “national” connection. Nashville hosted the WNBA Award this year, and eight members from outside Nashville were able to attend. The decline in membership and the leadership problem may reflect a lack of freshness in the organization, but it also reflects life in 2003. In general, the chapter is doing well, with a good cash flow over expenses and no problem in fundraising.
NEW YORK CHAPTER
Jill Tardiff reported that the New York chapter is in a rut, but deliberately so. Considering the effects of 9/11, it is not a time when the group can expand or do more. The chapter is now on a common software system—Filemaker—and should be able to publish membership cards to send to members, providing psychological reinforcement for sending in a check. The chapter’s website team launched the chapter website at the same time as the national launch. Since Jill will be national president next year, it was necessary to form a search committee to find a new president for the chapter. They were successful, and Gina Cascone Williams has agreed to be president. The sustained number of people on the NYC board shows commitment. Jill’s goal is to have the board self-sufficient by the time the transition period is up. The chapter now has 165 members, and is starting to build an auxiliary board out of new members. The chapter has a relationship with national, and the chapter is kept informed of national news. The chapter has hosted 10 neighborhood get-togethers, two brunches, and six programs. The membership fees are $45 regular, $75 executive, and $35 student. The chapter asks for donations for refreshments at the beginning of events, and members are donating about $375 a month. They are now averaging 90-160 people at events, with members sponsoring refreshments.
In response to a question about the membership cards, Jill responded that Filemaker has a template for such cards that can be printed out on a laser printer. It was asked whether there was value in having a national membership cards. This was referred to the discussion on the strategic plan.
Jill said that only new members who join after April 1 are members for the following year. Color-coded notices are sent out in September, October, November, and December, with calls starting in December. No one is cut off until April 1. Membership runs from September 1 until August 31.
WASHINGTON CHAPTER
Amy Freed reported that the chapter’s strongest benefits are its programs and publications. They worked hard to improve print publications this year and increased the average size of the newsletter. The May 25 25th anniversary issue was 16 pages. They are building up the membership directory, going further than just listing members by including more descriptive information about WNBA in general and an index by employer. To strengthen ties with national, the directory included a list of past presidents, the current board, and the national board. The newsletter includes a “national notes” section each month. She reported that Washington has had a website for several years, but it is not always current. She will try to include more chapter news on the site, as well as be more regular about sending email notices about upcoming events or items of interest. The literary map of Washington has been useful, bringing in about $15 per month. Washington Book Distributors handles distribution. The goal next year is to be more proactive about informing bookstores about the availability of the map. The person who developed the maps gives programs about it, but does not always mention WNBA since she developed it independently. In response to a question about the accuracy of the map, Amy said that members had verified that each site mentioned still existed. The cost of the map is $8 per unit. Ten thousand have been printed, with the cost shared by the Center for the Book.
Amy reported that the chapter aimed for a monthly program from September to May. This year they had eight. They always have networking brunches to bookend the year. They also do three neighborhood small group get-togethers. The group coordinators communicate by email and can provide lists of potential volunteers. Programs are diverse to reflect the membership: they included a program on the travel memoir, a haiku workshop, and a program about children’s literature. Another program focused on the evolution of a book cover. It was wonderful that Margaret Auer was able to attend the 25th anniversary brunch in May. Past presidents from the ‘80s and ’90s shared impressions of how the chapter has grown. A birthday cake and a champagne toast by Diane Ullius highlighted the event. The chapter did commemorative refrigerator magnets and post-it notes. The magnets were sent out with the membership brochure and cost $200 for 500. Donna McArdle said that she could get wholesale prices for such items through her business and would give a discount to the chapters. The newsletter has a “chapter memories” column to preserve the history of the chapter.
According to Amy, membership recruitment is a weakness and quite haphazard. The membership dues have been changed to a flat fee of $45, instead of a sliding scale based on income. They will have to do a lot of follow-up mailings. At 116, membership is down by nine. Board recruiting has been successful, using small groups to funnel volunteers into leadership positions.
The chapter does support some literacy causes, and has events where members can contribute new or gently used books. The Reading Connection, where Eileen works, gets the books to children in shelters.
DETROIT CHAPTER
Margaret delivered the report from the Chapter President. It was reported the chapter’s new presidentwas Amy Keyzer. Detroit has traditionally been an all-librarian chapter, but efforts were made this year to make contacts with Thomson-Gale, the only major publisher in the area. The efforts have been successful, with a couple of editors and writers joining. Since the new president is a free-lancer with Gale, this should help build membership. The chapter has begun to cosponsor programs with libraries and thus get free space and good attendance by librarians who can meet others from the area. The chapter changed its contribution to charity this year as well. Although it had been supporting Simon House, a shelter for mothers with children with AIDS, it is now supporting the DominicanLiteracyCenter, which is run by retired nuns. The nuns felt that their biggest problem in teaching stemmed from illiterate parents, so they began an adult literacy program when they retired.
Margaret reminded the chapters that they must deliver a review of chapter finances to the national treasurer no later than September 1; reports are a requirement to maintain 501 c status. Instructions may be found, along with a sample review report letter, in the “members only” section of the national website.
PRESIDENT’S REPORT
Margaret distributed a copy of the Contact Us and Officers lists from the national website for corrections and/or additions; a copy of the Listserv addresses were provided with Margaret pointing out that the Listservs may be used to communicate with other chapter presidents and/or treasurers, using the all list would send information to everyone on the Board. She noted that the experience as president this past year had been very rewarding and she had enjoyed working with an excellent executive committee. She has found it difficult to keep the chapter presidents informed but hopes that the executive board will communicate in a timely fashion. She urged chapter presidents to share their successes and questions via the Listserv; the listservs were developed as part of the WNBA communications plan.
She noted that the Dallas Chapter was to have been represented by Pam Lange, who had been prevented by her husband’s serious illness from attending the past year’s meeting was also not able to attend this meeting. Although, if a chapter misses two national meetings, the bylaws state that the chapter should be put on probation, Margaret recommended that the Board not do that this time. The Board concurred.
Margaret noted that the president may appoint all committee chairs except for the chair of the nominating committee. She asked for affirmation of these appointments. Noting the need for continuity in handling WNBA business in an administrative capacity and the need for a permanent address for the IRS, she explained that Susannah Greenberg was the only non-volunteer on the list. Grace Houghton moved that the list of committee chairs as printed in the agenda be approved. Amy Barden seconded the motion. Motion approved unanimously.
VICE-PRESIDENT’S REPORT
Jill Tardiff stated that she had had two assignments: chapter development and the development of a media packet, which would be distributed and discussed on Saturday. She noted a strong possibility of an eastern Pennsylvania group. Pam Burdowski, a freelancer, is working on putting together a minimum of 50 people for a group. A number of small and medium-sized presses are located in the area, as well as editors and writers. She would like to have a party this summer where Jill could address the group. Margaret noted that when the Dallas and Atlanta chapters were formed, national provided $200 help with the initial costs. Jill said that Pam Burdowski was willing to get started without any monetary assistance. Margaret said that the executive committee could decide whether to provide funds.
Amy Barden said that a Washington member had moved to West Virginia and expressed interest in starting a chapter. She will follow up. Jill mentioned possibilities for chapters in Minneapolis and Portland/Seattle. She noted that it took a lot to get a chapter up and going and it was better to do one at a time—start with Pennsylvania and then look at others. Grace said that she had talked with some people in Utah about a chapter and would check on its viability. The media packet will make it easier to promote new chapters and WNBA in general.
PANNELL REPORT
Eileen Hanning said that the Pannell Awards were in honor of Lucile Micheels Pannell, an exemplary book woman and children’s bookseller. The awards are given to two children’s booksellers per year: one a specialty bookseller and one a general bookseller with a children’s section. The awards are given at the children’s book breakfast at Book Expo, a great place for publicity for WNBA, since over 1000 booksellers attend the breakfast. Winners were Dutton’s, in Brentwood, CA ; and Halfway Down the Stairs, in Rochester, MI. Co-sponsor of the award, the Children’s Book Council, displayed information about the awards at their table. A call for nominations appears in the industry press. Since it is an honor to be nominated, a press release goes out with the list of nominees, providing publicity in the local press for small stores. Donna Paz gave the award this year at BookExpo. Art was donated by Henry Cole, a D.C. artist and Peter Sis. Sharon Goldinger had the art framed. Eileen said the assistance from around the country made her job easier. Jill noted that the Children’s Book Council distributed the WNBA brochure at Book Expo also.