Board Meeting Notes 2017-01-20

Meeting Notes: ANRL’s Jan 20, 2017 Board Meeting
Jan 20, 2017 rap

This board meeting was held at 11:00 AM at the Library at Cypress Cove.

The audio recording of the meeting is available here

  1. Call the meeting to order: Dave Graber

  2. Roll Call
    1. Present at meeting: President: Dave Graber, Vice President: Edward Waller, 2nd Vice President: Lou Cook, Secretary: Bob Proctor, Treasurer: Roe Ostheim
    2. Not present: Director, Ted Hadley
    3. Also present at meeting: Terry Crump, Jim Sweeney, Paul LeValley, Ed Westen, Sue Nathan, JoAn Marchese, Frank Marchese, David Foote, Jim Sweeney, Fred Van Nest, Ed Westen, and Sue Nathan.
  3. Presidents Report: Dave Graber
    Our hard-working volunteers have accomplished a lot of very good things in 2016. We have a new expanded summary area on the web site that makes it easier to see inventories of our many Collections. Mark Silverstein wrote an article in N magazines about our library telling what we have to offer. He did a great job. Our magazine scanning team, headed by Ed Westen, has completed the huge job of scanning all our magazines and are available to be viewed on the patron computer. His report will give more details Our newsletter scanning team, headed by Jim Sweeney, has scanned all our newsletters and are available to be viewed on the patron computer. This was a big project and he did a great Job. We have converted the order our books from alphabetical to Library of Congress Classification (LCC), which is used by most research and academic libraries in the US and some other Countries. Each group is then alphabetized. Lou Cook and Ed Westen headed this up. All the videos have been re-tagged and ordered to make them easier to find. Lou and Sue did this. Dave Foot and Bob Proctor have been working on updating our some of the Job descriptions will vote during todayís meeting . The Operating Manual for Volunteer Librarians is in process of being updated. We now have a research coordinator, Paul LeValley, who has helped to increase the number of researchers using ANRL. He has also created a searchable bibliography, and tables of contents for our magazines which is on the web site and on the Patron computer, He will give more details in his report. Our great team of volunteer librarians have allowed the library to be open 6 days a week. They have helped many people who have come in for information about clubs, people, etc. Our librarians are Terry Crump, Sue Nathan, Paul LeValley and Edward Waller, with substitute librarians Lou Cook, Roger Vonland and Ed Westen, There has been some discussion on where is the library going? One key Item was looking into Putting our digitized material on the internet to share with research people or libraryís. The ANRL board stopped any material going on the internet until a firm understanding of where the big boys are and the courts. Google is spending millions of dollars to develop a working procedure on how to Scan non-copyrighted material and copyrighted material. What I have read is for ANRL to scan our copyrighted material for preservation is within the law. But when you start sharing this material with researchers or other libraryís in its entirety there are potential serious legal implications. For the time being I think we need to watch how the big boys worked this out. One of the judges Judge Chin on the Google Book scanning case made this statement ìhe suggested that this matter would best be dealt with by Congress, rather than the courtsî. As of right now the ìscanned books can be searched through the Google Books search engine, which allows readers to search books for keywords or phrases and read some snippets of text.î Google has spent million on legal cost for this projects.
    A motion was made and passed to accept this report.

  4. V President’s Report: Edward Waller

  5. Secretary’s Report: Bob Proctor
    1. I published the minutes of our last board meeting and published it to the web site along with the audio recording. Look at:–2017–01–20
    2. Normal activity of correspondence and distribution of requests for support with research to our staff and research coordinator.
    3. Note sent to volunteers asking them to comment and update Dave Foote’s Job Descriptions and SOP.
    4. I continued to work with David Foote on the web site update procedure, the SOP and the Job Descriptions page.
    5. I read ANRL’s mail and either act on items that I can address or forward them to someone who can.
    6. Master Password file updated. This is in a Dropbox folder.

    A motion was made and passed to accept this report.

  6. Treasurer’s Report: Roe Ostheim
    As of 01/10/17: Checking $2300.08
    As of 01/10/17: Money Market $20,707.76
    As of 12/31/16: CDs $95,000.00
    Total $118,007.84

Digital Expense for 2016: $2141.82
Digital Actuals which are part of the CDs: $20, 497.75
I will continue sharing the actuals for Digital as this was a big project to get the digitalization of the library and there was a lot of voluntary contributions and some big amounts given. This way we are able to let these contributors know what we are doing with the money.

Income Comparisons 2015 2016 Difference

Books and Magazines: 2361.35 1089.75 1271.60 Membership Income: 3935.00 2145.00 1790.00

Expense Comparisons Office Supplies: 319.64 923.97 604.33

A motion was made and passed to accept this report.

  1. Scanning Committee Report: Ed Westen
    The library’s magazine shelf list shows that there are 11,499 magazines in the collection. All of them, nearly half a million pages have been scanned and processed and are stored in digital format on the library’s computers and hard drives.
    The volunteers who worked so hard over the past five years: Todd Ash, Tom Bergen, Terry Crump, Mark Silverstein, Gail Witherspoon, and Gary Wright scanning; Lou Cook and Ed Westen processing; Dave Graber, Sue Nathan and Roger Vonland helping with sorting and inventory all did a fine job. Edward Waller helped with ‘quality control’ and Roe Ostheim paid the bills. Special thanks to Fred Van Nest who was the original technical founder of the scanning program with purchase recommendations of the scanning machine and cameras. We should all be proud of the achievement. This is the last report of the magazine scanning department.

    A motion was made and passed to accept this report.

  2. Newsletter Committee: Jim Sweeney
    During 2016 we added 600 Newsletters from 53 organizations both from scanning and download from the internet. We currently have 48 active sources.
    Work on the Archived files is now COMPLETE. This effort started in 2011 has been very rewarding. All who worked on it are to be commended especially Ruth Russell and Don Carrico. The Archive contained almost 81,000 files in 1075 folders and 55.3 Gigabytes of data all which have been sorted and processed into .PDF searchable files. These files are available on the Patron computer which now contains 13,901 items.
    A motion was made and passed to accept this report.

  3. Membership: Terry Crump
    A list has been compiled and submitted to Dave Graber of Life Members who should have their names engraved on our display. We hope to have this done as soon as possible.
    I will be contacting these members to find out if they have received their Life Certificates. Bob Proctor continues to assist me in using this database and his help is greatly appreciated. He has added features to the database that will make it easier to keep up with this in the future.
    A motion was made and passed to accept this report.

  4. Newsletter: Lou Cook
    Lou reported that ANRL’s Newsletter is ready for distribution after a minor change to add the names of the newly elected officers.
    A motion was made and passed to accept this report.

  5. Database Report: Bob Proctor
    1. Added “Stop” buttons to many of the buttons used to send Mail to members to prevent accidental sending of mail if button was accidentally clicked.
    2. A motion was made and passed to accept this report.
  6. Tech Committee Report: Bob Proctor
    1. Dropbox Activity:
      1. The 2.5GB Dropbox with UserID: was removed and replaced with the ANRL’s 1TB Dropbox with userID:
      2. File cleanup which involved removal of old files and moving folders around.
    2. Web site Activity: Bob Proctor
      1. ~25 Security updates were installed
      2. New Core modules installed
      3. Numerous file updates installed by the scanning and newsletter teams
      4. Moved big files from SiteGround ftp area to make room for backups
      5. Making plans to move ANRL’s web site from Bob Proctor’s SiteGround Account into an account owned by ANRL. This does not need to be done immediately but it should be done.
      6. Deleted unneeded folders and files to preserve space
      7. Archived MP3 files of old Board Meetings into Dropbox. Size of these is around 2 GB on Oct 07, 2016.
      8. A motion was made and passed to accept this report.
  7. Research Report: Paul LeValley
    1. Since our last meeting, four graduate students from a UCF class came here on a field trip—a definite step up for us. Though some of them found tons of information, only one of them actually used any of it in her paper–on witchcraft. We now have a copy.
      A few days later, a freshman from the same college came on an immersion project. I have reminded him that a copy of his report was promised to us, but not yet received.
    2. The bibliography of scholarly articles in nudist magazines of the 1960s has now been doubled to cover magazines of all dates in our collection. It is posted on our web site, and researchers are using it to focus their search before they get here.
    3. The tables of contents on our web site will soon be doubled, also. But I am not getting feedback on the usefulness of this project. I will probably hold off on doing more until I see evidence that the work is being used.
    4. While I an waiting, I will take on a couple of temporary tasks:
      1. Contacting living nudist leaders about starting and filling Who’s Who folders (for instance, only one of the last nine AANR presidents now have files), and
      2. Updating the map of clubs. These are quick fixes. In neither case am I assuming permanent responsibility for maintaining these projects.
    5. The exchange of surplus magazines with the NEF Research Library is waiting for them to complete their lists. They have spotted items we have that they want, but we don’t yet know what they have to offer in exchange. Their head, Mark Storey, is coming to our library to meet with us the last week in March. Mostly he wants to pick our brains on library management, but he hopes to bring their completed lists with him.
    6. I am scheduled to give a workshop at the Midwinter Naturist Festival on recent progress at the ANRL.

    A motion was made and passed to accept this report.

  8. Old Business
    1. Other Nudist Libraries
      1. Paul LeValley reported that he has worked with Mark Storey in an attempt to merge the collections of ANRL and NEC in Oshkosh, WI.
      2. Bob Proctor reported that he has had recent conversations with Richard Hirst of WNRL in Glen Eden in California. Further conference calls will be held to discuss details.
  9. New Business
    1. Job Descriptions Dave Graber read the updated Job Descriptions (JDs) for the 5 main officers: Pres, VP1, VP2, Sec & Treas. A motion was made and seconded to approve of these JDs. Other JDs will be enhanced and updated and will be voted on at a future meeting of the Board.
    2. Book Scanning Dave Graber announced that a new initiative has been started to scan all of ANRL’s Book collection. This is basically for preservation and it will also be done for research. An offer went out for a volunteer to do the Post Processing. Fred Van Nest expressed interest in this opening.
    3. Nell Wright will be starting scanning of the Club folders in the Filing Cabinets.
    4. Membership income decline was discussed and a new ToDo item was created to think about having a membership drive.
    5. Access to the Dropbox Database was mentioned and a new ToDo item was created to discuss and make recommendations. This will be resolved at or before the next board meeting.
    6. Email Accounts Bob Proctor gave a summary of the three Email accounts of the Library and the purpose of each:
      1. This is for use by the Secretary and the Secretary is to be the only person using this address.
      2. This is for use by the Administrator and as if today, it is Bob Proctor. Bob is to be the only person using this address.
      3. As of today, Jim Sweeney is the only person who should use this address. It is used to collect the Newsletters that Clubs mail in.
    7. Election of Officers The slate of officers had only one candidate for each office. Dave Graber opened the floor for anyone wanting to run for an office and when there was none, he asked for a motion to accept the slate. A motion was made by Fred Van Nest and seconded by Edward Waller. The motion was carried. New officers are:
      1. President: Dave Graber
      2. Vice President: Paul LeValley
      3. 2nd Vice President: Bob Proctor
      4. Secretary: Lou Cook
      5. Treasurer: Roe Ostheim
      6. And our Director (Not an elected officer): Ted Hadley
  10. Meeting adjourned at 11:58 am