PROCEDURES MANUAL OF THE SOUTHWESTERN ASSOCIATION OF LAW LIBRARIES
Last Revision: April 2015 Prior Revisions: August 1998, August 2001 (stylistic), April 2002, March 2003, & March 2014
TABLE OF CONTENTS I. INTRODUCTION II. LIST OF SWALL OFFICERS AND COMMITTEES III. GENERAL PROCEDURES FOR OFFICERS AND COMMITTEE CHAIRS IV. OBLIGATIONS AND PROCEDURES OF A NON-PROFIT CORPORATION A. DUTIES IN MAINTAINING 501(C)(3) STATUS B. DUTIES AS A REGISTERED TEXAS NON-PROFIT CORPORATION V. SPECIFIC DUTIES OF OFFICERS AND COMMITTEE CHAIRS A. OFFICERS 1. President 2. Vice President/President-Elect 3. Secretary 4. Treasurer B. STANDING COMMITTEES General Comment #1 General Comment #2 1. Board of Directors 2. Constitution and Bylaws Committee 3. Finance Committee 4. Grants Committee 5. Legal Information Services to the Public 6. Life Membership and Memorials Committee 7. Local Arrangements Committee 8. Membership Committee 9. Nominations Committee 10. Private Law Libraries Committee 11. Program Committee 12. Public Relations Committee 13. Publications Committee 14. Recruitment Committee 15. State, Court, and County Law Libraries Committee C. SPECIAL COMMITTEES 1. General Guidelines
D. SWALL ARCHIVIST E. AALL LIAISONS 1. Webmaster 2. Public Relations Liaison APPENDICES APPENDIX A AWARDS DETERMINED BY THE BOARD OF DIRECTORS Outstanding Member Award Lifetime Achievement Award William S. Hein Scholarship APPENDIX B SWALL GRANT GUIDELINES, GRANT QUALIFICATIONS AND RECIPIENTS Grant Guidelines Grant Qualifications and Recipients Kate Mara Award Coco-Miller Travel Grant The Marian Boner Award Travel Grants To AALL Special Awards General SWALL Travel Awards Lung Scholarship APPENDIX C LIFE MEMBERSHIP AWARD QUALIFICATIONS AND RECIPIENTS APPENDIX D THE ANNUAL MEETING PROCEDURES Guidelines Site for the annual meeting Meeting Theme Before the meeting Arrangements within the hotel Finances Events on the program Those little extras After the meeting Meeting with the Incoming Local Arrangements Committee SWALL Annual Meetings SWALL Meetings at AALL APPENDIX E SWALL BULLETIN GUIDELINES AND PUBLICATION SCHEDULE Introduction
Acquiring Information Electronic Publication SWALL Bulletin Contents and Printing Schedule APPENDIX F SWALL ARCHIVES Guidelines Attachment I: Deposit Agreement Attachment II: Retention Schedule Policy and Regulations Governing Use of the Archives Archives User Application SWALL Archives Reminder APPENDIX G SWALL OFFICERS, 1958-2015 APPENDIX H REIMBURSEMENT GUIDELINES FOR ANNUAL MEETING PLANNING AND AWARDS Policies Attachment I: Expense Reimbursement Form APPENDIX I THE PRE-CONFERENCE PROGRAM PROCEDURES
This Procedures Manual, prepared by the Special Handbook Committee and approved by the Board of Directors , will assist officers and committees in performing their duties as defined in the Articles of Incorporation and Bylaws of the Southwestern Association of Law Libraries (hereinafter SWALL). Each officer and committee chair shall read the provisions of the Articles of Incorporation and Bylaws as well as the section(s) of the Procedures Manual concerned with the particular office or committee.
A majority of the Board of Directors must approve the Procedures Manual and substantive amendments. The President shall email the link to the current Procedures Manual to each chair. All officers and committee chairs shall update the procedures outlined in their sections of the Procedures Manual and send these updates to the Constitution and Bylaws Committee for inclusion in the next revision of the Procedures Manual. At the end of the term of office, each officer and committee chair shall review files, discard unnecessary papers, transmit any files and the link to the Procedures Manual to the incoming officer or chair, and brief the person on the position. The new officer or chair will then, after reading the old files, turn the files over to the Archivist for processing and filing.
April 2015 and March 2014 Revisions edited by: Wendy Law, Chair Joan Stringfellow Special Handbook Committee April 2015 April 2002 & March 2003 Revisions edited by: Arturo Torres Constitution and Bylaws Committee March 31, 2003
August 2001 Stylistic Revisions by: H. Kumar Percy Publications Chair
August 1998 Revision edited by: Sharon Blackburn, Chair Constitution and Bylaws Committee August 6, 1998
LIST OF SWALL OFFICERS AND COMMITTEES
President Vice President/President-Elect Secretary Treasurer
Constitution and Bylaws Finance Government Law Libraries Grants Legal Information Services to the Public Life Membership and Memorials Local Arrangements Membership Nominations Private Law Libraries Program Public Relations Publications Recruitment C.
Current: Location for Future Meetings Retired: Special Government Relations (2012-14) Special Handbook (2014-15) Special Website Redesign (2012-13) D.
Webmaster Public Relations Committee Chair
GENERAL PROCEDURES FOR OFFICERS AND COMMITTEE CHAIRS
The American Association of Law Libraries (AALL) has chosen to extend its concerns for the development of law librarianship and law librarians through the formation of Chapters; therefore, all activities of Chapters must be consistent with the unified Bylaws and policies of AALL. SWALL is a Chapter of AALL. The officers and committees of the Chapter must comply with the AALL Constitution and Bylaws and SWALL Articles of Incorporation and Bylaws. For further guidance, Chapter officers and committees should follow the ensuing general procedures: The business affairs of the Chapter reside in the hands of responsible people who: A. Attend to office and committee communications promptly and thoroughly throughout the year;
B. Keep current their financial records of income and expense with receipts that involve Chapter activities;
C. Maintain well-organized files that must be passed to each succeeding officer or committee chair and the SWALL Archives;
D. When practical, convene committee meetings as needed. The old committee should meet before the business meeting of the annual meeting. If practicable, the incoming chair should attend. The new committee should meet after the business meeting to plan for the year ahead;
E. Coordinate plans and activities with other Chapter officers and committees with common interests and with related AALL committees, Chapters, or Special Interest Sections; and
F. Prepare accurate and complete reports of committee work and recommendations for the Board of Directors, particularly for presentation at business meetings. A copy of the report must be given to the Archivist for the Chapter files.
OBLIGATIONS AND PROCEDURES OF A NON‐PROFIT CORPORATION Duties in Maintaining 501(C) (3) Status
The Internal Revenue Service has granted 501(c) (3) status as a non-profit corporation to SWALL. All officers and committee chairs should consider that the corporation is dedicated to planning and completing projects that provide education to the public on legal and lawrelated issues. B.
Duties as a Registered Texas Non-Profit Corporation
SWALL is registered with the Texas Secretary of State as a Non-Profit Corporation. SWALL maintains registration by filing reports and fees with the Secretary of State's office. The registered agent, Monica Ortale, in consultation with the SWALL Board of Directors, files these reports. The registered office is the Texas State Law Library.
SPECIFIC DUTIES OF OFFICERS AND COMMITTEE CHAIRS A. OFFICERS 1. President a. The President serves as a member of the Board of Directors presiding at all meetings of the SWALL membership and of the Board of Directors (the Board), and enforces all regulations relating to the administration of the Chapter. b. The President shall be the chief executive officer of SWALL, and subject to the Board’s control, shall have the general charge and supervision of the administration of the Chapter’s affairs and business. The President shall see that all orders and resolutions of the Board are carried into effect. The President shall sign and execute all legal documents and legal instruments in the name of SWALL when authorized to do so by the Board and shall perform such other duties as may be assigned to him/her from time to time by the Board. c. The President shall call meetings other than the annual meeting at the request of the Board of Directors or at the request in writing of at least 25% of the members entitled to vote (Bylaws 4.3). d. The President plans the agenda of the SWALL meeting held during the AALL annual meeting. (Generally, because planning requirements for AALL take place so far in advance, the President has already arranged for a room and meeting time while serving as Vice President/President-Elect). e. The President serves as an ex-officio member of all committees except the Nominations Committee (Bylaws 8.4). f. Presidential duties with respect to Special Committees may be found in part C of this section. g. The President sees to the publication of a roster of officers and committees on the SWALL website and in the first SWALL Bulletin following new appointments. h. The President furnishes each member of the Board with a copy of the proposed agenda prior to each annual meeting. i. The Immediate Past President with assistance of the President sends to the person designated by AALL, before May 1 of each year, the annual report of the Chapter. j. The President serves as the Chapter representative to the Council of Chapter Presidents and attends the Council meeting at the annual AALL meeting. k. The President, on behalf of the SWALL Board of Directors, investigates the purchase or renewal of the Chapter’s liability insurance (see Board of Directors section #9). l. The President carries out all other customary duties of the office, those specified in the Bylaws, AALL Guidelines, or assigned by the AALL Board of Directors. m. The President submits files to the SWALL Archives, according to the Archives guidelines. 2. Vice President/President-Elect
a. In the absence or temporary disability of the President, the Vice President/President-Elect shall discharge the duties of the President and preside at all meetings of the Chapter and the Board of Directors. b. The Vice President serves as a member of the Board of Directors. c. The Vice President chairs the Program Committee for a term to coincide with his/her term as Vice President/President-Elect. For details, see duties listed under Appendix D, "The Annual Meeting Procedures” in this Procedures Manual. d. As Chair of the Program Committee, the Vice President coordinates plans and activities of the annual meeting with the Chair of the Local Arrangements Committee and has charge of the continuing education programs. The Vice President selects the theme for the annual meeting and presides at the opening luncheon. Using the available AALL publications and resources as guidelines, the Vice President also consults the previous annual reports of the Program and Local Arrangements Committees as well as the "The Annual Meeting Procedures" printed in Appendix D of this Procedures Manual. e. The Vice President serves as a member of the Finance Committee (Executive Committee minutes, 3/22/90). f. The Vice President shall appoint the members of all standing committees for a term to coincide with his/her term as President, except as otherwise provided in the Bylaws. In order to increase efficiency and continuity, the Vice President will solicit volunteers for these committees. A committee volunteer form will be posted on the SWALL website or made available via any other equally accessible medium. g. The Vice President commissions and presents a commemorative award to the President (generally a plaque in appreciation of service) at the end of the SWALL annual meeting. h. Because of AALL's need to plan far in advance, the Vice President normally makes arrangements in the fall of his or her term for the SWALL meeting to be held the following summer during the AALL annual meeting. After all, that meeting will occur after the Vice President has become the President. i. The summer after election, the Vice President must attend AALL leadership training and the Council of Chapter Presidents meeting held during the AALL annual meeting. j. The Vice President submits files to the SWALL Archives, according to the Archives guidelines. 3. Secretary a. The Secretary shall have charge of the records and correspondence of the corporation under the direction of the President, and shall be the custodian of the seal of the corporation. b. The Secretary shall act as Secretary of all SWALL Board and membership meetings, recording and transcribing the minutes of these meetings. If a Board meeting is conducted electronically, the Secretary will keep records of all such correspondence for the Board meeting minutes. The Secretary will send copies of these records to the Archives following the established guidelines for the Archives.
c. At least 10 days before the SWALL Bulletin deadline, the Secretary sends copies of the SWALL membership meeting minutes to the SWALL officers, and, after any corrections, to the Editor of the SWALL Bulletin, to the attorney representing SWALL, and to the Archives following the established guidelines for the Archives. The Secretary keeps a copy of the corrected minutes in the SWALL minute book. The Secretary also sends a copy of the corrected minutes to the corporation's attorney in care of Elizabeth Schneider at Plattner, Schneidman, and Schneider, 9141 East Hidden Spur Trail, Scottsdale, AZ 85255. d. Following the SWALL Archives Guidelines (see Appendix F), the Secretary retains correspondence and records files and submits them to the Archives. e. The Secretary writes and files letters of invitation, notification, and appreciation. The President, Vice President, or a Committee Chair may, by mutual agreement, write such correspondence but must see that copies reach the files of the Secretary. f. In the absence of the Secretary at a meeting, the Chair may appoint any person present to act as Secretary of the meeting to read the minutes of the previous meeting and to record the current meeting. g. The Secretary receives notices of proposed amendments to the Constitution (Constitution, Article V. 1), Articles of Incorporation, and Bylaws, and distributes the proposed revisions to the Board. The President may direct the Secretary to conduct any mailings in relation to the proposed changes. h. The Secretary shall discharge such other duties as shall be assigned to him/her by the President or the Board. The Secretary also serves as a member of the Board. i. The Secretary shall be an ex-officio member of the Publications Committee. 4. Treasurer a. The Treasurer maintains an accurate and current record of all financial transactions of the Chapter. b. The Treasurer serves as a member of the Board of Directors. c. The Treasurer chairs the Finance Committee. For details, see the duties listed under Finance Committee in this Procedures Manual. d. Immediately after the new officers take office, the Treasurer will make arrangements for the current President and Vice President to have signature authority to SWALL's bank accounts. e. The Treasurer is responsible for obtaining, completing, recording, and returning all signature cards to the bank with which SWALL has its accounts. f. When collecting money, the Treasurer issues receipts when necessary and deposits the monies in Chapter accounts (e.g., checking or savings). g. The Treasurer disburses monies as authorized by the Board of Directors and keeps receipts and/or documentation of all checks issued. For reimbursement expenses relating to annual meeting expenses and awards, the Treasurer will follow the guidelines set forth in Appendix H of this Procedures Manual. h. The Treasurer submits a report of the accounts and financial condition of SWALL for presentation at the SWALL meeting held during the AALL
annual meeting and gives copies of the report to the Board of Directors prior to that presentation. The Treasurer usually makes enough copies of the report to distribute one or two per table at the meeting. The report covers the transactions of the previous fiscal year, which runs June 1 to May 31. The report appears in the first issue of the SWALL Bulletin published after the AALL annual meeting. i. The Treasurer also makes a formal written interim report for presentation at the SWALL annual meeting, once again giving copies of the report to the Board of Directors prior to that presentation. The Treasurer usually makes enough copies of the report to distribute one or two per table at the meeting. The report covers the transactions of the financial year from June 1 to the annual meeting. The report appears in the SWALL Bulletin. j. When required, the Treasurer fills out appropriate reports and files the fees with the IRS and the Texas Secretary of State's office. The IRS reports and fees must be filed on or before October 15 each year. Normally, however, the Treasurer need not file income tax reports with the IRS unless the Chapter’s annual gross receipts exceed $25,000. Moreover, reports or other filings with the Texas Secretary of State are periodic and only required when requested from that office. k. When necessary, the Treasurer makes copies of all financial reports, tax filings, and other official financial documents and sends them to the corporation's attorney in care of Elizabeth Schneider at Plattner, Schneidman, and Schneider, 9141 East Hidden Spur Trail, Scottsdale, AZ 85255. l. If unable to attend a meeting, the Treasurer must arrange in advance for a replacement Treasurer to distribute and read the financial report. m. Due to the requirements of the Articles of Incorporation, the person acting as Treasurer must reside in Texas. n. Periodically, the Treasurer transfers older financial records to the SWALL Archives. o. The Treasurer shall be an ex-officio member of the Membership Committee. p. Immediately after the new officers take office, the Treasurer will arrange for the current President and Vice President to have signature authority to SWALL's bank accounts. q. The Treasurer is responsible for obtaining, completing, recording, and returning all signature cards to the bank with which SWALL has its accounts. B. STANDING COMMITTEES General Comment #1: In June 1988, the Board of Directors determined that three years is the maximum term one person may serve as chair of the same committee. This restriction applies only to the chair, not to a member of a committee. General Comment #2: Committee chairs and members are encouraged to meet face-to-face at least once during the year. The Committee chairs should schedule a meeting during the SWALL annual meeting (when a specific time is usually set aside - check with the Program Chair
for the actual time) and/or the AALL annual meeting. Chairs should also maintain contact with their committee members throughout the year. 1. Board of Directors Purpose: The Board is the governing board of SWALL and serves as coordinating body and liaison with the AALL. The Board consists of the President, Vice President/President-Elect, Secretary, Treasurer, and the Immediate Past President. a. The Board generally meets before and after the SWALL annual meeting, during the AALL annual meeting, and at other times as necessary. b. The Board receives, considers, and approves recommendations from officers and committee chairs. c. The Board may initiate agenda items, studies, or projects and, after approval of the membership, carry out the planned action. Any change in the Articles of Incorporation or Bylaws and any projects requiring a substantial expenditure of SWALL funds must be approved by the membership. The Board will also need to seek membership approval for committee recommendations affecting the membership as a whole. The Board should also seek approval of actions that could be controversial or divisive. d. The Board, after being furnished with an agenda and financial report, discusses those matters that are to come before the membership at the annual meeting. e. The Board maintains relations with the American Association of Law Libraries. f. The Board approves the charge for and the creation of Special Committees and the appointment of members to Special Committees. g. The Board approves the purpose, number, and amount of grants to be awarded each year. h. The Board selects the site of the meeting upon the invitation of members in the various areas. See Appendix D, "The Annual Meeting Procedures", Guidelines, I. Site for the annual meeting, in this Procedures Manual for more information. i. The Board, with assistance from the President, attends to the renewal of the Chapter liability insurance each year. Annual renewal notice is sent by AALL to the Chapter President. j. The Board verifies that appropriate reports and fees are filed with the IRS and the Texas Secretary of State's office and that copies are sent to the corporation's attorney in care of Elizabeth Schneider at Plattner, Schneidman, and Schneider, 9141 East Hidden Spur Trail, Scottsdale, AZ 85255. k. The Board carries out the business of the association in such a way as to insure continuation of 501(c) (3) status granted by the I.R.S. l. The Board verifies that the minutes and financial reports are sent to the corporation's attorney. m. The Board evaluates and bestows the Outstanding Member and Lifetime Achievement Awards. See Appendix A, "Awards Determined by the Board of Directors" in this Procedures Manual for more information. n. A vacancy shall be declared in any seat on the Board upon the death, resignation, or incapacitating or disabling injury of an officer which renders
the officer incapable of participating in the management and affairs of the corporation for the remaining term of office. o. Replacements for the offices of President, Vice President/President-Elect, Secretary or Treasurer shall be elected by a majority of the remaining members of the Board to serve until a new member is elected by the general membership in a regular election if one is to be held within three months. If a regular election is not scheduled to be held within three months, the vacancy will be filled by holding a special election as set out in Bylaws Article 5.4. p. A replacement for the office of Past President shall be chosen by the remaining members of the Board from among the past presidents of the corporation. The replacement shall be the past president with the most recent experience as a member of the Board, to the extent possible. The replacement shall serve until a new President takes office. 2. Constitution and Bylaws Committee a. The Committee reviews and revises where necessary the SWALL Articles of Incorporation and Bylaws. b. The Committee annually reviews and revises the SWALL Procedures Manual. c. The Committee must submit proposed revisions to the Board of Directors at least 60 days prior to the next business meeting to allow the Board time to consider the proposal and distribute it to the membership. With Board approval of the wording, the proposal should then be submitted to the AALL Constitution and Bylaws Committee to make certain the proposal does not conflict with AALL policy. With AALL's approval, the proposal should preferably appear in the SWALL Bulletin, if the publication schedule permits. Otherwise, the Board will need to notify the membership through a direct mailing. Notification to members must be made 30 days prior to the vote. The President may direct the Secretary and/or the Constitution and Bylaws Chair to conduct the mailing. d. The Committee makes sure that a current version of the Bylaws is posted on the Chapter's website. e. The Chair submits files to the Archives, according to the Archives guidelines. f. The Chair submits any proposed publications to the Publications Committee.
3. Finance Committee a. The Finance Committee is responsible to the Board of Directors for the assessment of SWALL's investment, income, and expenditure picture over the short and long term. The Committee develops, implements, and updates a long-term plan as a continual internal audit device. b. The Committee consists of the chair (the current Treasurer) and four members: the President, Vice President, and two SWALL members who are not currently officers. c. The chair may be asked to prepare and present a preliminary budget for the upcoming year along with the Treasurer's annual report on the past year to the Board of Directors prior to the SWALL annual meeting. d. The Committee arranges and oversees external audits of the Association. e. The Committee advises the Board on the number and amount of grants awarded each year.
The Committee advises the Board on financial matters that may impact the corporation's 501(c)(3) status. g. The Chair submits files to the Archives, according to the Archives guidelines. h. The Chair submits any proposed publications to the Publications Committee.
4. Grants Committee
a. The Grants Committee develops an annual grants plan. This plan should include a statement of purpose for a grants program, the method of selection of recipient(s), and the criteria for selection for the approval by the Board of Directors. b. The Committee should set a grants application deadline, which allows sufficient time to select and notify grant recipients before the SWALL annual meeting. c. By the SWALL meeting held during AALL, the Committee submits the annual grants plan to the Finance Committee. The Finance Committee will then, by no later than one month after the meeting, make recommendations to the Board on the number and amount of grants to be awarded in that year. d. Upon Board approval of the Grant Committee's plan and the Finance Committee's recommendations, the Grant Committee prepares the grants guidelines and application form. The Committee submits a copy to the Editor of the SWALL Bulletin for publication. e. As soon as the grant winners are selected, the Committee notifies all grant applicants as to the results and forwards the names of grant recipients to the Treasurer. f. For further information on past grants winners and the current SWALL grants guidelines, see Appendix B "SWALL Grant Guidelines and Grant Qualifications and Recipients" in this Procedures Manual. g. The Chair submits files to the Archives, according to the Archives guidelines. 5. Legal Information Services to the Public a. The Committee works with local AALL chapters and within SWALL to present programs and prepare materials designed to educate the public on legal issues. b. The Committee is responsible for implementing and maintaining a speaker’s bureau featuring experts in various areas of legal information willing to speak to non-law librarians and other members of the public. c. The Committee coordinates with the Local Arrangements Committee to arrange for the pre-conference program designed to educate the public on legal issues. For procedures relating to the pre-conference program, see Appendix I “The Pre-Conference Program Procedures.” d. The Committee proposes special interest programs and consults with the Chair of the Program Committee regarding their presentation at the annual meeting. e. The Committee Chair should submit articles of interest to private law librarians to the Editor of the SWALL Bulletin for communication to the membership. f. The Chair submits files to the Archives, according to the Archives guidelines.
6. Life Membership and Memorials Committee
a. At each SWALL annual meeting, the Life Membership and Memorials Committee may nominate to life membership those who qualify under Bylaw 2.2 d. For a list of recipients of Life Membership, see Appendix C "Life Membership Award Qualifications and Recipients" in this Procedures Manual. b. At the SWALL meeting during AALL, the Committee solicits suggestions for nominees for life membership from Chapter members. Suggestions should also be requested in the fall and spring issues of the Chapter newsletter. c. Before the annual meeting, the Committee requests that the Secretary verify that each nominee has achieved the five-year membership requirement. d. The Committee submits the list of recommended life members to the Board of Directors prior to the annual business meeting. e. The Committee notifies the Board of Directors of the death of a SWALL member. The President will call upon the Committee Chair during the next SWALL meeting to deliver a brief memorial and moment of silence in honor of the deceased. The Committee may also choose to write a memorial to be published in the SWALL Bulletin. f. The Chair submits files to the Archives, according to the Archives guidelines. g. The Chair submits any proposed publications to the Publications Committee. 7. Local Arrangements Committee a. This Committee makes hotel, meal, and all operational arrangements for the annual or other membership meetings. For more details, see the Guidelines in Appendix D of "The Annual Meeting Procedures" in this Procedures Manual. b. This Committee also assists the Legal Information Services to the Public Committee with arrangements for the pre-conference program. For more details, see Appendix I “The Pre-Conference Program Procedures.” c. The Chair coordinates all aspects of Committee work with the Vice President who acts as Chair of the Program Committee. d. It is strongly suggested that the Committee submit articles promoting the host city of the annual meeting to the SWALL Bulletin as early as the fall issue with follow-up articles in the spring issue. The Committee might even submit a notice for inclusion in the AALL E-Newsletter. e. Preparation of a budget for the expenses of local activities related to scheduled meetings must be completed early in the planning for approval of the Vice President, Finance Committee, and the Board. f. The Committee should prepare and distribute meeting and hotel registration materials so that they reach the membership at least 2 months prior to the annual meeting. If the Committee so chooses, annual registration materials can even be distributed in the spring issue of the SWALL Bulletin.
g. The Chair submits files to the Archives, according to the Archives guidelines. h. The Chair submits any proposed publications to the Publications Committee.
8. Membership Committee
a. The Membership Committee maintains a database of SWALL membership information, which may be used to compile the membership directory. b. The Membership Committee compiles the Membership Directory and makes it available to the Publications Committee for possible posting in the Chapter's website. The Directory may also be sold to appropriate individuals and companies with Board approval. As of 1998, cost of the Directory was set at $50 (Executive Committee minutes, 6/21/89). (In 1999, the committee sent a copy of the directory to the publications committee, which made copies and distributed them. In 2000, the committee sent an e-copy to the President who created a .PDF copy and distributed it through the SWALL listserv.) c. The Membership Committee provides sets of mailing labels and updates to the Editor of the SWALL Bulletin and Committee Chairs upon request. 1. Mailing labels may be sold to appropriate individuals and companies with Board approval. As of 1998, cost of mailing labels was set at $50 (Executive Committee minutes, 7/6/87). 2. Mailing labels provided to the Editor of the SWALL Bulletin should include current and life members of SWALL. d. The Membership Committee notifies the Editor of the SWALL Bulletin of new members or changes of address, so that this information may appear in the Bulletin. e. The Chair submits files to the Archives, according to the Archives guidelines. f. The Chair submits any proposed publications to the Publications Committee. g. The Treasurer shall be an ex-officio member of the Membership Committee. 9. Nominations Committee a. The Nominations Committee prepares a notice for the fall issue of the SWALL Bulletin soliciting suggestions for candidates for each office of Vice President/President-Elect, Secretary, and Treasurer. b. Traditionally, the candidate slate consists of one nominee for each office. c. The Nominations Committee reviews the qualifications of candidates on the basis of previous Chapter service, library experience, type-of-library experience, geographical location, and leadership and time requirements to fulfill the responsibilities of the office. (Note: Due to the requirements of the Articles of Incorporation, the person acting as Treasurer must reside in Texas.) d. The Committee ranks the candidates for each office. The top-ranked candidate for each office is contacted first. The Committee must wait for the candidate's answer before contacting the Committee's second choice. e. If a candidate is willing to stand as a nominee for office, his or her consent must be made in writing to the Committee before formal nomination by the Committee. f. The Committee submits the name(s) of nominee(s) to the President at least
60 days in advance of the annual meeting. The President shall provide notice of candidates to all members no later than 45 days in advance of the annual meeting, including submitting the name(s) to the Editor of the SWALL Bulletin and the Webmaster for communication to the membership. Additional nominations may also be made in the manner and time frame designated in Bylaws 5.3. For the annual meeting, the election slate should consist of a name for each office of Vice President/President-Elect, Secretary, and Treasurer. g. Voting shall take place in the manner proscribed in the Bylaws. h. If voting is to occur at the annual meeting and a contest develops, the Committee must have written ballots available for the members and carry out a more formal election. i. In the event of a tie, the successful candidate shall be determined by lot conducted by the Nominations Committee. j. The Committee also identifies and submits the names of candidates for national office in AALL. Early in his or her tenure, the Chair contacts the AALL Nominations Committee Chair (found on the AALL website for the nomination schedule. k. The Chair submits files to the Archives, according to the Archives guidelines. 10. Private Law Libraries Committee
a. The Chair maintains liaisons with the AALL Private Law Libraries Special Interest Section. b. The Committee proposes special interest programs and consults with the Chair of the Program Committee regarding their presentation at the annual meeting. c. The Committee develops projects that reflect and serve the interests of SWALL private law librarians. d. The Committee Chair should submit articles of interest to private law librarians to the Editor of the SWALL Bulletin for communication to the membership. e. The Chair submits files to the Archives, according to the Archives guidelines. 11. Program Committee a. The Vice President serves as Chair of the Committee and coordinates plans and activities of the annual meeting with the Chair of the Local Arrangements Committee. b. The Chair selects the theme of the SWALL annual meeting and traditionally announces it at the SWALL meeting during AALL. c. The Program Committee plans the educational portion of the annual meeting program. This usually entails around 10 to 11 hours of programming. The Program Chair solicits ideas from the members of the Committee and seeks to address the educational interests and changing library problems of the membership as a whole. d. In particular, the Program Committee seeks input from the Private Law Libraries Committee and other SWALL special interest committees. e. The Program Committee, in conjunction with the Local Arrangements
Committee, makes arrangements for speakers, panels, facilities, etc., for the annual meeting. The Program Chair also selects who the speaker from AALL will be. f. Because many members of SWALL need time to seek funding from their institutions in order to attend the annual meeting and need a program agenda in order to justify their attendance, the Program Committee should publish a tentative program agenda as early as possible. g. For guidance in planning the program, the Program Committee Chair should review "The Annual Meeting Procedures" in Appendix D of this Procedures Manual. h. The Chair submits files to the Archives, according to the Archives guidelines. i. The Chair submits any proposed publications to the Publications Committee. 12. Public Relations Committee a. The Committee coordinates the public relations efforts of SWALL and works with other Chapters within the SWALL geographic area. b. The Committee publicizes individual law library's public relations activities to SWALL members through an ongoing column in the SWALL Bulletin. 1. Receives information from the AALL Public Relations Committee. 2. Distributes AALL information to SWALL members through an ongoing column in theSWALL Bulletin and through postings on the SWALL listserv. 3. Provides feedback to the AALL Public Relations Committee regarding chapter concerns and interests. c. The Chair submits files to the Archives, according to the Archives guidelines. d. The Chair submits any proposed publications to the Publications Committee. 13. Publications Committee a. The Chair of the Committee serves as the Editor of the SWALL Bulletin, and the SWALL website. The Bulletin’s Advertising Manager and the corporation’s Webmaster are ex-officio members of the Committee. The Secretary is also an ex-officio member of the Publications Committee. b. The Publications Committee publishes three (3) issues per year of the SWALL Bulletin and distributes them to the membership (See Appendix E "SWALL Bulletin Guidelines and Publication Schedule" of this Procedures Manual for the current publication schedule). In addition, the Editor advertises the release of each new issue. c. The Editor asks members of the Committee to suggest ideas, write articles, and/or compile bibliographies for the SWALL Bulletin. d. If applicable, the Editor negotiates the best publication price for the Bulletin and other SWALL publications. e. The Committee edits, produces, and distributes all other SWALL Committees' formal publications in order to ensure publishing uniformity and professional appearance. f. The Committee maintains the stock of Chapter publications not disposed of in initial distribution and sells or otherwise distributes these as required.
g. The Publications Committee studies and makes recommendations to the Board regarding publications projects. h. The Chair acts as Chapter liaison to the Council of Newsletter Editors (CONE) of AALL, attends the CONE workshop and meeting during the AALL annual meeting, and maintains relations with the editors of the newsletters of other professional associations or with commercial publishing agencies as appropriate. i. The Chair submits files to the Archives, according to the Archives guidelines. 14. Recruitment Committee a. The Committee plans and implements recruitment programs for the Chapter and serves as a source of information and assistance with recruitment programs and projects conducted by Chapter members. b. The Committee coordinates SWALL's participation in recruitment programs conducted by the AALL Recruitment to Law Librarianship Committee, including the selection of liaisons for the library schools located within Chapter boundaries. A library school liaison maintains contact with the dean or director of the school and offers the association's help and expertise for such events as career day, special librarianship programs or courses, etc. c. The Committee develops and revises brochures or other publications for use in recruiting activities for the Chapter, then submits them to the Publications Committee for final production and distribution.
d. The Committee designs, publicizes, and manages a mentor program carried out at SWALL meetings to match new or prospective law librarians with veteran law librarians. e. The Chair submits files to the Archives, according to the Archives guidelines. 15. State, Court, and County Law Libraries Comment #1: The committee voted (in line with feedback from all SWALL state, court, and county law library members) to change the name to Government Law Libraries in 2015. A Bylaws revision is necessary to make this change. a. The SCCLL Committee encourages and promotes SWALL membership to state, court and county law librarians in order to provide a forum for collaboration, and continuing education and advocacy opportunities for members and their libraries. b. The Committee will consist of the Chair and three members, ideally with one member each from a state library, a court library, and a county library. c. The Committee proposes programs promoting the roles and benefits of state, court and county law libraries to the Program Committee for the annual SWALL meeting. d. The Committee submits articles of interest from state, court and county law librarians to the Editor of the SWALL Bulletin for communication to the membership. e. The Committee works with the AALL State, Court, and County Law Libraries Special Interest Section to develop program proposals for the AALL annual meeting and to further communications on matters of interest.
The Chair submits files to the Archives, according to the Archives guidelines.
C. SPECIAL COMMITTEES
1. General Guidelines a. Special committees shall be appointed by the Board for a stated period to accomplish a specific purpose. At the end of that period, the continuation of each special committee shall be decided upon by the Board. The President gives to a Special Committee Chair guidelines and a specific written charge describing the duties of the Special Committee. In considering persons for any committee appointment, the President will give due consideration to geographical, type-of-library, experience, and skill factors. b. The Chair of the Special Committee submits files to the Archives, according to the Archives guidelines. c. The Chair of the Special Committee submits any proposed publications to the Publications Committee D. SWALL ARCHIVIST 1. The SWALL Archives is the depository of any significant information about the organization and its members. It serves as a reference source to present and future members as well as a repository for important documents created by the organization. 2. The Archivist collects, selects, sorts, arranges, and files the SWALL archival materials. 3. The Archivist follows the Guidelines for SWALL Archives as printed in Appendix F "SWALL Archives" in this Procedures Manual. 4. The Archivist submits any proposed publications to the Publications Committee. 5. The President appoints the Archivist for an unspecified term. 6. The Archivist serves as the Chair of the Archives Committee, whose members aid the Archivist with the above duties.
E. AALL LIAISONS
1. Webmaster a. The Webmaster shall have the password to the SWALL website. b. The Webmaster shall update and maintain all contents of the SWALL website c. The Webmaster maintains the SWALL listserv ([email protected]
) d. The Webmaster is appointed by the President for an unspecified term of office. 2. Public Relations Liaison (See Public Relations Committee)
APPENDIX A AWARDS DETERMINED BY THE BOARD OF DIRECTORS 1. Outstanding Member Award No set criteria, evaluated by the Board of Directors on a case-by-case basis upon receiving a letter of nomination from a current member of SWALL (Letter of nomination should clearly indicate the nominee, the award for which that person is being nominated, and why that person should receive the award). Created in 1985. Changed from Member of the Year Award to Outstanding Member Award by the Board in April 1989. 1989 1993 1994 1995 1998
Jim Hambleton Elizabeth Schneider Janetta Paschal and Sharon Blackburn Mon Yin Lung Richard Ducey
2. Lifetime Achievement Award No set criteria, evaluated by the Board of Directors on a case-by-case basis upon receiving a letter of nomination from a current member of SWALL. (Letter of nomination should clearly indicate the nominee, the award for which that person is being nominated, and why that person should receive the award). Created in 1985. 1986 Ruth Brunson 1993 Susan D. Csaky 1998 Dan Hencke 3. William S. Hein Scholarship No set criteria. Established by the Board of Directors in 1976, this scholarship was created to memorialize Bill Hein, a longtime friend and sponsor of the Chapter. Bill died in early 1976. Has never been awarded.
APPENDIX B SWALL GRANT GUIDELINES, GRANT QUALIFICATIONS AND RECIPIENTS 1. Grant Guidelines As published in the SWALL website: http://www.aallnet.org/chapter/swall/grant.html 1. The type, number, and monetary size of each grant to attend a SWALL or an AALL meeting are determined annually by the SWALL Executive Board and will be announced on the SWALL listserv. The following grants can be awarded by SWALL to attend SWALL meetings: 1) Kate Mara Award, 2) Coco-Miller Travel Grant, 3) Marian Boner Award, and 4) General SWALL Travel Awards. Various other unnamed grants may also be awarded to attend the annual SWALL and/or AALL meetings. 2. No person may receive more than one grant to either a SWALL or an AALL meeting in a three-year period. No library may have employees receiving a grant to either a SWALL or an AALL meeting two years in succession. A person may apply for more than one type of grant in any one year, but can receive only one (e.g., a member cannot be awarded grants to attend both SWALL and AALL). These requirements apply only to grants from SWALL funds. Applications for grants received from other entities such as AALL may have different requirements. An announcement on the SWALL listserv will be made advising members about any special grant and its requirements. 3. All funds awarded must be used as stipulated. If any grant was not used as stipulated, or if for personal reasons, a recipient cannot attend the program for which the grant was awarded, repayment of the grant must be made to SWALL immediately. Grants are non-transferable. Grants may only be used to pay the following items: registration fees, accommodations, food, and travel fares. Recipients must confirm all expenses with receipts, and those that are not, must be repaid to SWALL. The SWALL Grants Committee Chair is the final judge whether or not an expense is legitimate. 4. Incomplete applications and those postmarked after the published deadline will be ineligible for consideration. Application deadlines or the “two year succession rule” may be waived at the Chair’s discretion and will be announced on the SWALL listserv. For information on setting deadlines, see Section V.B.6. of this Procedures Manual. 5. Within 30 days of return from a meeting, the grant recipient is obligated to submit the following: a. To the Grants Chair: A narrative of the recipient’s overall conference experience or brief descriptive evaluations of the programs(s) the recipient attended using the grant funds. For publication purposes, the recipient must also send this article to the SWALL Bulletin; and b. To the Treasurer: Receipts documenting attendance and expenses. Photocopies will suffice. Please refer to Appendix H for reimbursement guidelines. 6. Award recipients using a grant to attend the AALL annual meeting must attend the SWALL business meeting at that meeting. 7. In addition to the criteria listed above, grants will be awarded based on: a. Proven or potential ability of the applicant; b. Contribution to SWALL and/or the profession; and c. Financial need.
8. The Kate Mara Award is a travel grant, which was established in 1986. This grant honors Kate Mara who was a book jobber in Dallas, Texas. She was the wife of John Mara, a founding member of SWALL. She helped organize the first SWALL meeting, which took place in 1958 in Dallas, Texas. The Kate Mara Grant Award is awarded to a person attending his or her first SWALL meeting. Applicants for this award do not have to be a current member of SWALL. 9. Marian Boner was a former President of SWALL (1969-1970), the first director of the Texas State Law Library, and the author of “A Reference Guide to Texas Law and Legal History.” SWALL receives royalties from this publication to help fund this grant. The Marian Boner Grant Award, established in 1990, is awarded to a current SWALL member to attend the current SWALL meeting. This recipient must be an active officer, an active Committee member, or one who is working on a current SWALL project. The SWALL Grant Committee members are not eligible. 10. The Coco-Miller Grant Award, first established in 1998, is a general travel grant to be awarded to members of SWALL attending the annual SWALL meeting. Al Coco was the director of the Law Library at the University of Denver; Oscar Miller was the Director of the Law Library at the University of Colorado. They were past presidents of SWALL and hold honorary life memberships for their distinguished service to SWALL. 11. The Lung Scholarship was established in 2014 in an effort to encourage students to enter the field of law librarianship and become participating members in SWALL. Recipients shall use at least part of the funds to attend the SWALL annual meeting. a. Mon Yin Lung funds the scholarship annually (amounts may differ each year) by submitting a check to the SWALL Treasurer (date to be determined, February or March) each year until her retirement. (This arrangement frees SWALL from managing an endowment or complicating their tax status); b. The grant recipient shall be either a resident of or attending an ALA accredited library school in one of the SWALL states. Law Library Fellows at University of Arizona and law students interested in a career in a law library within the SWALL territory are also eligible; c. The applicants have to be interested in law librarianship and plan to work in a law library; d. The student will need to submit an application package including a Curriculum Vita, a statement on the reasons for the possible attendance of the SWALL annual meeting and two recommendations. e. In observing the general practice of our Grants Committee, the recipient shall forward to the Grants Committee chair after the meeting a report for the SWALL Bulletin and web page on his/her experience; f. The Grants Committee will screen the applicants, then consult with Mon Yin Lung concerning the scholarship recipient; g. The SWALL Treasurer will send a check to the chosen scholarship recipient; h. In the event that there is no recipient in a year, the scholarship will be deferred to the following year; i. This scholarship will be named the Lung Scholarship. 2. Grant Qualifications and Recipients (Established 1986) 1. Kate Mara Award This grant is for someone who will be attending his or her first SWALL meeting. Applicants for this award do not have to be current members of SWALL.
Financial need as well as a demonstrated interest in joining and becoming active in SWALL will be considered. 1987
Nancy A. Zynda-Fisher
2. Coco-Miller Travel Grant (formerly SWALL Travel Grants) Grants go to current members whose institution will make little or no contributions to their expenses for attending the SWALL annual meeting. These people must currently be paid members of SWALL. While financial need is the primary consideration, ties will be broken by considering a person's activity in SWALL, AALL, etc. No one may receive this grant two years in a row. In 1998, the travel grant for the SWALL meeting was renamed the Coco-Miller Travel Grant in recognition of Al Coco and Oscar Miller’s contribution to SWALL. 1987
$100 each (2)
? Carol Elliott Connie Fennewald Jency James
Christine Mueller Cynthia Scott Mary Wilder Kirk Gregory Sally Kelley
James Martin John Rosenhamer Denyse Seaman Jacque Willingham
Chris Anglim Greta Boeringer Fran Deathe Robert Genovese
Mary Grace Oakes
Catherine Harris Astrid K. Norvelle Martha White
Janet McKinney Deborah Meleski Nancy Stancel
Michael Reddy Jeanne M. Sarkis
Amy Hale Janeke
Joan Stringfellow Anna Teller Faye Hadley
3. The Marian Boner Award (Established 1990) This grant was established in honor of Marian Boner, former President of SWALL and scholar of Texas legal research. This award will be given to a current SWALL member who is an active officer, an active Committee member, or one who is working on a SWALL project. The grant is partially funded from SWALL’s share of the royalties received from A Reference Guide to Texas Legal History; Sources and Documentation, 2nd ed. This award is to be used to help the recipient attend the SWALL meeting. Current Grant Committee members are not eligible. Applicants for this grant must be paid members of SWALL at the time the application is filed.
Carol Elliott, SWALL Secretary Maria Protti, SWALL Secretary Mary Ann Wacker, Private Law Libraries and SWALL Bulletin contributor ?
John Perkins, SWALL Bulletin editor
4. Travel Grants to AALL Grants are awarded for members to attend the AALL annual meeting each year (See discussion in the September 1990 SWALL Bulletin). For deadline information, see Section V.B.6. of this Procedures Manual.
Ana Sifuentes-Martinez Janeen Landry
W. David Gay
M. Faye Hadley
Amy Hale (Chapter Registration Award given to SWALL by AALL)
Caren Luckie Sharon Blackburn
Lee Peoples Daniel Bell
Kumar Percy Mary Forman
L. Monique Gonzalez
2009 2010 2011 2012
No award No award $595 each
Faye Hadley Katy Stein
Madeline Cohen Saskia Mehlhorn Tamsen Connor Joseph Lawson Jeff Woodmansee
5. Special Awards On occasion, the Grants Committee administers special awards.
Amy Hale (Chapter Registration Award given to SWALL by AALL) Michelle Rigual (Chapter Registration Award given to SWALL by AALL)
Amy Hale-Janeke (50th Anniversary Grant)
Diane L. Roberts (Chapter
Registration Award given by AALL) Virginia Eldridge (Honorary SCCLL Lori Bull Dodds Memorial Grant)
6. General SWALL Travel Awards These are unnamed awards given to attend the SWALL annual meeting.
Jennifer Laws Emily Lawson Lisa Rush Stacy Nykorchuk Amy Hale-Janeke Stacy Fowler Danyahel Norris Michelle Rigual Deborah K. Meleski Cassie Dubay Jill Henderson Heather Kushnerick Laura McKinnon
7. Lung Scholarship An annual scholarship funded by member Mon Yin Lung until her retirement to encourage students to enter the field of law librarianship and become participating members in SWALL. In the event there is no recipient in a year, the scholarship will be deferred to the following year.
Kenton S. Brice
LIFE MEMBERSHIP AWARD QUALIFICATIONS AND RECIPIENTS At each SWALL annual meeting, the Life Membership and Memorials Committee may nominate to life membership those who qualify under Bylaw 2.2d. To be considered for life membership, one must be a member of SWALL for at least five years, but retired from active library work. Someone who is currently working for a legal publisher or vendor is not “retired.” The members entitled to vote may, by a vote of 2/3 of the majority, elect nominated members to life membership (see generally Bylaw 2.2d). 1972
Hazel Anderson Helen Hargrave Marie Russell Mabel Smith Nell Yeargin
Katherine Baze Ruth Crozier
U.V. Jones Wilma Thrash
Ruth Lindsey Dorothy Warden
Guido Olivera Dorothea Warren
Ruth H. Brunson June Haggin (Sanford)
Jack Blume Earl Borgeson Al Coco Kate Mara
Oragene Addis Susan D. Csaky
Carolie Mullan Eileen H. Searls
A. Michael Beaird
Lorraine Lester Violanda B. Fabugais Elizabeth “Beth” K. Schneider
Sharon Blackburn John Eichstadt Sally Langston Judy McCullough
Richard (Rick) E. Ducey Louise (Lou) Lindsey
APPENDIX D THE ANNUAL MEETING PROCEDURES & GUIDELINES I.
Site for the annual meeting A. The Board selects the site of the meeting upon the invitation of members in the various areas. 1. An attempt is made to meet in different areas of SWALL and represent both eastern and western contingencies. Lately, because of the large number of SWALL members in the state, SWALL meets every other year in Texas. 2. The selection should be made at least 2 years in advance of the site's hosting the annual meeting. With the site's written agreement to host and Board approval, the Board announces its selection at the annual meeting. B. The Local Arrangements Committee selects the meeting hotel and should consider: 1. Size, availability, and cost (if any) of meeting rooms and banquet facilities; 2. Availability and cost of microphones, traditional and computer- ready audio-visual equipment, and other meeting aids; 3. Availability of online registration for booking hotel rooms for the annual meeting; and 4. Promises of extras, such as free suites or rooms for the hospitality room, the AALL Visitor, special speakers, etc.
A. The Vice-President chooses the theme of the program, generally no less than 13 months prior to the annual meeting in question. B. The Vice-President coordinates with the Local Arrangements chair to promote the meeting and the selected theme. Promotion at the annual meeting immediately prior the meeting in question is ideal. III.
Before the meeting
A. Sponsor contact 1. It is the responsibility of the Local Arrangements Chair to arrange for the sponsoring of the events and for the furnishing of materials for the registration packets. 2. Sponsors may be asked to host events (such as the opening luncheon, other meals, coffee breaks, entertainment, transportation, etc.) or contribute supplies (such as signs, packets, nametags, computer equipment, etc.). With sponsorship, personal expenses for members can remain minimal. 3. The Local Arrangements Committee should contact the vendors who sell their wares within the SWALL area. As the world becomes more global, think big about this concept. 4. It is essential that the Committee contact vendors early, certainly no later than the November preceding the annual meeting, so that companies may plan their advertising early. In fact, one of the best sponsored meetings resulted from contacting vendors in May right after SWALL's annual meeting. Then the Committee again touched base with vendors at AALL. a. The Committee should contact the local vendor representatives, make an open request for sponsorship, and outline briefly the planned
program. (The tentative program may be obtained from the Program Chair). The Committee should also have ready a tentative list of events or supplies (with prices) that the company might sponsor. Again, this should be done no later than the November before the annual meeting. b. The local vendor representative may ask the Local Arrangements Committee to contact someone else in the company who routinely handles requests for sponsorship. If so, the Committee should furnish the local representative with a copy of correspondence sent to the other company contact. 5. If the Local Arrangements Committee needs help or reinforcement with their request to a vendor, they should contact a member of the Board of Directors. 6. For more information, see IV. Finances, B. Donations from sponsors later in this appendix. B. Emailing of registration information. 1. An email should be sent out with information regarding annual meeting registration and hotel reservations. This email should include a link to the SWALL website, where members can find out more information regarding the annual meeting. The SWALL website should provide information regarding annual meeting registration and hotel reservations. 2. Links to travel and weather information about the host city may also be included on the SWALL website. a. It is helpful to include the going rate for transportation from public transportation terminals to hotel. b. Distances from the airport, etc., to the hotel are also helpful. 3. Information on the city and/or law library should also be included on the website. A map of the area around the hotel is always helpful. 4. The Local Arrangements Committee should arrange for the posting of a preliminary program schedule on the SWALL website, which should be as detailed as possible. The preliminary program schedule may be obtained from the Program Chair. Committee members should take note that many SWALL members use the schedule to convince administrative officers of the wisdom of funding a member’s attendance at the meeting. 5. The Local Arrangements Committee should also arrange for the posting of announcements regarding the annual meeting on the SWALL website and the emailing to members. 6. The Committee should include the meeting registration form with fees clearly shown on the SWALL website. 7. Registration emails should be sent to all SWALL members, AALL officers, speakers who are not members of SWALL, and any others the Local Arrangements Committee deems appropriate. C. Nametags and nametag holders 1. Nametags and other necessary supplies shall be purchased by the Local Arrangements Committee unless the hotel, convention center, or a vendor furnishes them. 2. For those people who are pre-registered for the meeting, the Local Arrangements Committee should have their nametags already prepared. This speeds the registration process for the meeting. 3. Nametags work best when a large type font is used. D. Registration Packets 1. It is customary to furnish packets to the attendees. The Local Arrangements Committee should prepare these packets. Alternative models may be pursued with the input of the Programming Committee and the approval of the Board. 2. Some vendors will provide (upon request) portfolios, bags or other
carrying cases to hold the handouts. 3. Pencils or pens and note pads are essential. 4. Additional inclusions should be: a. a copy of the final program for the meeting; b. lists of restaurants and other points of interest in the community (the Chamber of Commerce might supply this). Some Local Arrangements Committees compose their own entertaining guides to restaurants and nightlife; c. other fun stuff from the vendors or from the businesses in town; and d. sometimes included is a list of the meeting registrants. E. Printed programs 1. In some past years, the Texas Lawyer has printed the SWALL annual meeting program. Early in the planning process, the Program Chair should contact appropriate staff at the Texas Lawyer to ask if they would provide this service. The SWALL President may have to write a letter to acknowledge that the association permits the Texas Lawyer to print the program. a. The printed program reflects the theme, chosen by the Vice President, of the annual meeting. b. In the schedule, the printed program details when a particular vendor sponsors an event. c. The printed program includes a list of sponsors. d. When produced by the Texas Lawyer, the program may include a list of SWALL officers and their pictures. e. When produced by the Texas Lawyer, the program may include the names and group pictures of the officers of the two other law library chapters within Texas: Dallas Association of Law Libraries and Houston Association of Law Libraries. The Program Chair must contact the DALL and HALL Chapter presidents as early as possible to allow them time to take photographs. (Pictures of the chapters have not been included in the program in several years so the Board may want to reconsider this suggestion). 2. If arrangements for publishing the program cannot be made with the Texas Lawyer, the following guidelines may prove helpful. a. It works better to have the programs printed locally under the supervision of the Local Arrangements Committee. b. The Program Chair furnishes a copy of the program to the Local Arrangements Chair who handles all printing details. c. The Local Arrangements Chair should furnish to the Program Chair a photograph or drawing which is native to the city in which the meeting is being held to be incorporated into the program. d. It is better not to have the programs printed too far in advance so that last minute changes can be made on the copy before it is reproduced. e. The cost of printing is considered an expense item and is either paid for by the Treasurer or reimbursed by the Treasurer (see Appendix H for reimbursement guidelines). f. The program must include the names of the officers and sponsors of events. g. The Program Committee and Local Arrangements Committee shall cooperate to post a tentative schedule of events on the SWALL website, with an email regarding annual meeting information sent out earlier to all Chapter members by the Local Arrangements Committee, the SWALL Webmaster, or (in the event the others are not available) a member of the Board of Directors. 3. In cooperation with each other, and with the approval of the Board, the
Program Committee and the Local Arrangements Committee may pursue alternative (i.e. non-print) models to communicate annual meeting program information to attendees. F. The SWALL website 1. Be sure to post information about the annual meeting at the earliest opportunity on the SWALL website (http://www.aallnet.org/chapter/swall). Alternatively, if you are using a local server to host the meeting information, provide the SWALL Webmaster the link to your site as early as possible. Among the materials, you might consider are: a. registration application; b. hotel information; c. restaurant guides; d. transportation information; e. the program; and f. appropriate links to event location, chamber of commerce sites, and weather. 2. Contact the current chair of the SWALL Publications Committee and the SWALL Webmaster for more information on the SWALL website or in designing meeting information for the website. G. The Pre-Conference Educational OutreachProgram The Local Arrangements Chair should contact the Legal Information Services to the Public Committee Chair to coordinate arrangements for the preconference program. For procedures relating to the pre-conference program, see Appendix I “The Pre-Conference Program Procedures.” IV.
Arrangements within the hotel
A. The following shall be included in the arrangements made with the hotel selected by the Local Arrangements Committee: 1. Meeting rooms (courtesy of hotel): as needed by the Program Chair and the Legal Information Services to the Public Committee Chair (if the hotel is selected as the site of the pre-conference educational outreach program). 2. Determine the furnishings needed in the rooms -- tables, chairs, traditional and computer-ready audio-visual equipment, laptops, dry erase boards, etc. The Program Chair and the Legal Information Services to the Public Committee Chair, upon consultation with program speakers, supplies the information to establish these needs. B. Hospitality room: This SWALL tradition has grown progressively less popular in the last few years as meeting hotels frown on business being taken away from their lounges. The Local Arrangements Committee may arrange a hospitality room for members to use during the annual meeting but it is not required. C. Registration desk 1. The Local Arrangements Committee manages registration of the attendees for the annual meeting 2. The registration desk is usually open on the evening prior to the first day of the meeting and the morning of the first program. The Committee determines other open hours as needed, particularly if persons may register for just one day of the meeting. 3. Hotels or the Chamber of Commerce sometimes furnish a person to assist in the registering of those attending the meeting. 4. Space requirements for the registration desk: a. Tables with space for handouts should be placed for easy access; b. Leave room for any event or tour sign-ups; and
c. The next year’s Local Arrangements Committee should want to advertise their city as the host of the next meeting. Provide space as needed. 5. Other arrangements: a. If the registration desk is not near the hotel registration desk, a sign directing attendees toward the meeting registration desk should be provided; b. Nametags: i. Should be in large print; ii. Nametags should be prepared in advance for pre- registrants, vendors, and speakers; and iii. For those registering at the meeting, the nametags must be prepared by a Local Arrangements volunteer at the meeting registration desk. c. Packets are distributed at the registration desk. d. Message board - SWALL usually is not a large enough meeting to require a message board, but the Local Arrangements Committee may want to set one up if circumstances warrant. The registration desk area makes a good place. V.
Finances A. Registration fees for the annual meeting 1. Registration fees for the annual meeting may be sent either to the Local Arrangements Chair or to the SWALL Treasurer, but the Chair and Treasurer must decide ahead of time who will receive the checks. 2. In advance of any emails regarding the annual meeting, the Local Arrangements Chair and the Program Chair, with Board of Directors approval, decide upon the registration fee(s) for the meeting. 3. The fee should be large enough to pay for the following: a. speakers’ expenses (see IV.D. below for more information); b. expenses involved in preparing materials for the attendees; and c. any unsponsored event (for this reason, the registration fee should be set after sponsor contact). 4. If the registration form lists a late fee, that fee should be uniformly enforced by whoever receives the checks. 5. Registration Refunds: A full registration fee refund will be made if a refund request is received by the Local Arrangements Chair or Treasurer at least two weeks prior to the first day of the meeting. No refunds will be issued after two weeks prior to the first day of the meeting. This refund policy shall be printed on the annual meeting registration form. B. Donations from sponsors 1. Donations may be sent either to the Local Arrangements Chair or to the SWALL Treasurer, but the Chair and Treasurer must decide ahead of time who will receive the checks. 2. If the funds are sent by the sponsors directly to the host city, the Local Arrangements Chair must keep records of deposits and expenditures for the Treasurer. 3. If the funds are sent to the Treasurer, the Treasurer must write checks promptly to cover expenses. Because of mail delays, the Local Arrangements Chair should be able to fund expenses and wait for reimbursement. C. The Local Arrangements Chair must keep records and receipts of any personal or library expenses. After the meeting, these should be submitted to the Treasurer in writing. The Treasurer then writes a check to the Local
Arrangements Chair to cover these expenses (see Appendix H for reimbursement guidelines). D. Speakers' expenses 1. Honoraria require Board approval, even if sponsored funding is obtained. 2. Speaker reimbursements a. The Board of Directors discourages the inclusion of speakers and presenters at the annual meeting that require payment for appearance and reimbursement of travel and hotel costs. b. Whenever possible, local speakers and SWALL-member presenters should be utilized. c. If the Local Arrangements and Program Committees elect to bring in a special speaker (other than the AALL representative whose airfare is paid by AALL) with Board approval, the Local Arrangements Committee shall state to the speaker what the limits of reimbursement will be for one hotel night at the annual meeting hotel, airfare, transportation to and from the airport, and meals (with the exception of meals provided as part of the annual meeting). d. Non-member SWALL speakers and presenters shall be granted free annual meeting registration, including meals, for the day on which s/he speaks or presents. VI.
Events on the program
A. Opening of the annual meeting 1. The Local Arrangements Committee may open the Registration Desk on Wednesday afternoon if demand warrants. 2. Registration typically opens Thursday morning. 3. The pre-conference program will take place on Thursday morning. See Appendix I “The Pre-Conference Educational Outreach Program Procedures” for more details. B. Opening luncheon 1. The Program Chair officiates at the luncheon. 2. The Program Chair introduces the Local Arrangements Chair, local and AALL VIPs, and SWALL officers. When called on, the Local Arrangements Chair gives a welcome, makes any announcements, and introduces the opening luncheon speaker. 3. The Local Arrangements Committee chooses the luncheon speaker, traditionally a local personality such as a judge, bar association officer, writer, library science educator, legal educator, philosopher, etc. 4. If an honorarium is required, it should be counted as a meeting expense. In some years the honorarium has been paid by a donor or sponsor of the luncheon, who should be named if this is agreeable to the donor. Honorariums require Board approval. 5. Seating arrangements and table arrangements are made by the Local Arrangements Committee, except for the head table, which is arranged by the Program Chair. C. Business meeting/Breakfast 1. The breakfast, usually a sponsored event, takes place on the Friday morning of the annual meeting. 2. The business meeting is held immediately after breakfast. The President prepares the agenda and officiates. For guidance on composing the
agenda, the President should consult previous years' minutes published in the SWALL Bulletin. 3. An alternative time for the Business meeting may be scheduled by the President consultation with the Board, the Local Arrangements Committee, and the Program Committee. 4. Seating arrangements at the head table, if any, are handled by the Local Arrangements chair. 5. Decorations of the head table, if any, are also handled by the Local Arrangements chair. D. Educational Program: The educational program usually consists of 10 to 11 hours of law or library related continuing education arranged by the Program Committee. 1. Individual programs a. In the past, SWALL has offered 90 minute programs, afternoon seminars, all-day programs, and even an entire conference with one presenter. The Program Committee should decide the number and topics of programs to reflect the theme of the annual meeting. b. Once a program topic and speaker(s) have been suggested, the Program Chair may wish to designate a Committee member as the organizer of the individual program. The Committee member arranges for all speakers for that program, including a moderator, keeps them abreast of deadlines, and queries them about audio-visual and computer requirements; c. The Program Committee is responsible for letting the Local Arrangements Committee know the special equipment, furniture, etc., needs for each day; d. The Program Committee prepares program/speaker evaluation forms for each program; and e. The Program Committee Chair provides small gifts for all speakers at the completion of their programs. The gifts are paid for out of the annual meeting budget, so the Program Chair needs to clear the amount with Local Arrangements. In past years, gifts have been cutting boards, engraved pens, paper weights, envelope openers, wooden post-it note holders, compact multi- tool kit, etc. All gifts should have SWALL emblazoned on them somewhere. 2. For information on speaker expenses, see V. Finances, D. Speakers’ Expenses, above. 3. Saturday morning programming a. Traditionally, the Saturday morning programs provide newer or less active SWALL members the opportunity to make presentations. The Program Committee should make a concerted effort to include such speakers. b. In the past, the Saturday morning presentations have united under one theme (international law and legal materials, networking, American Indian law and legal materials, etc.). E. Committee meetings: The Program Chair and Local Arrangements Chair must set aside a specific time for the new committees to meet. Typically, an hour slot sometime after the business meeting on Friday will allow the new committee chairs to meet with their committees. This item has been left off programs in the past, but, if the organization wants the committees to be off and running, it is essential that they have an officially sanctioned time to meet. F. Special events: Sometimes special events will be sponsored on Thursday and/or Friday evening. The type of event will vary depending upon what sights are available and how much sponsorship the event can attract. Past
events include: a professional baseball game, dinner and entertainment at a museum or restaurant, tour and dinner at a winery, and dinner and linedancing. VII. Those little extras A. Meeting travelers at the airport: If needed, the Local Arrangements Committee may provide for a person to be at the airport to direct traffic and generally assist with getting attendees to the hotel. B. Local Arrangements will want to meet and provide personal transportation for the AALL visitor. C. Hosts/hostesses: Members of the Local Arrangements Committee should try to mingle as much as possible, greet new members, and make introductions. VIII. After the meeting A. Thanking the sponsors and speakers 1. It is the duty of the Local Arrangements Committee to write thank-you notes to the sponsors of events. The Committee might wish to send sponsors copies of the printed programs where their sponsored event is shown. 2. The new President (and former Program Chair) should write thank-you notes to the speakers. 3. The Secretary of the Chapter will aid and assist if requested to do so. B. Settling of accounts 1. The Local Arrangements Committee forwards any bills to the Treasurer as soon after the meeting as possible for prompt payment. 2. This includes the itemized list of expenses incurred by the Local Arrangements Committee (see Appendix H for reimbursement guidelines). 3. The Local Arrangements Committee must provide a final budget statement regarding the annual meeting to the Treasurer by the SWALL meeting at AALL. IX.
Meeting with the incoming Local Arrangements Committee
A. Usually the incoming Committee will want to meet with the outgoing Committee to get suggestions and warnings. Saturday lunch or dinner works very well. B. Within a month after the annual meeting, the outgoing Committee needs to pass on information such as vendor lists, budget, and other helpful paperwork to the incoming Committee. SWALL Annual Meetings Year Description 1958 (April 2-4) Dallas, TX Southern Methodist University Organizational Meeting 1959 (April 3) Norman, OK University of Oklahoma 10 registrants 1960 (April 8-9)
Santa Fe, NM LaFonda Hotel Meeting cancelled
1961 (April 7-8) Houston, TX University of Houston Ezekiel W. Cullen Building 1962 Lawrence, KS University of Kansas Green Hall 1963 (April 5-6) Dallas, TX Southern Methodist University Florence Hall 1964 (April 17-18) Tulsa, OK University of Tulsa Law Library 1965 (April 9-10)
San Antonio, TX Granado Hotel
1966 (April 1-2)
Columbia, MO University of Missouri School of Law
1967 (April 6-8) Alico Center Inn
1968 (April 18-20) Oklahoma City, OK Ramada Inn 1969 (May 1-3)
Denver, CO Denver-Hilton Phipps Mansion
1970 (April 16-18) St. Louis, MO Stouffer's Riverfront Inn 1971 (April 15-17) Lubbock, TX Red Raider Inn Texas Tech Law School 1972 (March 22-24)Hot Springs, AR Arlington Hotel "K Classification" Workshop 19 registrants (advanced) 16 registrants (basic) 1973 (April 17-20) Santa Fe, NM LaFonda Hotel 69 Registrants Pre-Conference Institute: Legal Bibliography Institute 75 Registrants 1974 (April 4-6) Austin, TX Driskill Hotel "Personnel Management" 100 Registrants 1975 (April 3-5) Columbia, MO Holiday Inn "Microforms in a Law Library" 80 Registrants Proceedings were published for $1.25 1976 (April 15-17) New Orleans, LA Fairmont Hotel Joint Meeting with SEALL Chapter Pre-Conference Workshop: Private Law Librarians I Workshop Proceedings were published and sold 1977 (April 14-16) Denver, CO Brown Palace Hotel Joint Meeting w/Western Pacific Chapter "New Directions in Law Libraries: Multi-media, Computers & Networks in Law Libraries" Several sessions were taped and sold for $1.25
1978 (March 29-April 1) Norman, OK (business meeting) Oklahoma City, OK Skirvin Plaza Hotel 130 Registrants Proceedings of selected programs were sold for $15.00 1979 (April 5-7) Kansas City, MO Alameda Plaza Hotel "Personal Professional Effectiveness" 96 Registrants $30.00 fee 1980 (April 9-12) Houston, TX Houston Oaks Hotel "Economics and Law Libraries" Proceedings were published $35.00 members fee $45.00 non-members fee 1981 (March 30-April 1) Albuquerque, NM Sheraton Old Town “Federal Legislative History and Micropublising" 68 attended 1982 (April 12-14) Dallas, TX Plaza of the Americas Concurrent programs for the 1st time 130 Registrants 1983 (March 24-26)Tulsa, OK Williams Plaza Hotel “Energy Law” 25th Anniversary Party $45.00 members fee $55.00 non-members fee 1984 (March 28-31)Austin, TX Sheraton Crest Hotel 1985 (March 27-30)Fayetteville, AR Fayetteville Hilton "Communication Using High Touch Skills" $50.00 members fee $60.00 non-members fee 1986 (March 20-22)Waco, TX Waco Hilton "Management" $50.00 members fee $60.00 non-members fee 1987 (April 2-4) Denver, CO Westin Hotel at Tabor Center Joint meeting w/CoALL "The Law Library as a Workplace" $55.00 members fee $70.00 non-members fee 1988 (March 17-19)San Antonio, TX Marriott on the River Walk "Getting to 2001: Planning for the Future" All sessions were taped 152 Registrants $55.00 members fee $70.00 non-members fee 1989 (April 6-8)
Hyatt Regency Phoenix at Civil Plaza "Always Use Turn Signals: Communication & Cooperation" Joint Meeting with PAALL 132 Registrants $55.00 members fee $70.00 non-members fee 1990 (March 22-24)Houston, TX J.W. Marriott at the Galleria "Law Librarians -The Link" MCLE Credit for "Law Office of the Future" Joint Meeting with HALL 180 Registrants $65.00 members fee $75.00 non-members fee 1991 (April 4-6)
Tulsa, OK Westin Hotel "Legal Potpourri" 90 Registrants
1992 (April 2-4) Lubbock, TX Lubbock Plaza Hotel "Managing for Now and the Future" Pre-conference workshop: "Beginning Accounting and Using Spreadsheets" Special Speaker: Sarah Weddington 69 Registrants $75.00 fee 1993 (April 15-17) Albuquerque, NM Sheraton Old Town Inn "Making It So: Creating a Positive Future" 98 Registrants $75.00 fee 1994 (April 14-16) Dallas, TX Melrose Hotel "Tough Times Never Last: Boldly Facing the Challenges of Shrinking Resources” 109 Registrants $80.00 fee 1995 (March 30-April 1) Oklahoma City, OK Medallion Hotel "Wrestling with the Future: Management Issue in the 90’s" Registrants $90.00 fee 1996 (March 28-30)Austin, TX Stouffer Austin Hotel SWALL/SEALL joint meeting "Beyond Boundaries: Law Libraries Linking Information" 1997 (April 3-5) Tucson, AZ Marriott -University Park SWALL/AzALL joint meeting "Looking Back and Moving Forward" 1998 (March 26-28)Houston, TX ITT Sheraton Luxury Collection Hotel SWALL 40th/HALL 20th joint meeting Preconference: “Applying Copyright Law”; "Legal Research for the Non-Law Librarian" 150 plus Registrants $135 member, $145 non-member, $90 student
1999 (April 8-10) Denver, CO Adams Mark Hotel ″Libraries: Information Gateway to the New Millennium" 124 Registrants 2000 (March 30-April 1) Menger Hotel
San Antonio, TX
2001 (April 18-21) Atlanta, GA SWALL/SEALL joint meeting 2002 (April 18-20) Ft. Worth, TX Radisson Plaza Hotel 2003 (April 3-5) Kansas City, MO The Marriott at County Club Plaza "New Paths, New Destinations" $130 member; $140 non-member; students free 2004 (March 25-27)
Houston, TX Magnolia Hotel "Here & Now: Today's Law Library" $185 member; $205 non-member; $90 student
2005 (March 28-April 2)
Little Rock, AR Doubletree Hotel "Big Ideas Come From Little Rock" 109 Registrants $150 member; $160 non-member; students free
2006 (April 6-8)
Austin, TX Driskill Hotel "Information in Motion" $170 member; $180 non-member; students free
2007 (April 19-21)
Tempe, AZ Embassy Suites Hotel "Desert in Bloom: Cultivating Information Access" $175 member; $185 non-member
2008 (April 10-14)
Galveston, TX and Cozumel, Qunitana Roo, Mexico Carnival Ecstasy “Navigating the Sea of Information: Celebrating 50 Years of SWALL!” Registration included in room price
2009 (March 25-28)
Albuquerque, NM Hotel Albuquerque at Old Town "Soaring to New Heights" $200 member; $225 non-member
2010 (April 8-10)
Waco, TX Hilton Waco "Adapt & Flourish" 93 Registrants
2011 (November 3-5)
Lawrence, KS Oread Hotel SWALL/MAALL joint meeting "Finding the Law … in the Land of AHHS" 21 Registrants $195 member; $215 non-member
2012 (March 29-31)
San Antonio, TX Menger Hotel "Embracing Today, Innovating for Tomorrow" 71 Registrants $195 member; $215 non-member; $100 student
2013 (April 4-6)
Phoenix, AZ Hyatt Hotel SWALL/AzALL joint meeting "Adapt, Incorporate, Change" $195 member; $215 non-member; $100 student
2014 (March 20-22)
Austin, TX Hilton Garden Inn “Mapping the New Normal” $225 member; $250 non-member; $125 student
2015 (April 9-11)
Boulder, CO Millennium Harvest House “Go BOLDER in Boulder” $225 member; $250 non-member; $125 student SWALL Meetings at AALL
1962 San Francisco Paid by SWALL 1964 St. Louis Paid by SWALL 1965 New York Howard Johnsons Approx. 40 Attended 1966 Los Angeles, CA 1969 (July 1) University of Houston
1970 (June 29)
Washington, D.C. Shoreham Hotel
1972 (July 2)
Chicago, IL Drake Hotel
1973 (July 2)
Seattle, W A Olympic Hotel Business Meeting 35 Attended
(July 4) Olympic Grill Social Breakfast 31 Attended 1974 (June 26) St. Paul, MN Hilton Hotel 45 Attended $191.00 Receipts 1975 (June 23) 1976 (June 22)
Los Angeles, CA Century Plaza Hotel 49 Attended Boston, MA Sheraton-Boston
1977 (June 28) Toronto, Canada Sheraton Centre Hotel $3.00 for Members 1978 (June 27)
Rochester, NY Holiday Inn
1979 (July 3) San Francisco, CA Fairmont Hotel $7.50 + tax and tip 1980 (June 25) St. Louis, MO Chase Park Plaza Hotel $7.33 for Members 1981 (June 28) Washington, D.C. Washington Hilton Partly subsidized by SWALL 1982 (June 15)
Detroit, MI Westin Hotel
1983 (June 13) Houston, TX Hyatt Regency Hotel 1984 (July 2) $5.00
San Diego, CA Sheraton Harbor Island
1985 (July 8) New York, NY Offices of the Bar Association of the City of New York $5.00 for Members
1986 (July 7) $7.50
Washington, D.C. Washington Sheraton Hotel
1987 (July 6) Chicago, IL Hyatt Regency in the Illinois Center $6.00 1988 (June 29) Atlanta, GA Marriott Marquis $5.00 if pre-registered $10.00 otherwise and Noll-SWALL Members 1989 (June 21) Reno, NV Bally's MGM $6.00 pre-paid $12.00 at the door
1990 (June 18) Minneapolis, MN Minneapolis Convention Center 100+ Attended $6.00 Members $11.25 Non-members 1991 (July 22) $8.00 Members $14.50 Others
New Orleans, LA New Orleans Hilton
1992 (July 20) San Francisco, CA $12.00 pre-paid $16.00 at the door $20.00 Non-members 1993 (July 12) Boston, MA Hynes Convention Center $12.00 pre-paid $17.00 at the door $20.00 Non-members 1994 (July 11) Seattle, WA Washington State Convention and Trade Center 12.00 Changed from a breakfast to a cocktail hour 1995 (July 17) Pittsburgh, PA D.L. Lawrence Convention Center $15.00 pre-paid and at the door Changed back to a breakfast meeting 1996 (July 24) Indianapolis, IN Indianapolis Convention Center Breakfast meeting 1997 (July 23)
Baltimore, MD Sheraton Breakfast meeting
1998 (July 14) Anaheim, CA Hilton $20.00 Changed to a luncheon meeting 1999 (July 20)
Washington, DC Grand Hyatt-Latrose Breakfast Meeting
2000 (July 17) Philadelphia, PA Marriot Reception (Jointly sponsored and hosted with DALL & HALL) 2001 (July 16) Minneapolis, MN Hilton Reception (Jointly sponsored and hosted with DALL & HALL) 2002 (July 21) HALL) 2003 (July 15) HALL)
Orlando, FL Peabody Hotel Reception (Jointly sponsored and hosted with DALL & Seattle, WA Sheraton Seattle Hotel and Towers Reception (Jointly sponsored and hosted with DALL &
2004 (July 13) HALL) 2005 (July 17)
Boston, MA Sheraton Boston Reception (Jointly sponsored and hosted with DALL & San Antonio, TX Marriott Riverwalk Reception (Jointly sponsored and hosted with DALL &
HALL) 2006 (July 9)
St. Louis, MO Renaissance Grand Hotel Reception (Jointly sponsored and hosted with DALL &
HALL) 2007 (July 15)
New Orleans, LA Hilton New Orleans Riverside Reception (Jointly sponsored and hosted with DALL &
HALL) 2008 (July 13) HALL) 2009 (July 26) HALL & UNT) 2010 (July 11)
Portland, OR Hilton Portland & Executive Tower Reception (Jointly sponsored and hosted with DALL & Washington, D.C. Renaissance Washington, D.C. Reception (Jointly sponsored and hosted with DALL, Denver, CO Hyatt Regency Reception (Jointly sponsored and hosted with DALL,
HALL & UNT) 2011 (July 24)
Philadelphia, PA Philadelphia Marriott Business Meeting and Reception
2012 (July 22)
Boston, MA Legal Sea Foods Copley Reception (Jointly sponsored and hosted with DALL,
HALL & UNT) 2013 (July 14)
Seattle, WA Dragonfish Restaurant Reception (Jointly sponsored and hosted with DALL,
HALL & UNT) 2014 (July 13)
San Antonio, TX Acenar Restaurant Reception (Jointly sponsored with HALL, DALL, and UNT)
2015 (July 19)
Moriarty’s Pub Reception (Jointly sponsored with Hall, DALL, and UNT)
APPENDIX E SWALL BULLETIN GUIDELINES AND PUBLICATION SCHEDULE Introduction
The SWALL Bulletin is published online on the SWALL website three times per year: summer, fall, and spring. The Editor acts as Chair of the Publications Committee and may serve for no more than three consecutive years. II.
Materials for the Bulletin may be obtained from a variety of persons and publications. Generally, the Editor's responsibility does not extend to writing original material but, instead, encompasses selecting and editing articles and information. A. SWALL Board of Directors 1. No issue of the SWALL Bulletin should ever be published without consultation with the President of SWALL concerning the President's Message: (i.e., From the Bench column) and any other information he/she wants included. 2. In addition, it may be necessary to contact the Secretary and/or Treasurer for their reports to be included in the issues following the business meetings at the SWALL annual meeting and the AALL annual meeting. B. Liaisons and Chairs 1. To facilitate newsgathering, the Editor may appoint persons from the eight states making up SWALL to act as liaisons for the Bulletin. They can solicit and receive news, and relay it to the Editor. Contact the liaisons a month ahead of the deadline to remind them to pass on interesting news. 2. Four to six weeks prior to a publication deadline, contact all committee chairs and AALL liaisons and remind them that if they have reports to be included they must be in by the deadline. A form letter may prove useful. C. Other Sources 1. The Editor should ask Publications Committee members to suggest and write articles on subjects of interest to the SWALL membership. 2. The Editor may wish to continue established columns and columnists. 3. Copies of suitable articles which appear in other publications may be reprinted, after obtaining permission from the newsletter which first printed it. Other AALL chapter publications are an especially good source. (Check chapter websites for recent newsletter issues). 4. The Editor should gather any written reports, particularly Treasurer's reports, at SWALL meetings, and should pay particular attention to proceedings. III.
A. The SWALL Bulletin will only be published electronically as a Web- based journal on the SWALL website. B. Each issue will be published as a separate sub-directory of the Bulletin directory of the SWALL website. C. When a new issue of the SWALL Bulletin is ready for distribution, the Chair of the Publications Committee shall send notifications to the following library listservs: 1. SWALL Listserv ([email protected]
) 2. LAW-LIB ([email protected]
) 3. AzALL (Arizona Association of Law Libraries: Contact AzALL Webmaster or President for posting information)
4. CoALL List (Colorado Association of Law Libraries: Contact CoALL Webmaster or President for posting information) 5. DALL Listserv (Dallas Association of Law Libraries: Contact DALL Webmaster or President for posting information) 6. HALL-L (Houston Association of Law Libraries: hall- [email protected]
) 7. Any other listserv or posting that would be appropriate. IV.
SWALL Bulletin Contents and Printing Schedule
A. Headings: The following list includes suggestions for the headings and their descriptions currently being used in the SWALL Bulletin: 1. From the Bench - President's Letter 2. In This Issue - Table of Contents. 3. Pro Forma - Treasurer's Annual Report 4. Transcript – SWALL Business Meeting Minutes 5. Headnotes - SWALL Information and Committee Reports 6. Hearsay - Membership News 7. Amended Pleadings - Changes in Directory Listings, New Members, etc. 8. Outside Counsel - News from AALL and other chapters 9. Expert Testimony - Conferences/Symposia (essentially, the Continuing Education list from AALL) 10. Briefing the Case - Research tips/continuing education; usually an annotated bibliography, compiled by a member of the Publications Committee or another interested person 11. Dicta - General news and notes 12. Discovery - Professional Reading (has usually been compiled by the Bulletin Editor or by another member of the Committee) 13. Exhibits - New developments in SWALL states 14. Change of Venue - Job announcements 15. Quid Pro Quo - Wants/Gifts/Exchanges 16. Practice and Procedure - Private law librarians' column 17. Future Interests - Internet column (written by the SWALL Webmaster) 18. Historical Notes - SWALL history column (written by the SWALL Archivist) 19. DOCS column (untitled) - Information and news on government documents issues (written by interested person(s)) 20. Wills and Trusts - Column on preservation issues 21. From the Bailiff - Editor's page 22. Expert Witnesses: Regional Reports - News from SWALL states B. Publishing Schedule 1. Not every heading/section is used in every issue and the editor may use other headings provided that they follow the litigation theme of the headings listed in section IV.A. of this Appendix. 2. Headings/sections for each issue a. From the Bench, In This Issue, Headnotes, Briefing the Case, Outside Counsel, and SWALL Officers and Committee Chairs. b. Other columns will appear as needed, but are not required. Summer: 1. From the Bench 2. Transcript (Minutes of the SWALL Annual Business Meeting) 3. Pro Forma (Treasurer's Annual Report delivered at the SWALL Annual Business Meeting) 4. Outside Counsel 5. Headnotes
a. Additional Committee Reports, if any b. Report(s) from the SWALL Travel Grant and Lori Bull Dodd Memorial Travel Grant Recipient(s) 6. Briefing the Case 7. SWALL Officers and Committee Chairs Fall: 1. From the Bench 2. Transcript (Minutes of the SWALL Business Meeting held during the AALL annual meeting) 3. Outside Counsel 4. Headnotes a. SWALL Annual Meeting Program and/or Local Arrangements Committee news, if possible b. Additional Committee Reports, if any c. Report(s) from the AALL Travel Grant Recipient(s) 5. Briefing the Case 6. SWALL Officers and Committee Chairs Spring: 1. From the Bench 2. Outside Counsel 3. Headnotes a. SWALL Annual Meeting Program and/or Local Arrangements Committee news, if possible b. Additional Committee reports, if any 4. Briefing the Case 5. SWALL Officers and Committee Chairs C. Miscellaneous provisions 1. AALL requires that all AALL information appearing in Chapter/SIS newsletters should be accompanied by the AALL logo. 2. Requests for copies of articles from other Chapter/SIS newsletters should be referred to the appropriate newsletter editor. Thus, all requests for copies of SWALL Bulletin articles should come to the Editor.
APPENDIX F SWALL Archives Guidelines General Comments The Southwestern Association of Law Libraries was started in 1958 in order to promote law librarianship in the southwestern part of the country. To further this end SWALL has established an archive that will be the depository of any significant information about the organization and its members. It will be a reference source to present and future members as well as a repository for important documents created by the organization. The following document is intended as a guideline for what materials will be collected, processed, arranged, and retained. It is also the guideline to establish who will be responsible for processing materials, how the materials will be obtained, and the policy governing their use. Contents Before any records are processed they should be checked against a list of required documents that have been established by SWALL. This list is only a guideline. If other records are deemed important they will be added as well. The general guideline for judging records is if the materials are of historical importance (i.e. evidential or informational). These would be documents that tell the history of the organization and its activities or provide unique information about the organization. The following is a list of materials that should be collected: 1. Historical incorporation, organization papers. 2. Constitution, Articles of Incorporation, and Bylaws (past and present with dates). 3. Presidential correspondence and final documents. 4. Reports of officers, committee chairs, commissions. 5. Executive board agendas, minutes edited and approved. 6. Financial - budgets, treasurer's reports, investment records, audits, tax exemptions. 7. Standing committee reports. 8. Special committee reports and/or weeded internal papers. 9. Procedural handbooks/manuals (dated). 10. Conference - programs, reports, financial statements. 11. Lists of scholarship, grant, and award recipients. 12. Publications - directories, newsletters, and other significant works. 13. Agreements, contracts, documents of commitment or intent with all persons, organizations, corporations, etc., external to SWALL. 14. Copyright registrations. 15. Press releases issued by SWALL. 16. Forms and sample questionnaires. Housing See deposit agreement (Attachment I, Appendix F). Archivist The Archivist is responsible for collecting, selecting, sorting, arranging, and filing the archival materials. It is therefore recommended that the Archivist be a long-term appointment or the additional function of an elected officer. This should be defined by the bylaws or procedures manual of SWALL. Retention Schedules
Records are of two types - permanent or temporary. Permanent records are those records that should be sent to the Archives. A list of records to be retained is under the "Contents" section of these guidelines. A retention schedule is attached (Appendix F - Attachment II) to provide guidelines for records keeping. The retention policies are for permanent and temporary records. Temporary records are those records that are usually kept five years or less. Temporary records that are only held for one or two years usually remain with the officer or committee they pertain to. Temporary material that is to be kept for five years should go to the Archives after two years. Before records are sent to the Archives they should go to the Archivist. It will be the responsibility of the Archivist to do a thorough weeding before adding materials to the permanent files. Transfer of Materials Materials should be transferred from outgoing officers and committee chairs to the incoming officers and committee chairs. After reviewing the files in a timely manner (approximately two months after taking office), the files should be transferred to the Archivist. As stated before, the records retention schedule should be followed and no officer or committee chair should retain files for longer than two years. The Archivist will be responsible for collecting materials if they are not sent to the Archivist by the end of the second month after the annual SWALL meeting. The Archivist may choose to either put a notice in the SWALL Bulletin or contact each officer or committee chair. Organization of Archives The following is a list of how the files should be organized in the Archives: 1. General materials (those pertaining to the organization as a whole) 2. Constitution, Articles of Incorporation, and Bylaws History 3. Procedures Manual 4. Membership lists 5. Lists of award recipients, etc. 6. Officers 7. Rosters, minutes, reports, etc. 8. Committees 9. Projects - conferences, workshops, etc. 10. Publications 11. SWALL Bulletin 12. Conference programs Filing of Archives Folders should be labeled to reflect what types of materials are inside. The folders should be put in order according to the above description. Under each main heading the folders should be in alphabetic order. Inside each folder the materials should be in chronological order, with the latest material in front. If possible, any materials that are of special value should be kept in acid-free archival folders. Any special materials that are on mimeograph or older fax paper should be copied onto acid-free paper. Special materials are those that will be retained permanently.
Archivist's Reference File or Finding Aid The Archivist will maintain a reference file or finding aid for all materials in the Archive. This will be comprised of a list of folders in the Archive as well as a quick reference file that contains in more detail the following items: 1. Officers - a list of elected officers, and committee chairs and members for the last 10 years. 2. Programs - a list of activities for the last 10 years (including date, program title, and speakers(s)). 3. History - outstanding dates and events for the organization, from the beginning. 4. Special publications - a list of titles and dates of publications.
Attachment I Deposit Agreement Agreement Between Fred Parks Law Library, South Texas College of Law and Southwestern Association of Law Libraries Regarding the Storage of Chapter Archives The Fred Parks Law Library, South Texas College of Law (hereinafter the INSTITUTION) agrees to provide, without charge, to the Southwestern Association of Law Libraries (hereinafter the CHAPTER), space to be used to house the Archives of the CHAPTER subject to the following conditions: (1) The CHAPTER will be responsible for providing securable physical equipment and supplies for the Archives. [Such housing is subject to the approval of the INSTITUTION]. (2) The location of the floor space will be determined by the INSTITUTION [and will be subject to change should such space be required for the INSTITUTION'S use]. The CHAPTER retains the right to withdraw the Archives from the INSTITUTION during the term of this agreement should a changed location not be approved by the CHAPTER. (3) The CHAPTER retains ownership of the Archives and agrees to provide any additional insurance agreed by both parties as necessary to cover damage or loss of the Archives. (4) The INSTITUTION shall not be liable for any loss or damage to the Archives during the time that they are housed by the INSTITUTION except for such loss or damage as may result from willful or gross negligence of the INSTITUTION, its employees or agents. (5) The CHAPTER will be responsible for the organization and maintenance of the Archives and for preparation and maintenance of any access tools or finding aids necessary to service the Archives. (6) The INSTITUTION agrees to allow in-building use of the Archives to persons authorized by the CHAPTER to have access to the files. (7) The CHAPTER agrees to provide identification for persons authorized to have access to the Archives and to provide the INSTITUTION prior notification of persons so authorized. [In addition, the CHAPTER agrees to provide the INSTITUTION with forms for submission to the CHAPTER for use by students or others seeking use of the Archives]. Both parties agree to the terms of this agreement until the needs of the INSTITUTION become such that housing the CHAPTER archive is unsupportable. In the event this agreement is terminated, the CHAPTER agrees to remove the Archives and housing from the INSTITUTION'S space within sixty (60) days after official notification of the termination to the SWALL Executive Board. Should the Archives and housing not be removed by the CHAPTER within the stipulated time period, ownership of the Archives and housing will automatically transfer to the INSTITUTION.
___________________________ (Date) (Name)
(Title) Fred Parks Law Library, South Texas College of Law
_____________ _______________________________________ ___________________________ (Date) (Name) (Title) Southwestern Association of Law-Libraries
(This agreement was signed 05/02/2013 by David Cowan, Director, Fred Parks Law Library, South Texas College of Law and by Caren Luckie, President, Southwestern Association of Law Libraries)
Attachment II Retention Schedule Record group
General -Constitution, including all revisions and Amendments -Articles of Incorporation, including all revisions and amendments -Bylaws, including all revisions -History of the organization -Membership lists -Scholarship, grant, and award recipients -Minutes of business meetings -Procedural handbooks/manuals (dated) -Publicity -Agreements, contracts, documents of commitment or intent -Copyright registrations Officers -List of officers and committee members -Executive Board minutes -President Annual report Correspondence To/From members To/From AALL To/From others -Treasurer Annual report Bank statements, checks, passbooks, receipted bills, other accounting records -Miscellaneous
Permanent Permanent Permanent Permanent Permanent* Permanent Permanent Current issue Permanent Permanent Permanent
Permanent Permanent Permanent 1 yr. & curr.** 1 yr. & curr.** 1 yr. & curr.**
Permanent**** 5 yr. 1 yr. & curr.**
Committees Reports Correspondence
5 yr. & curr.*** 1 yr. & curr.**
Projects - Including conferences, workshops, etc. Reports Correspondence Forms and sample questionnaires Programs
5 yr. & curr.*** 1 yr. & curr. 5 yr. & curr. Permanent
Publications 1 copy of each
Extra copies Directory
5 yr. & curr.
5 yr. & curr. to be determined
*Keep permanently unless it is published in the SWALL Bulletin. **If there is a policy statement or other important business, retain it permanently. ***Keep the specified period of time unless they are published in the SWALL Bulletin. ****A copy should be sent to the attorney's office. Southwestern Association of Law Libraries Policy and Regulations Governing Use of the Archives Since 1958 the Southwestern Association of Law Libraries (hereafter referred to as SWALL) has represented and promoted law librarianship in the southwestern region of the United States. SWALL has promoted law librarianship through its meetings, committees, and publications. Because of its goals of promoting law librarianship, SWALL established an archive in 1991 as a resource for present members as well as future researchers. Through an agreement set up in 1991, the archive was housed at the Texas State Law Library. It now resides at the Fred Parks Law Library, South Texas College of Law. The following policies governing the use of the SWALL Archives are intended as a guide for those who may use the Archives and how the materials may be used. These policies try to take into consideration the needs of researchers, members, restrictions imposed by authors, donors, or SWALL, and the need for preservation of the documents. Consultation 1. In order to receive permission to examine materials in the Archives, a person must make written application to the SWALL Archivist or President. Permission is subject to any restrictions placed on the files by the author, donor, or SWALL and given at the discretion of the Archivist, President, or Special Collections Librarian, Fred Parks Law Library. If permission is denied, the person may write to the Executive Board for an appeal. The SWALL Archivist will retain the completed application form. 2. SWALL Executive Board members and the Archivist are exempt from the permission requirement, during their tenure, for the consultation and photocopying of materials except where there are restrictions attached. 3. Permission is not required for the consultation of the organizations publications that may be housed in the Archives. 4. All archival materials are to be used at the Fred Parks Law Library. If a person needs to borrow any materials, they must receive written permission from the Archivist or the President. Anyone using the Archives must conform to the regulations governing their handling. Photocopying 1. Users of the Archives may not copy any materials unless they have given written assurance that no document will be published or reproduced without the written consent of the author and SWALL. 2. If a person has given written consent, they will be granted the right to
photocopy materials except where restrictions have been placed by the author, the donor, or SWALL and they comply with the fair use provisions of the Copyright Act. 3. If a researcher cannot come to the Fred Parks Law Library, they may make application to the State Law Librarian to have some materials copied, providing they comply with the above restrictions. The Special Collections Librarian has the right to refuse any request that may cause undue burden to the staff of the library. Publication 1. If a person wants to publish something they have read or copied from the Archives, they need to obtain written permission from the SWALL President and the holder of any literary rights. 2. Permission to publish will generally be granted provided that the publication meets scholarly standards and written permission has been granted from the copyright holder. 3. When permission is granted, the user agrees to indicate that the original materials are located in the SWALL Archives and the user assumes full responsibility for any copyright infringement that may result from the publication.
Southwestern Association of Law Libraries Archives User Application
Institutional or organization affiliation
I hereby make application to consult and/or copy from the following records in the Southwestern Association of Law Libraries Archives:
I am using this material for:
I agree not to publish or present any part of materials I have examined and/or copied without written approval of the author(s) and the President of SWALL. I also assume full responsibility for any copyright infringements or other infringements, which may pertain to this material. Signature _________________________ Date __________ Approved by _________________________ Date __________
SWALL ARCHIVES REMINDER
To: All officers and committee chairs From: The Archivist It has now been two months since we last met at the SWALL conference. Hopefully you have had some time to look at the files you may have inherited from the previous officers and committee chairs. It is now time to remind you of your duty to deposit the appropriate documents to the Archivist so that they may be sorted through and deposited in the SWALL Archives. According to the Guidelines for the SWALL Archives: two months after the annual SWALL conference all officers and committee chairs are to send all official SWALL business files, except for files that are under two years old and are deemed a necessity to the present officer, to the SWALL Archivist. The Archivist will then make a determination of whether or not to keep the files based on the Archives retention schedule and list of files to be retained, as established in the Guidelines for SWALL Archives. Please help to keep the SWALL Archives up to date so that we may have a recorded history of SWALL. Your cooperation will be appreciated.
APPENDIX G SWALL OFFICERS, 1958-2015 Year
1958-59 Mortimer Schwartz, President Harrison McDonald, Vice President Gueneth Babcock, Secretary-Treasurer 1959-60 Harrison McDonald, President Hibernia Turbeville, Vice President Gueneth Babcock, Secretary-Treasurer 1960-61 Hibernia Turbeville, President Hazel Anderson, Vice President Gueneth Babcock, Secretary-Treasurer 1961-62 Hazel Anderson, President George Skinner, Vice President Nell Yeargin, Secretary-Treasurer 1962-63 George Skinner, President Secretary-Treasurer
Myron Jacobstein, Vice President Nell Yeargin,
1963-64 Charlotte Highland, President Dwain Gay, Vice President Nell Yeargin, Secretary-Treasurer 1964-65 Alfred J. Coco, President Marcia Miller, Vice President Nell Yeargin, Secretary-Treasurer 1965-66
Marcia Miller, President
1965-67 Della Geyer, Vice President Nell Yeargin, Secretary-Treasurer 1966-67 Della Geyer, President Hanna Atkins, Vice President Nell Yeargin, Secretary-Treasurer 1967-68 Hanna Atkins, President Secretary-Treasurer
Alphonse Squillante, Vice President Dell DeHay,
1968-69 Alphonse Squillante, President Marian Boner, Vice President Dell DeHay, Secretary-Treasurer 1969-70 Marian Boner, President Oscar Miller, Vice President Dell DeHay, Secretary-Treasurer 1970-72 Oscar Miller, President Ruth Brunson, Vice President Dell DeHay, Secretary-Treasurer 1972-74 Ruth Brunson, President Secretary-Treasurer
Laura N. Gasaway, Vice President Dell DeHay,
1974-76 Laura N. Gasaway, President Elizabeth Ellington, Vice President Dell DeHay, Secretary-Treasurer
1976-77 Elizabeth Ellington Parrigin, President Bernard Reams, Vice President Leigh Morris, Secretary-Treasurer 1977-78 Bernard Reams, President Jim Hoover, Vice President Velvet Glass, Secretary-Treasurer 1978-79 Bernard Reams, President Jane Olm, Vice President Velvet Glass, Treasurer Melanie Nelson, Secretary 1979-80 Jane Olm, President D.A. Divilbiss, Vice President Velvet Glass, Treasurer Melanie Nelson, Secretary 1980-81 D.A. Divilbiss, President Bob Grundy, Vice President Carolee Tolotti, Treasurer Melanie Nelson, Secretary 1981-82 Bob Grundy, President Charles Dyer, Vice President Carolee Tolotti Cote, Treasurer Melanie Nelson, Secretary 1982-83 Charles Dyer, President Jon Schultz, Vice President Gail Sisson, Treasurer Melanie Nelson, Louise Covington, Secretary 1983-84 Jon Schultz, President Lois Calvert, Vice President Gail Sisson, Treasurer Louise Covington, Secretary 1984-85 Lois Calvert, President James Hambleton, Vice President Gail Sisson, Treasurer David Cowan, Secretary 1985-86 James Hambleton, President Jane Ward, Vice President Gail Sisson, Treasurer David Cowan, Secretary 1986-87 James Hambleton, President Barbara Bintliff, Vice President Jane Addison, Treasurer David Cowan, Secretary 1987-88 Barbara Bintliff, President David Cowan, Vice President Jane Addison, Gail Sisson, Treasurer Elizabeth K. Schneider, Secretary 1988-89 David Cowan, President Jeanne C. Reynolds, Vice President Barry Gilbert, Treasurer Elizabeth K. Schneider, Secretary 1989-90 Jeanne Reynolds, President Lou Lindsey, Vice President Barry Gilbert, Treasurer Elizabeth K. Schneider, Secretary 1990-91 Lou Lindsey, President Elizabeth Schneider, Vice President Barry Gilbert, Richard R. Guajardo, Treasurer Susan Kendrick, Secretary 1991-92
Barbara Bintliff, President
Sharon Blackburn, Vice President Richard Guajardo, Treasurer Carol Elliott, Secretary 1992-93 Sharon Blackburn, President Kay Schlueter, Vice President Richard Guajardo, Treasurer Carol Elliott, Secretary 1993-94 Kay Schlueter, President Lana Caswell-Garcia, Vice President Cynthia Montalvo, Treasurer Carol Elliott, Secretary 1994-95 Lana Caswell-Garcia, President Mary Ann Nelson, Vice President Cynthia Montalvo, Treasurer Maria E. Protti, Secretary 1995-96 Glen-Peter Ahlers, President Richard E. Ducey, Vice President Tobin A. Sparling, Treasurer Maria E. Protti, Secretary 1996-97 Glen-Peter Ahlers, President Richard E. Ducey, Vice President Tobin A. Sparling, Treasurer Maria E. Protti, Secretary 1997-98 Richard E. Ducey, President Rita R. Dermody, Vice President Susan Spillman, Treasurer Martha Campbell, Secretary 1998-99 Monica M. Ortale, President W. David Gay, Vice President Susan Spillman, Treasurer Martha Campbell, Secretary 1999-2000 W. David Gay, President Mitch Counts, Vice President Susan Phillips, Treasurer Hyla Bondouff, Secretary 2000-2001 Mark Estes, President Beth Youngdale, Vice President Susan Phillips, Treasurer Hyla Bondouff, Secretary 2001-2002 Beth Youngdale, President Kathryn Fitzhugh, Vice President Joan O'Mara, Treasurer Susan Spillman, Secretary 2002-2003 Kathryn Fitzhugh, President Sharon Wayland, Vice President Joan O'Mara, Treasurer Susan Spillman, Secretary 2003-2004 Sharon Wayland, President Susan Phillips, Vice President Joan O'Mara, Treasurer Susan Spillman, Secretary 2004-2005 Susan Phillips, President Yvonne Chandler, Vice President Joan O'Mara, Treasurer Susan Scoble, Secretary 2005-2006 Yvonne Chandler, President Barbara Fullerton, Vice President
Caren Luckie, Treasurer Peggy Martindale, Secretary 2006-2007 Yvonne Chandler, President Anna Teller, Vice President Caren Luckie, Treasurer Peggy Martindale, Secretary 2007-2008 Anna Teller, President Katherine Greene, Vice President Caren Luckie, Treasurer Peggy Martindale, Secretary 2008-2009 Katherine Greene, President Terri Wilson, Vice President Kris Helge, Treasurer Michelle Rigual, Secretary 2009-2010 Terri Wilson, President Michelle Rigual, Vice President Kris Helge, Treasurer Jennifer Laws, Secretary 2010-2011 Michelle Rigual, President Mon Yin Lung, Vice President Kris Helge, Treasurer Lauren D. Van Waardhuizen, Secretary 2011-2012 Mon Yin Lung, President Robert Hu, Vice President Jennifer L. Laws, Treasurer DeCarlous Spearman, Secretary 2012-2013
Robert Hu, President Caren Luckie, Vice President Jennifer L. Laws, Treasurer DeCarlous Spearman, Secretary
Caren Luckie, President Kathleen Bransford, Vice President Jennifer L. Laws, Treasurer Stacy Fowler, Secretary Kathleen Bransford, President Jennifer Laws, Vice President Katy Stein Badeaux, Treasurer Stacy Fowler, Secretary
APPENDIX H REIMBURSEMENT GUIDELINES FOR ANNUAL MEETING PLANNING AND AWARDS Each expense submitted for reimbursement must be supported with a receipt and/or accompanying statement. I.
Reimbursements under $25.00 for Meeting Expenses a. It is acceptable to submit reimbursement for any amount under $25.00 without a receipt. b. It is preferred that a receipt be submitted, but this exception can be used in cases where someone has misplaced a receipt or never received one in the first place. c. Please include a separate statement explaining the lack of documentation and include it with the materials submitted to the SWALL Treasurer. II. No Expense more than $25.00 may be reimbursed without a receipt. III. Personal Credit Card Purchases relating to Meeting Expenses a. If a SWALL meeting planner wishes to use his or her personal credit card for annual meeting expenses in excess of $500, he or she will be required to submit copies of credit card statements showing all SWALL meeting expenses charged to the personal credit card as a part of the supporting documentation for expense reimbursement. IV. Expense Reimbursement Form a. Persons seeking reimbursement for meeting expenses must fill out an Expense Reimbursement Form (see below). For editable versions of the form, consult the SWALL website or contact the SWALL Treasurer.
APPENDIX I THE PRE-CONFERENCE EDUCATIONAL OUTREACH PROGRAM PROCEDURES In compliance with SWALL’s educational mission, the Legal Information Services to the Public Committee should coordinate with the Local Arrangements Committee before the annual meeting to arrange for a pre-conference program designed to educate the public on legal and law-related issues. The following are some suggested procedures for the pre-conference program arrangements. I. The title of the pre-conference program should be “Legal Research for the Non-Law Librarian.” II. Schedule for the pre-conference program: The pre-conference program is held on the Thursday morning prior to the annual meeting opening luncheon. It should take place from 8:00 a.m. – 12:00 p.m. If the meeting location or the execution of a joint meeting makes this time impossible, alternative dates and times should be proposed to the Board of Directors for approval. III. Contact the Local Arrangements Committee for the host city for the following: A. Location of the pre-conference program: It should take place at the conference hotel or at a local law school. If possible, arrange for a room with tables so that notes may be taken easily. Equipment and technology needs will include a projector, screen, laptop, and internet access. B. The conference hotel would be the preferable location since it is easier for the speakers to set up and make it to the opening luncheon on time. C. Refreshments for the pre-conference program: If the Local Arrangements Committee is aware of the pre-conference program during the planning stage, the cost of refreshments should not be a problem. Refreshments at hotels are expensive and you cannot bring in outside refreshments. The pre-conference program will need to be part of the local arrangements budget. If the preconference program is held at a local law school, you can usually bring in your own refreshments. 1. Past refreshments: coffee/tea/juice/water with pastries, muffins etc. Sometimes we have apples and/or bananas. 2. Find out from the Local Arrangements Committee when you need to get the count for the refreshments to them. D. Contact speakers for the following topics: the Reference Interview, the State Court System, State Statutes, and Finding State and Federal Law on the Internet. For the pre-conference program topics, State = the host state for the annual meeting. 1. Find contact information for non-law libraries located in the host city's county and the touching counties. State library directories are helpful. The Local Arrangements Committee may have suggestions on the best way to find contact information for their state. 2. Once you have contact information for the non-law libraries, try all available means to reach your target audience, whether it is via email, listservs, regular mail, etc. IV. Pre-Conference Program Brochure: Create a brochure/registration form with the basics: what, where, when, pre-conference program registration costs, parking information (include parking costs if available), and where and to whom to send the form with the pre-conference registration fee. Include the designated contact person's physical and email addresses and the registration deadline. Contact the Publications
Committee and Local Arrangements Committee for help with producing the brochures for the pre-conference program. V. Pre-Conference Registration Fee: The cost for the pre-conference program has been historically set at the $5.00 price so that we could get an idea of how many handouts to make and how many refreshments we would need. We have allowed people to register and pay at the door. The LISP Committee has flexibility to set the registration fee as appropriate for each year’s circumstances. LISP experienced success at the Boulder, CO Pre-Conference (2015) with a $0.00 registration fee. VI. Attendance: As to the number of people who will show up, we have had as few as 7-8 attendees to a roomful. At the Boulder, CO Pre-Conference (2015) the bulk of the participants participated by webinar. VII. Pre-Conference Program Fee Arrangements: Have a receipt book or receipts for the attendees that register and pay at the door for the pre-conference program. VIII. Pre-Conference Program Handouts: It is a good idea to have a handout with contact information for local resources: Legal Aid, public and academic law libraries, courts, websites (lawhelp if available), etc. Find out if the handouts will printed locally or if the speakers will be printing and traveling with their own handouts. IX. Reimbursements for the Pre-Conference Program: postage and printing costs receipts should be turned in to the SWALL Treasurer. If the pre-conference program is held off-site, include the refreshment receipts. Please refer to Appendix H for the reimbursement guidelines.