1.

*Call to Order*
2.

*Approval of Minutes of Last Annual Meeting – October 16, 2020*
3.

*Introduction of Members of the Board of Directors*


1.

*Officers*
2.

*Standing Committee Chairs (Membership, Newsletter, Communications,
Library, Journal, Standards Seminar, Exhibitions)*
3.

*Chapter Representatives (California, Delaware Valley, Lone Star,
Midwest, New England, New York, Northwest, Potomac, Rocky Mountain,
Southeast)*


1.

*Presentation of Awards*
2.

*Summary and Approval of the 2020-2021 Annual Report*
3.

*Updates from the Board of Directors*
4.

*Other Business*


1.

*Recognition of Outgoing Officers & Committee Chairs *
2.

*Welcome of new Officers & Committee Chairs *
3.

*Other Announcements*


1.

*Members’ Comments/Discussion*
2.

*Adjournment*

FYI - Here’s the latest from the DEI committee. We are set to vote on a proposal for use of the Dark Archives money tonight, but I still don’t have that info from them. Bexx ---------- Forwarded message --------- From: Linnea Vegh <linneavegh@gmail.com> Date: Wed, Oct 12, 2022 at 10:53 AM Subject: Re: GBW DEI Update To: Bexx Caswell <president@guildofbookworkers.org> Hello Bexx, Please pardon my late response, I had an unexpected family emergency that required my attention and shortly after a sudden death of a dear friend. I am only just now getting caught up on my email. DEI and the Board are on the same page about improving communication by including a board member at regular DEI meetings. DEI has been corresponding via the Google Group email list and I was able to confirm that membership@guildofbookworkers.org is still included in the group. Please let me know if there is a better way to reach out to Cheryl in order to loop her into correspondences about upcoming meetings, or if someone else on the board is interested in acting as liaison. Greta has volunteered to run the next meeting and I can ensure that the board liaison is involved. In regard to calls for volunteers, the committee was focused on making information about those opportunities available on the GBW website year round, instead of relying solely on the annual call for volunteers. Having even a rough outline of what those positions have entailed in the past and timelines could lower the barrier of entry. I m sorry I was not able to respond to your email about the most recent call for volunteers for DEI. The survey results were posted back in November of 2021 and made widely available to the membership. Since the results have come back, DEI has referred to the responses from membership to guide our input to the board to ensure that we are putting the needs of membership at the forefront of our discussions and suggestions. At our most recent meeting, we discussed how to take action based on the very insightful suggestions from our members. As a result of that meeting, I reached out to Henry to initiate a project to improve the Chapter Chair/Event Coordinator resources as one way of incorporating those suggestions to improve accessibility at events and meetings. I am hopeful this collaborative project will be fruitful in creating more accessible spaces in the guild. That being said, the DEI committee is also interested in getting guidance from the board on how we can effectively support the organization. Thank you,, Linnea On Tue, Sep 6, 2022 at 11:08 AM Bexx Caswell < president@guildofbookworkers.org> wrote: > Hi Linnea - > I haven't heard back from you, so I just wanted to check in to see if you > have received my email? > As I mentioned in my previous email, GBW will be sending out our annual > request for committee volunteers this week. > > In past years, I have included language asking anyone interested in > joining the DEI committee to reach out to the committee directly. I am > happy to do that again. If you have any specific roles and responsibilities > in mind, please let me know and I can include the information. > *The newsletter deadline is on Friday 9/9, so I must have any info by that > date.* > > Thank you! > Bexx Caswell-Olson > President, GBW > > On Fri, Aug 5, 2022 at 10:29 AM Bexx Caswell < > president@guildofbookworkers.org> wrote: > >> Hi Linnea - >> I'm replying from my official GBW email so that this correspondence can >> be archived and shared with my successor. >> >> First, we want to propose an annual meeting between the DEI Committee and >> the GBW Board, allowing DEI to regularly bring proposals forward, receive >> and provide feedback, and sustain open communication. We understand that >> Standards and the Annual Meeting make for a hectic week, so we would want >> to meet at a different point in the year, which has the added benefit of >> allowing new committee chairs to get settled in. Alternatively, if a >> regular/annual meeting is not a good format, we would propose that the >> Board select a Board Member to serve as a liaison who would join the DEI >> committee meetings on a regular basis. >> >> *The Board agrees that there should be a liaison to the DEI committee. We >> voted to make that "official" back at the February meeting, and >> information was shared with the DEI committee via the DEI email address in >> an email dated 2/16. I apologize if that somehow did not make it to the >> committee members. Here is what I said in that email:"The Board has also >> discussed and agreed on the idea that the Membership Chair should have a >> permanent seat on the DEI committee and should serve as a >> second liaison between the committee and the Board to make sure that the >> committee's interests are fully represented at meetings. The current >> membership chair is already involved with the DEI committee, and this >> seemed like a good fit. However, we did not vote to add this stipulation to >> our Policies and Standing Rules in case it makes more sense for a different >> officer to serve in that role in the future."* >> >> On the subject of Standards, with the Board's approval, DEI would like to >> present a committee report at the Annual Meeting. This would be a quick >> summary of current and completed projects, future proposals, and a call for >> volunteers. Can this be added to the agenda? >> *I think it makes the most sense for the Board liaison to deliver this >> report on behalf of the committee, however that person is welcome to hand >> the mic over to someone else on the DEI committee if they choose. However, >> I would like to point out that we must limit Board reports to 3-4 minutes >> per person since we have 12 officers that have to give a report and only an >> hour for the meeting (which also has other agenda items).* >> *Below is a sample meeting agenda. As you can see, it is quite packed for >> a 1 hour meeting.* >> >> 1. >> >> *Call to Order* >> 2. >> >> *Approval of Minutes of Last Annual Meeting – October 16, 2020* >> 3. >> >> *Introduction of Members of the Board of Directors* >> >> >> 1. >> >> *Officers* >> 2. >> >> *Standing Committee Chairs (Membership, Newsletter, Communications, >> Library, Journal, Standards Seminar, Exhibitions)* >> 3. >> >> *Chapter Representatives (California, Delaware Valley, Lone Star, >> Midwest, New England, New York, Northwest, Potomac, Rocky Mountain, >> Southeast)* >> >> >> 1. >> >> *Presentation of Awards* >> 2. >> >> *Summary and Approval of the 2020-2021 Annual Report* >> 3. >> >> *Updates from the Board of Directors* >> 4. >> >> *Other Business* >> >> >> 1. >> >> *Recognition of Outgoing Officers & Committee Chairs * >> 2. >> >> *Welcome of new Officers & Committee Chairs * >> 3. >> >> *Other Announcements* >> >> >> 1. >> >> *Members’ Comments/Discussion* >> 2. >> >> *Adjournment* >> >> >> Finally*, committee nominations and volunteers have been a major topic of >> discussion at the past few meetings. Finding volunteers has become a >> challenge in many different areas of the Guild. Often, a Chair resorts to >> looking within their own network to find a volunteer for a sub-committee or >> to take over a Board position (this happens at both the local and national >> level). This can create a sense of “cliques” within the broader membership >> which was pointed to several times in the survey results. >> >> We believe that members are interested in getting involved, they just >> don’t know what opportunities are out there, or what those opportunities >> involve. In an effort to create more transparency and increase member >> involvement within the Guild of Book Workers, the DEI committee would like >> to propose that a list of volunteer opportunities be added to the website. >> This could be within the “Membership” tab or an entirely new tab labeled >> “Get Involved”. Additionally, a link could be added to the “About Us” page >> to easily direct members who might be interested in volunteering for the >> Journal, Exhibits, etc. We would want this list to include descriptions of >> the duties and time commitment expectations for volunteer opportunities and >> a timeline of when Chair positions are scheduled to open. This would create >> a space where Chairs can recruit volunteers for sub-committees, increasing >> opportunities for members to participate, and decreasing the intimidation >> factor of volunteering. Putting this information on the website would allow >> for more organic growth and create a more diverse population of volunteers. >> >> In addition to this public list, the DEI committee would suggest that >> announcements regarding volunteer positions be sent out regularly via the >> listserv, Instagram, Facebook, other social media platforms, the >> newsletter, and through any regular communication from Chapter Chairs. We >> feel that more exposure to these opportunities on a more regular basis will >> create more interest and involvement from members over time. >> >> * I very much agree that the process for finding volunteer >> committee members should be open and transparent, and reach as many people >> as possible and I would very much like to dispel the notion that the Board >> is a clique. The Board does in fact put out an open call for volunteers >> that is shared as widely as possible. This happens on an annual basis, with >> the call for volunteers going out in September or October of each year. >> This information is posted in the News section of our website and the most >> recent news is displayed on the landing page to make it as visible as >> possible. Anyone is welcome to volunteer or nominate someone else. Specific >> needs of the committees are shared when possible - but there aren't always >> defined roles and responsibilities. You can see last year's announcement >> here: >> https://guildofbookworkers.org/content/guild-book-workers-seeking-committee-volunteers >> <https://guildofbookworkers.org/content/guild-book-workers-seeking-committee-volunteers>* >> >> *and the announcement for the previous year here: >> https://guildofbookworkers.org/content/committee-volunteers-wanted >> <https://guildofbookworkers.org/content/committee-volunteers-wanted>* >> >> *I can also confirm that these announcements were sent out to all members >> via email, the GBW listserv, published in the newsletter, and shared on >> GBW's social media platforms. Some examples:* >> >> >> *https://www.facebook.com/groups/bookworkers/permalink/10159427917763490/ >> <https://www.facebook.com/groups/bookworkers/permalink/10159427917763490/>* >> >> >> *https://www.facebook.com/groups/bookworkers/permalink/10159382114093490/ >> <https://www.facebook.com/groups/bookworkers/permalink/10159382114093490/>* >> >> >> *https://www.facebook.com/groups/bookworkers/permalink/10158545748148490/ >> <https://www.facebook.com/groups/bookworkers/permalink/10158545748148490/>* >> >> >> *Since I am a member of all 10 chapters, I can confirm that the chapters >> have also been sharing this information. It looks like we haven't done as >> good of a job sharing that info on Instagram, and we can definitely work on >> that in the future! If the DEI committee feels that even using all of the >> info sharing platform available to us, the word still isn't getting out - >> then I would encourage the committee to reshare our posts to help us spread >> the word to a wider network. The more help we have, the better!* >> >> >> *I am attaching the written timeline that the Board created for >> soliciting committee volunteers. This was formally adopted in 2019.* >> >> >> *As for Officer and Chair positions, elections are held every >> July-August, with new Officers taking office in October. That is advertised >> on a very well established timeline. I'm also attaching the portion of the >> official GBW Policies and Standing Rules which pertains to the timeline for >> election of officers. This was last updated in 2018, but this basic >> timeline was already in place when I joined the Board 10 years ago. Again, >> any member is welcome to share these calls with their own networks to help >> spread the word - and any member can nominate someone for office. The DEI >> committee should feel free to nominate or help recruit individuals for >> offices or volunteer positions. Members of the DEI committee should also >> feel free to volunteer for the nomination committee.* >> >> >> *I definitely appreciate all of the DEI committee's input, and I know >> that the Board is still patiently waiting for a more detailed analysis of >> the DEI survey that was completed over a year ago. We've been disappointed >> that we still haven't received a final report or more concrete suggestions >> as the result of this survey. We would very much appreciate seeing the >> final results and getting some feedback that would allow us to take some >> substantive steps forward. * >> >> *Thank You!* >> >> *Bexx Caswell-Olson* >> >> *President, GBW* >> >> On Wed, Aug 3, 2022 at 4:49 PM Linnea Vegh <linneavegh@gmail.com> wrote: >> >>> Hello Bexx and Kate, >>> >>> >>> I hope this email finds you both well. The DEI committee met recently, >>> and communication was at the top of our minds in the things we discussed. >>> We have a couple of proposals and a question we would appreciate being >>> brought to the Board at the next meeting. I have cc'd Kate to this >>> email since some of the following things will be on a longer timeline. >>> >>> First, we want to propose an annual meeting between the DEI Committee >>> and the GBW Board, allowing DEI to regularly bring proposals forward, >>> receive and provide feedback, and sustain open communication. We understand >>> that Standards and the Annual Meeting make for a hectic week, so we would >>> want to meet at a different point in the year, which has the added benefit >>> of allowing new committee chairs to get settled in. Alternatively, if a >>> regular/annual meeting is not a good format, we would propose that the >>> Board select a Board Member to serve as a liaison who would join the DEI >>> committee meetings on a regular basis. >>> >>> On the subject of Standards, with the Board's approval, DEI would like >>> to present a committee report at the Annual Meeting. This would be a quick >>> summary of current and completed projects, future proposals, and a call for >>> volunteers. Can this be added to the agenda? >>> >>> Finally*, committee nominations and volunteers have been a major topic >>> of discussion at the past few meetings. Finding volunteers has become a >>> challenge in many different areas of the Guild. Often, a Chair resorts to >>> looking within their own network to find a volunteer for a sub-committee or >>> to take over a Board position (this happens at both the local and national >>> level). This can create a sense of “cliques” within the broader membership >>> which was pointed to several times in the survey results. >>> >>> We believe that members are interested in getting involved, they just >>> don’t know what opportunities are out there, or what those opportunities >>> involve. In an effort to create more transparency and increase member >>> involvement within the Guild of Book Workers, the DEI committee would like >>> to propose that a list of volunteer opportunities be added to the website. >>> This could be within the “Membership” tab or an entirely new tab labeled >>> “Get Involved”. Additionally, a link could be added to the “About Us” page >>> to easily direct members who might be interested in volunteering for the >>> Journal, Exhibits, etc. We would want this list to include descriptions of >>> the duties and time commitment expectations for volunteer opportunities and >>> a timeline of when Chair positions are scheduled to open. This would create >>> a space where Chairs can recruit volunteers for sub-committees, increasing >>> opportunities for members to participate, and decreasing the intimidation >>> factor of volunteering. Putting this information on the website would allow >>> for more organic growth and create a more diverse population of volunteers. >>> >>> In addition to this public list, the DEI committee would suggest that >>> announcements regarding volunteer positions be sent out regularly via the >>> listserv, Instagram, Facebook, other social media platforms, the >>> newsletter, and through any regular communication from Chapter Chairs. We >>> feel that more exposure to these opportunities on a more regular basis will >>> create more interest and involvement from members over time. >>> >>> Ok, finally* finally, Jeff is spearheading the Dark Archives Scholarship >>> proposal, he will be following up on this email with a proposal for the >>> Board shortly. >>> >>> We look forward to the Board’s response and feedback (and many of us are >>> looking forward to in-person Standards this year!). >>> >>> >>> All the best, >>> >>> Linnea >>> >>