[Rdap] RDAP Town Hall Notes

[Kristin Briney]

Hi all,

Thank you to those who attended the RDAP Town Hall this afternoon; it was a
great discussion.

For those who were unable to make it, please find the notes on what was
discussed below. We also hope to have another Town Hall in the future.

Best,
Kristin (RDAP Secretary)

---

*RDAP Town Hall Meeting Notes*

2019-03-22

Announcements

   -

   Erica Johns (President): Membership
   -

      Free this year, would be minimal going forward
      -

      $$ toward 501c3 and associated costs this year
      -

      Fill out through conference registration or standalone
      -

   Jake Carlson (VP): Elections
   -

      4 Exec Board positions: Pres, VP, Sec, Treasurer
      -

      Setting up Qualtrics survey for volunteers (planned for next week)
      -

         Asking for name, brief statement of interest for those interested
         in serving
         -

      Goal is ballot out mid-April, only members can vote
      -

      Announce election winners at RDAP Summit


Questions

   -

   “Can you say something about member types ‘founding members’?”
   -

      Language from: https://rdapassociation.org/membership/
      -

      Want to acknowledge special support from people this year
      -

      Not a different membership fee
      -

      Board intention is to collapse hierarchy of fees for membership and
      conference
      -

   What money is needed to start up RDAP Association?
   -

      Money was a reason for leaving ASIS&T as money was all taken care of
      by ASIS&T
      -

         We want financial freedom and transparency
         -

      Seed money goes toward production of conference next year and 501c3
      application fees
      -

         Vanessa at Kunverj (former ASIS&T employee we worked with to plan
         conferences, now has her own company) helping us produce
conference this
         year by fronting money (we initially had no bank account or money to
         organize a conference); deal is for Kunverj to receive portion of the
         profits (30% up to $20k) with RDAP getting the rest
         -

         Want to be financially stable to produce our own conference
         -

   “What is the length of service for elected positions?”
   -

      Every position is one year except for:
      -

         President (President becomes Past President on Board in advisor
         role)
         -

         Treasurer (advisor and training for new Treasurer, would be
         ex-officio but not serve on Board)
         -

      Term limits: 2 years in any position
      -

   Board to audience: desired communication method and frequency?
   -

      RDAP Listserv exists
      -

      Special JeSLIB issue last year and will be again this year
      -

         Friday Workshop at conference on translating presentation into a
         publication
         -

         Other options: members only (voting used to happen via whole
         listserv), newsletter (MailChimp), Slack channel
         -

      Can the Board share meeting minutes (Board and action committees)?
      -

         One outstanding question is where to put them?
         -

         We have minutes from all board meetings
         -

         RDAP Happenings intended to be more regular, easier-to-digest
         version of minutes but would be good to share both
         -

         RDAP Business meeting at Summit
         -

            Working out logistics to stream
            -

            Also plan to take meeting minutes at business meeting at
            conference
            -

      Feedback is Town Hall format is good
      -

   How often does Board meet?
   -

      Exec Board once per month
      -

      Board + leadership of action committees once per month
      -

   “Could you mention all the committees that exist for RDAP and the roles
   they are doing?”
   -

      Changed structure from conference committee with 2 co-chairs and lots
      of subcommittees and liaising with ASIS&T; now conference planning chairs
      just focus on conference, Board does governance work, and committee under
      Board
      -

      Action committees
      -

         Conference planning committee: Plan conference experience and
         content
         -

         Marketing committee: marketing and website management
         -

         Sponsorship committee: Finding sponsors for conference and help
         lower registration costs
         -

         Publishing committee: JeSLIB special issue
         -

         Education & Resources committee: trainings and webinars and awards
         for grad students to attend RDAP Summit
         -

      Action committees all volunteer run, not necessary to go through
      election
      -

         Will be recruiting for volunteers during RDAP Summit
         -

   What do you need from RDAP that currently aren’t getting?
   -

      Point out separate forms if can’t donate via registration due to
      business purchasing rules
      -

      Conference Q: Is there a shuttle between hotels and conference center
      -

         There is a train near hotel than runs to 5-minute walk from
         conference center
         -

         Conference planners looking into shuttle
         -

         Will put local transit options on website
         -

   Some universities have travel restrictions (e.g. UC schools) -- need to
   be careful where RDAP 2020 is scheduled
   -

      2018 article on this:
      http://www.insightintodiversity.com/several-states-restrict-travel-to-those-with-anti-lgbtq-laws/
      -

   Contact us form is up on website: https://rdapassociation.org/contact-us/
   -

      Erica Johns (President) and Cameron C (Marketing) are first
      responders on this
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