Legal Secretaries, Incorporated

Legal Secretaries, Incorporated Educating California s Legal Professionals History Book & Scrapbook Competition Rules & Guidelines

TABLE OF CONTENTS Dedication... 1 What is a History Book or Scrapbook?... 1 What is the LSI History Book and Scrapbook Competition?... 2 History Book Judging... 2 Scrapbook Judging... 3 Member s Choice Award... 3 Rules for the History Book Competition... 3-6 Rules for the Scrapbook Competition... 6-7 General Information and Tips for Creating Either Book... 8 Photographs... 8 History Book Themes... 8 History Book Covers... 8 Carrying Out the Theme Throughout the History Book... 8 Organization... 9 Inserting Bulletins and Magazines in History Book... 9 Samples of History Book Covers and Sample of a Two-Page Layout... 10 Sample of Table of Contents for History Book... 11 Sample of Statement of Expenses... 12

DEDICATION The how to guidelines were initially created by Faye Lee Bresler, PLS, CCLS to assist historians in the preparation of a book to memorialize an association s year which would meet the requirements for entry into the LSI history book competition. Throughout the years, these guidelines have been periodically revised as needed. On behalf of each LSI Historian, past, present and future, all of the hard work done by Faye Lee Bresler, PLS, CCLS in creating the initial guidelines is greatly appreciated. WHAT IS A HISTORY BOOK OR SCRAPBOOK? The historian is an appointed officer whose duty is to create a book to memorialize the year of the elected president. The history book or scrapbook contains the chronological history of the elected president s year from the installation in May up to the following year s installation of a new president. The differences between a history book and a scrapbook are outlined in the guidelines. The history book or scrapbook is given by the historian to the out-going president. Some association s make this special presentation to the out-going president at the installation of the in-coming president. For special events (i.e., holiday parties, barbeques, awards luncheons or dinners, etc.) it is really nice to have past presidents bring their books. It is a great way to share memories of people and events especially when you are able to go through books created long ago some books may go back as far as 70 years. The history book or scrapbook is a wonderful gift to the out-going president. The guidelines provided will hopefully assist the historian in creating a book to be enjoyed by the out-going president and others for many years. 1

WHAT IS THE LSI HISTORY BOOK AND SCRAPBOOK COMPETITION? At each annual LSI conference held in May, many historians enter their history book or scrapbook (which can consist of two volumes) in statewide competition. Cash prizes and ribbons are awarded for the best entries and Certificates of Participation are given to all historians who participate in the competition. The members in attendance at annual conference will also have an opportunity to vote for their favorite history book and their favorite scrapbook (Member s Choice Award). All of the books are on display during most of the annual conference, so that everyone in attendance can enjoy looking at them. History Book Judging Classification of Associations. For purposes of judging, history books entered into competition will be divided into the following divisions according to membership size: CLASS A - Associations with 0-15 members CLASS B - Associations with 16-30 members CLASS C - Associations with 31-45 members CLASS D - Associations with 46-65 members CLASS E Associations with 66-150 members CLASS F Associations with over 150 members Division computation will be made on the basis of paid members at the end of the fiscal year immediately preceding annual conference at which competition is held. Scoring and Awards. There will be three judges who will review each book and determine the percentages for completeness, publicity, originality, neatness, and binding up to the maximum percentage for each category pursuant to the rules of competition. The book with the highest score from all three judges in each division will receive a cash award of $50 and a first place ribbon. Second place, third place, and fourth place ribbons will be presented in each division. Every historian who enters a history book in competition will receive a Certificate of Participation. Those associations which enter the history book contest cannot enter the scrapbook contest. 2

Scrapbook Judging Classification of Associations. For purposes of judging, scrapbooks entered into competition shall be judged under one separate category. Scoring and Awards. There will be three judges for the scrapbook competition who will review each book and determine the percentages for completeness, neatness, and binding, up to the maximum percentage for each category pursuant to the rules of competition. The book with the highest average score from all three judges will receive a cash award of $35 and a first place ribbon. Second place, third place and fourth place ribbons will be presented. Each historian who enters a scrapbook in competition will receive a Certificate of Participation. Those associations which compete in the history book contest cannot compete in the scrapbook contest during the same year. Member s Choice Awards Each member at annual conference may cast one vote for their favorite history book (no matter what classification) and one vote for their favorite scrapbook. Only one non-cash award (i.e., ribbon, special certificate, etc.) will be given for the Member s Choice History Book Award and only one non-cash award (i.e. ribbon, special certificate, etc.) will be given for the Member s Choice Scrapbook Award. RULES FOR THE HISTORY BOOK COMPETITION NOTE: The history book may consist of two volumes; however, the combined thickness of both volumes still cannot exceed 10 inches (measured from inside front cover to inside back cover, at the point where the contents are the thickest -- See Binding below). The history book cover MUST be decorated and/or adorned by the historian or by members of the historian s association. 1. Completeness 50% (maximum percentage of total score) The history book is to include photographs taken at all meetings (i.e., board, general, special), special events, and LSI annual and quarterly conferences. The history book shall also include local association s roster, local association s bylaws; LSI Code of Ethics (can be obtained from LSI corporate office); local association s bulletins; and LSI magazines (The Legal Secretary -- editions for 3

May, August, November and February -- have the president give you her/his copies for the history book). NOTE: The history book should contain newspaper articles, if at all possible; however, there will be no points deducted for not having published material in the history book. Keep in mind though that if the judges find that two or more books are equally matched, the ones with published material may receive a higher percentage for completeness. A. The full name of the association and year (20-20 ) MUST appear on the cover. [Note: LSA and LPA may be used on the cover rather than spelling out Legal Secretaries Association or Legal Professionals Association]. Samples of covers are attached at the end of the guidelines. B. There should be a title page which includes the name of the history book (i.e., Education Lights the Way if you are using lighthouses or candles as a theme, etc.), the fiscal year of the association (20-20 ), and the association s full name (no abbreviations). You may also include a presentation portion on the title page or on a separate page (i.e., Presented to President by Historian.) C. The history book MUST contain a table of contents within the first few pages, setting forth activities, dates and page numbers (sample attached at the end of these guidelines). D. ALL material MUST be in chronological order except for copies of the association s bulletins and copies of The Legal Secretary -- these bulky items may be inserted at the end of the book. Bulky souvenirs, matches, napkins and the like are not appropriate for history books. Mounting of photos, etc., should be done neatly and securely. E. Each page MUST contain the occasion, place and date (i.e., General Meeting at Good Stuff Restaurant on November 15, 2008). F. Each page MUST be numbered, including month divider pages. Page numbers should be placed in the same location on each page. G. Each photograph MUST contain the names of those included in the photo (from left to right). Labeling MUST occur on the page where the photo is affixed it may occur immediately below the photo, to the side of the photo, or an index of photos and their contents somewhere on the page may be utilized. Be consistent; all labels should be either typed, written or printed. The actual use of labels is not required the labeling may be done directly on the page. 4

H. Each month s activities MUST be separated by a divider page or tab. The divider page or tab for each month is placed before that month s activities and the name of the month should be indicated on the divider page or tab (do not use abbreviations). The monthly divider page may be decorated to carry out the theme of the history book. I. A statement of expenses (not including cost of film and development) showing total cost together with photocopies of actual receipts for these costs MUST appear at the end of the book (sample attached to these guidelines). 2. Publicity (NO LONGER A SEPARATE CATEGORY FOR JUDGING) The history book should include, if possible, newspaper stories, pictures, and editorials, with the dateline and banner line of the newspaper immediately above the article. Ask the publicity chair to submit as many articles and photos as possible to the local newspapers (i.e., meeting announcements, photos of speakers at general meetings, scholarship presentation photos and articles, photos and articles of charitable presentations, special event photos and articles, etc.). Also ask the publicity chair to clip the articles and photos printed and to include the dateline and banner line of the newspaper. This will give you an extra set of published articles and photos in the event there are any gluing or cutting mishaps when putting them in the book. 3. Originality 25% (maximum percentage of total score) Each book MUST state a theme within the first few pages. Said theme is to be carried out in the history book s cover and throughout the book in order to maintain continuity. One suggestion is to use the theme of the president s installation. NOTE: The theme should be determined as soon as possible, so that you can start gathering artwork, etc. 4. Neatness 15% (maximum percentage of total score) General appearance of the book and continuity (i.e., page layout are the pages overcrowded with too much material; are the photos and other material affixed neatly, etc.). 5. Binding 10% (maximum percentage of total score) Size of Pages: Pages cannot be less than 10" by 10" nor larger than 16" x 18". The cover may be slightly larger than the page size. Thickness of Book: The history book cannot exceed a thickness of 10 (measured from inside front cover to inside back cover, at the point where contents are the thickest). If your history book consists of two volumes, the combined thickness, measured in the same way, cannot exceed 10. 5

Cost: Not to exceed $500 for book, cover materials (i.e., decorative items, fabric, ribbon, etc.), paper or insert sheets, page protectors, glue and binding these items may not be donated. Donation of stickers, special inks, or other modest items may be accepted. Film and development costs are not included in the $500 referenced above. A statement of expenses (not including cost of film and development) showing total cost together with photocopies of actual receipts for these costs MUST appear at the end of the book. This history book needs to be durable. Many books come with extension posts; however, sometimes the posts come apart if there are too many extension posts used. Some historians use screws or bolts in place of the posts (purchased at a hardware store) due to the weight of the material in the book. To avoid a lop-sided book (smaller at the post side and larger at the opposite side where the book opens), and to allow room for the pages to turn easily, cut approximately one-inch strips of cardboard/poster board and punch holes in the strips to match the post setup. You can use the strips which usually come with your book and insert pages as a model for the extra strips you will need. These strips are placed between pages at intervals to keep the book even on both sides. The history book cover should be securely fastened to the book. Any decorations on the cover should be affixed securely and should not be so fragile that breakage might occur. If the history book is submitted for LSI competition, conference attendees will be looking at the book as well as the judges. The book must be able to withstand normal handling. B. Each photograph MUST contain the names of those included in the photo (from left to right). Labeling MUST occur on the page where the photo is 6 RULES FOR THE SCRAPBOOK COMPETITION NOTE: The scrapbook may consist of two volumes. The scrapbook cover may be decorated but DOES NOT have to be decorated. 1. Completeness 50% (maximum percentage of total score) The scrapbook is to include photographs taken at all meetings (i.e., board, general, special), special events, and LSI annual and quarterly conferences. The scrapbook should also include newspaper articles, if possible. A. Each page MUST contain the occasion, place and date (i.e., General Meeting at Good Stuff Restaurant on November 15, 2008).

affixed it may occur immediately below the photo, to the side of the photo, or an index of photos and their contents somewhere on the page may be utilized. Be consistent; all labels should be typed, written, or printed. C. The name of the association and year (20-20 ) MUST appear on the front cover OR be set out on the first page of the scrapbook. D. All material should be in chronological order. 2. Binding 25% (maximum percentage of total score) Size of Pages: Pages are to be no larger than 16" x 18". The cover may be slightly larger than the page size. Cost: Not to exceed $400 for book, cover materials, if used, (i.e., decorative items, fabric, ribbon, etc.), paper or insert pages, page protectors and binding these items may not be donated. Donation of stickers, special inks, or other modest items may be accepted. Film and development costs are not included in the $400 referenced above. A statement of expenses (not including cost of film and development) showing total cost together with photocopies of actual receipts for these costs MUST appear at the end of the book. The scrapbook needs to be durable. Many books come with extension posts; however, sometimes the posts come apart if there are too many extension posts used. Some historians use screws or bolts instead of posts (purchased at a hardware store) due to the weight of the material in the book. To avoid a lop-sided book (smaller at the post side and larger at the opposite side where the book opens), and to allow room for the pages to turn easily, cut approximately one-inch strips of cardboard/poster board and punch holes in the strips to match the post setup. You can use the strips which usually come with your book and insert pages as a model for the extra strips you will need. These strips are placed between pages at intervals to keep the book even on both sides. If the association s name is affixed to the cover and/or if there are any decorations on the cover, they should be affixed securely. If the scrapbook is submitted for LSI competition, conference attendees will be looking at the book as well as the judges. The book must be able to withstand normal handling. 3. Neatness 25% (maximum percentage of total score) General appearance of the book and continuity (i.e., page layout are the pages overcrowded with too much material; are the photos and other material affixed neatly, etc.) 7

GENERAL INFORMATION AND TIPS FOR CREATING EITHER A HISTORY BOOK OR A SCRAPBOOK Photographs. The photos are the most important part of your history book or scrapbook. Try to get the president in as many photos as possible. If the historian is unable to attend a particular event, someone else should be appointed to take the photographs (i.e., at annual and quarterly LSI conferences, etc.). Care should be taken to avoid the following common problems: Poor focus and red-eye ; Severe under/over exposure; Exaggerated contrast (i.e., background too light which makes subject too dark); Poor composition; and Cluttered background which cannot be eliminated by cropping the photo. Carry a notebook in order to record the frame number and the names of the individuals photographed (from left to right), as you will not personally know some of the people in the photos especially at LSI conferences. You will be very glad to have your notebook later when you are putting the photos in the book and preparing the labels. At each general meeting, a photo should be taken of the speaker and the members present. If there is an initiation of new members, photos of the initiation ceremony should be taken. At each board meeting, a photo should be taken of the board members present. At special events, a photo should be taken of the chairperson of the event as well as guests in attendance. Remember, the photographs will be the best representation of the history of the association s events and members. History Book Themes (not a contest requirement for scrapbooks). The theme used at installation would be a consideration; however, if that is not desired, find out what the president likes (i.e., hobbies, music, animals, flowers, gardening, trees, ocean, desert, forest, shells, birds, rainbows, butterflies, traveling, collectibles of some sort, lighthouses, frogs, cars, candles, etc.). Also find out if the president would like to have the book blend with colors in her/his home where the book will be displayed. History Book Covers. There are many ways to create the history book cover to carry out the theme book covers can be completely covered with fabric and decorated with needlepoint, embroidery, applique, lace, ribbon, etc.; decorative items are to be securely affixed to a book cover; book cover may be decorated with oil and/or acrylic paintings. You are only limited by your imagination. Carrying Out the Theme Throughout the History Book. If the historian is not artistically inclined, there are many decorative borders and clip art available on computer software. Stickers, borders, and decorative items too numerous to mention are also found 8

in scrapbooking stores and some stationery stores. You can also take advantage of some free or inexpensive decorations by using calendar pictures, pictures from magazines, cutting out art work on wrapping paper and greeting cards -- these items, however, are not usually archival safe and should be sprayed with an archival spray. If not made archival safe, these items should not be used under pictures or overlapping the pictures. Organization. It is very important that from the very beginning you have a system to separate the pictures and flyers, etc., so they do not get mixed together (i.e., a large manila folder for each month, a file box with monthly dividers, large manila envelopes for each event, etc.). It is also recommended that you have a separate envelope or folder to put all of your receipts in, so they will be available when you are preparing your Statement of Expenses. It is also helpful to have several separate large envelopes or folders for clean copies of the local association s monthly bulletins, the local association s bylaws, LSI Code of Ethics, and the president s copies of The Legal Secretary. Inserting Bulletins and Magazines in History Book (not a requirement for scrapbooks). Because of the bulk of these items, it is recommended that they be placed at the end of the history book. Two methods of placing these items into the history book are as follows: A. If you are using top-loading page protectors, you may create and affix wide tabs (fabric, ribbon, etc.) which close with velcro, button, snap, ribbon, etc. to go over the top of each page protector (you will probably need several so that the bulletins and magazines can be comfortably divided among them). Once the items are inside each page protector, the tab can be closed so the items do not slip out from the top when the book is being handled. B. You may also make several fabric envelopes with top flap closures. Each fabric envelope would have a strip on the left side in which the holes can be punched to match the book s post setup. The outside of each envelope should indicate what items are inside. These are the hardest items to place in the history book. Talk with other historians to see what methods have worked for them. Be creative. The most important thing is that these items are affixed securely and can be removed for reference/reading. 9

SAMPLE OF HISTORY BOOK COVERS and SAMPLE OF A TWO-PAGE LAYOUT 10

SAMPLE OF TABLE OF CONTENTS FOR HISTORY BOOK TABLE OF CONTENTS Officers 2014-2015...1 Chairmen 2014-2015...2 LSI Code of Ethics...3 Roster...4 Birthday List...5 Decorative Page Let the Music Begin...6 MAY 2014 DIVIDER PAGE...7 Installation May 8, 2014...8 Board Meeting May 14, 2014...9 Annual LSI Conference May 20-22, 2014...10 Court Liaison Meeting May 26, 2014...11 JUNE 2014 DIVIDER PAGE...12 SAME FORMAT FOR JULY 2014 THROUGH APRIL 2015 HCLPA Bylaws and Standing Rules...96 History Book Expense Statement and Receipts...97 HCLPA BULLETINS: The Rap Sheet - May through August 2014 editions...98 The Rap Sheet - September through December 2014 editions...99 The Rap Sheet - January through April 2015 editions...100 LSI MAGAZINES: The Legal Secretary - May 2014 and August 2014...101 The Legal Secretary - November 2014 and February 2015...102 11

SAMPLE OF STATEMENT OF EXPENSES STATEMENT OF EXPENSES (Including taxes paid on supplies) Album with 10 page protector...$ 40 additional page protectors...$ 80 sheets of cardstock in different colors...$ 48 sheets of decorative paper...$ Paper for printing picture labels and page headings...$ Adhesive (Note: describe what and how much was purchased)...$ Fabric, ribbons, etc. for cover (describe what was purchased)...$ Poster board for the strips used to build up binding edge of book...$ TOTAL...$ Copies of the receipts for the above purchases are attached. NOTE: The rubber stamps and stamp pads used were from my personal supplies (or borrowed from someone) and were not purchased for this book. Some of the artwork items were cut from old calendars, greeting cards, and magazines and were free. (NOTE: Customize this notation to suit your situation) 12