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NEA Executive Board Meeting Minutes

July 31, 2000, Pollard Library, Lowell, Mass.

Call to Order:
The meeting was called to order by President Aimee Felker at 10:05 a.m. Present were Jean Berry, MaryAnn Campbell, Sarah Demb, Glynn Edwards, Aimee Felker, Cally Gurley, Joan Krizack, Maureen Melton, Ron Patkus, Deborah Richards, Bill Ross, Susan von Salis, Anne Sauer, Mark Savolis, Diana Smith, Rick Stattler, Jane Ward, and Leah Weisse.
Secretary's Report (Appendix A):
Secretary Diana Smith reported that the NEA Board voted on three issues via email between the April and July Board meetings:
1. To approve the minutes of the April 28, 2000 Executive Board meeting.
2. To approve Dan Daily as the next newsletter editor. Peter Nelson's term ends in the fall of 2000, and Dan's term will run to the Fall of 2003.
3. To approve Deborah Richards as the Web Coordinator.
Smith also asked the Board to look over the draft of the Leadership list and email her any revisions or additions.

MOTION: On a motion by Representative-at-Large Joan Krizack, seconded by Vice-President Bill Ross the Board voted to approve the secretary's report of votes taken by email between the April and July Board meetings.
New Business: Speaker Policy:
Felker reported that she had received several complaints that the same people were speaking at meetings again and again, and asked the Board if it felt that there should be a policy to restrict repeat speakers. During discussion, Representative-at-Large Cally Gurley mentioned, and others agreed, that one way to achieve a diversity in speakers was to encourage a diversity of program formats. The sense of the Board was that there should be a policy for the program committee handbook stating that there should be a careful review of the last four meetings to encourage diversity of speakers. Felker will draft the policy for the handbook.
Hale Fundraising Report:
There was no official report from Clerk James O'Toole on the Hale fundraising campaign, but Felker presented a request from O'Toole to resolve the allocation of the money refunded by the Secretary of the Commonwealth of Massachusetts for overpayment for filings from 1990-1992, in the amount of $255. O'Toole requested that it be reallocated to the Hale Fund as opposed to the general fund. Treasurer MaryAnn Campbell stated that it wasn't going to make or break the bank either way. It was suggested that the money not be counted as a contribution to the fundraising campaign so that NEA would not have to match its own funds.

MOTION: On a motion by Ross, seconded by Krizack, the Board voted to appove O'Toole's recommendation to put the $255 refund for overfiling fees into the Hale Fund as opposed to putting it into the General Fund.

As an addendum, Krizack urged the membership and the Board to send donations, no matter how small, to James O'Toole for the Hale Fund. The checks may be made out to NEA.
Treasurer’s report (Appendix B):
Campbell reported on the "actual" profit/loss from the spring meeting, which shows a loss of $163.98 for the spring meeting. This report does not show a carry over of vendor donations from the fall meeting which artificially inflates the profit for that meeting, not having been earned at the meeting. This different way of accounting the meetings changes the breakdown of the actual cost meeting report, in that it changes the average cost per meeting to $40.91. Campbell stated that she thought this type of accounting presented a clearer picture.

MOTION: On a motion by Krizack, seconded by Past President Jean Berry, the Board voted to accept the Treasurer's report.
New Business: Meeting Fees:
Felker initiated discussion about using any meeting surplus to lower meeting fees, a question raised at the Annual Business Meeting in Lowell. Felker made the point that we often don't know what we are going to make from vendors until the last minute, and Berry stated that she would always like to see a surplus in our budget to serve as a contingency fund. Campbell said that one approach is that the Board could set aside $5 per member in advance in order to defray the cost of meetings, and that this money would have to come from the general operating budget. Others on the Board thought that this wasn't overly realistic, as it meant that this money would have to be part of the budget a year in advance, and that something else in the budget would suffer as a result. The sense of the Board was that a special effort is always made to keep fees down, especially for meetings at the geographic edges of New England, and that continued vigilance in this matter is necessary.
Old Business: Honoraria:

The Board discussed the honoraria policy in response to questions which arose over the appropriateness of offering an honorarium to a speaker who was not currently an archivist yet had been both an archivist and NEA member within the last five years. In discussion, the Board decided it was happy with the honoraria policy in general except for the last guideline, that "An NEA member lapsed for five years or more is considered an outside speaker." After the point was made that the Board is now planning meetings three years in advance, all agreed that three years sounded more reasonable. Berry recommended that program committees should be told that the policy stands with this amendment, but that the Board would review those rare cases with extenuating circumstances.
MOTION: On a motion by Krizack, seconded by Representative-at-Large Rick Stattler, the Board voted that individuals whose NEA memberships had lapsed more than three years [a change from the previous five years] would be offered honoraria.
Scholarships (Appendix C):
Felker raised the question of establishing a NEA scholarship, and passed out two reports dated June and July, 1996, one by Leith Johnson as Treasurer looking at the issue from the financial point of view, and another by a NEA Scholarship Committee chaired by Leith Johnson. As Treasurer, Johnson saw no compelling financial reason not to institute such a program; as chair of the Scholarship Committee he cited the logistical problems involved and recommended against it. Felker mentioned that MARAC has such a scholarship, administered by the Education Committee. The sense of the Board was that the scholarship should be looked at further. Gurley, Ross, Campbell, and Education Chair Maureen Melton will look at opportunities for funding, and how a scholarship would relate to the current awards. This committee will present a report by September 15 (in time for next year's budget cycle).
Development Report (Appendix D):

Development Coordinator Ron Patkus reported that he had still not been able to contact Conservation Resources concerning their failure to appear at the spring meeting despite having paid to do so, and that he would continue trying.
Patkus made the recommendation to the Board that vendors be granted a one-year membership for the year in which their donation was made. There was discussion concerning whether they should be made institutional members, and whether being entitled to receive the membership directory would lead to misuse of the directory for business purposes. A suggestion was made to allow vendors to have institutional membership and to issue a disclaimer in the next membership directory that it is not to be used for business purposes.

MOTION: On a motion by Krizack, seconded by Stattler, the Board voted to approve Patkus' recommendation that vendors be given one-year institutional memberships in the year in which they contribute to NEA.
New Business: Institutional Membership Privileges:
Felker raised the question whether institutional members are eligible to vote or hold office. There was discussion concerning the current rules relating to institutional membership, and the Board agreed that institutions are allowed to send one member to a meeting at the membership rate, cannot vote, cannot hold office, but may serve on a committee. The Board suggested that privileges of institutional membership be included in the new membership brochure.
Fall 2000 Program (Appendix E):
There was no one present from the committee, and there were no questions.
Fall 2000 Local Arrangements (Appendix F):
Chair Mark Savolis sought approval of the budget, and asked if NEA had form ST-5, which Holy Cross needs to have in order to exempt NEA from the 5% meal tax. It was thought that it had never come up, and Campbell will doublecheck to see if she has the form.

Savolis also discussed the lunch for the Friday workshop attendees; because of an issue with their facilities, the attendees would have to eat all in one room at a cost to them of $11.45. This is the first time that workshop attendees would be told that they have no choice for lunch and that they have to pay for it. Savolis mentioned that SAA has not been in contact about this issue for their own workshop. The Board suggested Savolis list the options as: bringing a bag lunch, driving to Wendy's, or paying for the buffet lunch at Holy Cross.

The Board then discussed the overall budget. Felker pointed out that the facilities fee for the board meeting and for lunch for the board members wouldn't be necessary if we had a room at the library, and started the meeting after lunch. Vendors at the meeting are likely to be Hollinger, Metal Edge, and Hudson MicroImaging, $1500 income, and Campbell said she thought that there was about $250 to apply from the last meeting (and will check on this). Jane Ward, Local Arrangments Chair of the Spring 2000 meeting, also pointed out that the figures are based on 200 attendees and that this might be high for the fall, and also suggested that a miscellaneous/supplies line be added for little things that come up during the meeting.

MOTION: On a motion by Krizack, seconded by Ross, the Board voted to set the registration fee for the Fall 2000 meeting at $40.
Education Committee Report (Appendix G):
Melton reported that "Caring for Historical Records" will be offered in the fall, taught by Barbara Austen, and that during the fall meeting the Education Committee is going to consider attendance at the mini-workshops at the Fall 2000 meeting as a membership referendum to inform future planning.

Melton also reported that the Museum Archives Camp, which NEA co-sponsors, was held in June with great success, and noted that a lot of non-NEA people attended.

Melton also reported on the National Forum on Archival Continuing Education (NFACE) meeting, which she attended in April in Decatur, Georgia. She states that there were a lot of good ideas generated at the conference and that the challenge would be to see those ideas through. Melton will be meeting with regional chairs on a regular basis to continue the dialogue started at NFACE.
Spring 2001 Program Report (Appendix H):
Felker presented Chairs Diana Barnard and Mollie Keller's report, stating that they may go over the standard honoraria budget, up to $1400. The Board commended the program committee for their preparedness and variety of speakers proposed, arranged around the theme Archives and the Arts.

MOTION: On a motion from Krizack, seconded by Stattler, the Board voted to authorize the Spring 2001 Program Committee an honoraria budget of no more than $1400.
Spring 2001 Local Arrangements (Appendix I):
Felker presented Chairs Philip Cronenwett and Anne Ostendarp's report. Dartmouth will pick up the cost for printing and mailing, folders and packets, Friday reception. Cronenwett has told Felker that even though there's an hour for lunch, it's not likely to be a problem. The one problem is that Dartmouth College will not allow space for a vendor showcase. Patkus stated that this is unfortunate. Felker suggested that the Board make it a requirement that the Fall 2001 meeting have a vendor showcase comparable to the vendor showcase at Babson, with time allotted for it. Felker recommended that Patkus call the vendors and offer to put their brochures in the registration packets and put ads in our newsletter highlighting the vendors supporting NEA.
Public Relations:
There was no report from Public Relations Coordinator Dan McCormack. Felker will remind McCormack that the announcements need to be sent far in advance to other publications.
Outreach (Appendix J):
Chair Susan von Salis stated that the committee would be meeting in August to work on projects for the fall, including possibly something for Archives Week.
Newsletter (Appendix K):
Newsletter Co-Editor Sarah Demb reported that the July 2000 issue of the NEA Newsletter cost $1,971.94, and listed articles scheduled for the October issue. She reported that the Board approved Dan Daily to replace Peter Nelson at the end of his term in Fall 2000. Dan's term will end in Fall 2003. The editors thank Peter for his outstanding work on the committee. Felker commended Demb and her co-editors on the quality of the newsletter.
Distinguished Service Award (Appendix L):
Felker was pleased to see that there was tremendous response to her request for nominations for the Distinguished Service Award. She reviewed the history of the award: it has been awarded to four people, including two in one year, the last time it was awarded (1994), and has been generally given to people who were retiring or moving away from the area. The award, which is not monetary, may be given to more than one person in a year. Not everyone who has been nominated has won the award. There was a discussion of the procedures for making the award in 1996, but so far these procedures have not been found. Felker stated that it wasn't clear whether this was like the Hale Award, where the representatives-at-large decided on a winner. Before the next Board meeting, Felker will seek again to find the missing procedures or will meet with Berry and Ross to draw up procedures.

Discussion centered on how often the Board should give out awards, and to how many people at a time. The point was raised that it might be perceived as a joint award should two or more people win at a time, as was the idea that the award might be devalued by giving out the award to multiple people after a five year lull. The Board liked the idea of letting one person enjoy the limelight at a meeting by giving out one award at a time, and thought that nominees should be renominated for each round. Krizack suggested that an updated c.v. accompany a nomination, but barring easy access to the c.v., the letter of nomination should cover this information as fully as possible.

Given that the Board had received nominations, it was felt that the first award should be given following the procedures as they stand, and as the nominators understood them. After reviewing that the award should be based on knowledge, leadership, participation, and achievement in the profession, and that every voting member of the Board had received and digested the nominations before the meeting, the Board voted for the recipient of the award by secret ballot. President Felker abstained. The award will go to Connie Gallagher.

MOTION: On a motion by Krizack, seconded by Stattler, the Board moved to approve that the Board select one candidate to receive the award at the fall meeting.
Membership Secretary (Appendix M):
Membership Secretary Anne Sauer stated that she had nothing to add to her report.
Membership Committee (Appendix N):
Co-Chair Leah Weisse reported that the Committee is meeting August 8th to discuss the open house for the October meeting. It was suggested that the membership brochure mention that the scholarships carry a monetary award, and that information on institutional membership be added to the brochure. Before the final copy goes to press, Weisse will circulate the brochure again. Weisse was asked to give each voting member ten copies.
Web Committee (Appendix O):
Co-Webmaster Glynn Edwards reported that the Board voted via email to approve Deborah Richards as Web Coordinator. She also reported that the Index to the NEA Newsletter, 1972-1993 has been added to the website. She also asked for the job description for the Outreach Committee, and that the Committee be given a handbook so that they can compare it to the web site. Gurley suggested that the web committee add a section that explains how NEA is structured, and how NEA works.
Spring 2000 Local Arrangements (Appendix P):
Ward stated that the discussion groups proved to be popular, and and listed suggestions received for future programs: St. Johnsbury Archive Collaborative, research trends, follow up to the audiovisual session, working with/managing volunteers, running an archives with no staff, "anything on copyright," continued discussion of the future of archivists--both education and marketing, more participants from outside the profession, basics of facilities technology-fire suppression, security technology, climate control technology, outside speakers (one per meeting) talking about something that affects archivists, more sessions to draw in smaller organizations.
Spring 2000 Program Committee:
There was no report.
Haas Award (Appendix Q):
Felker reported that she spoke to Chair Terry French in the last week, who informed her that he is staying on as chair, that they may simplify the way in which the award is administered, and expects that by fall the Haas Committee will be more active than they have been. Upon being questioned, Campbell stated that she didn't think the fact that she doesn't have the PIN for the account was overly important, and Felker suggested that the Board wait until fall to see how things pan out.
Immediate Past President/Nominating Committee (Appendix R):
Berry stated that she has a nominating committee: Sean Fisher, Janet Roberts, and Patty Stark. She asked Board members to make suggestions for Board nominees.

MOTION: On a motion by Ross, seconded by Krizack, the Board voted to accept Sean Fisher, Janet Roberts, and Patty Stark to serve with Jean Berry on the Nominating Committee.
Fall 2001 Program Committee:
Felker reported that she spoke with Chair Donna Longo-DiMichele, who stated that she is forming her committee now.
Fall 2001 Local Arrangements (Appendix S):
Local Arrangements committee member Diana Smith reported for Co-Chair Diane Kaplan, who stated that the Beinecke Rare Book and Manuscript Library is willing to sponsor and host the Saturday afternoon reception, and that Manuscripts and Archives at Yale is willing to pay for the registration refreshments on Saturday morning. The committee is searching for a site for the Saturday reception. Campbell affirmed that the contract with the Colony Inn has been signed.
Old Business: Co-sponsorship (Appendix R):
Berry circulated a policy on co-sponsorship, written to make it clear that the Board makes co-sponsorship decisions on a case by case basis, that there is no favoritism. There was agreement that the Board should not put a cap on donations, and discussion concerning the mode in which the Board gathers feedback so as not to make it too onerous for the NEA meeting representative.

MOTION: On a motion by Krizack, seconded by Ross, the Board voted to accept the NEA Co-sponsorship policy with the amendment that to "When NEA representatives, such as members of the Outreach or Membership Committees, attend a meeting/conference, their committee's next report to the Board should include an evaluation of the event."
Hale Award:
In the absence of Chair Kathryn Hammond Baker, committee member Krizack reported that there had been no applicants for the award. There was discussion concerning where to put the money not used in the award.

MOTION: On a motion by Krizack, seconded by Ross, the Board voted to approve putting the money into the Hale Awards CD campaign fund as part of the $5000 matching money.
Archival Advocacy Award:
Felker had no report to make.
Print Coordinator (Appendix T):
Felker had nothing to add to Print Coordinator Diana Yount's report.
Vice President's Report (Appendix U):
Ross stated that he had not received any email back from local arrangments chairs. Felker asked for a sense of the board concerning asking Ross to scope out meetings for Spring 2004. The Board agreed that he should look into possibilities, including a multi-year meeting site.
President's Report (Appendix V):
President Felker presented the tentative schedule for the MARAC/NEA joint meeting in the fall of 2002 in Poughkeepsie, New York, which would be a hybrid of the two meeting schedules.
Old Business: Dartmouth Proposal (Appendix W):
The Board discussed the Dartmouth grant proposal to the National Historical Publications and Records Commission, as it has been asked to write a letter of support. The proposal is for the New Hampshire Local Records Project, which aims "to train and provide information to those who care for historical records at the local level" in New Hampshire. Berry pointed out that the grant lacks any mention of NEA education programs today, and stated that she'd like to see it added to the report.

MOTION: On a motion by Krizack, seconded by Ross, the Board voted that Felker write a letter to Anne Ostendarp and/or Daniel Daily telling them that NEA is willing to support the proposal if they amend it either in the text or in a footnote to say that NEA continues to have an educational program but that it does not duplicate or serve the same community as would this proposed project.
Other New Business:
1. Demb asked if there were funds available to mail the newsletters to Denver for the SAA meeting. Felker suggested that they include this in their budget for next year as well. Berry suggested that brochures be sent out to Denver too.
  MOTION: On a motion by Krizack, seconded by Berry, the Board voted to approve $10 to send the newsletter to Denver on the newsletter budget line.
2. Felker stated that she would hold off on reordering stationery until the membership brochures are here. New stationery will have the website address.
Next Executive Board meeting:
The next meeting of the Executive Board will be held on Friday, October 20, 2000, at Holy Cross from 1 p.m. - 5 p.m.
There being no further business, Felker adjourned the meeting at 3:40 p.m.