New England Archivists - Minutes

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New England Archivist Fall Board Meeting Minutes

25 October 2002, Poughkeepsie Grand Hotel, 430 Vassar Room

8:00 - 11:30 AM

Time: Agenda Item
8:00: Call to Order
8:05: Acknowledge All Previously Accepted Reports (Appendix A-H)
8:10: Immediate Past President Report (Appendix I)
8:15: Outreach Committee Report (Appendix J)
8:25: Web Committee Report (Appendix K)
8:35: Treasurers Report (Appendix L)
9:15: Newsletter Editors Report (Appendix M)
9:20: Membership Committee Report (Appendix N)
9:30: Hale Award Report (Appendix O)
9:35: Vice Presidents Reports (Appendix P)
10:00: BREAK
10:10: 2003 Spring (Boston) Meeting Program Committee (Appendix Q)
10:15: 2003 Spring (Boston) Meeting Local Arrangements (Appendix R)
10:35: 2003 Fall (UConn) Meeting Local Arrangement Committee
10:40: 2003 Fall (UConn) Meeting Program Committee (Appendix S)
10:45: Old Business
: Volunteer Web Page
: Thank You Survey Distribution
10:50: New Business
: Dues Increase
: Task Force on Future Meetings
11:30: Next Meeting Date and Adjournment

Present: Liz Andrews (Treasurer), Paul Bergeron, Paul Carnahan, Bridget Carr, Beth Carroll-Horrocks, Shawn Fisher, Cally Gurley, Tara Hurt (Secretary), Maura Kenny, Joan Krizack (President), Nora Murphy, Peter Parker, Bill Ross (Immediate Past President), Karen Spicher, Jessica Steytler, Jane Ward and Rutherford Witthus (Vice President).

Call to order by Joan Krizack at 8:10 AM in Room 430, Poughkeepsie Grand Hotel.

NOTE: On October 18, 2002, in order to allow for more time at the Board Meeting on October 25, 2002, all NEA Board Members voted in favor of accepting the following Committee reports. Education Committee Report (Appendix A) Public Relations Committee (Appendix B) Haas Award Report (Appendix C) Development Coordinator’s Report (Appendix D) President’s Report (Appendix E) Secretary’s Report (Appendix F) Membership Secretary’s Report (Appendix G) Print Coordinators Report (Appendix H)

1. Immediate Past President Report (Appendix I)

Ross reported and thanked Maureen Melton for all her help with getting nominations for the upcoming year. Ross presented names for nominations as follows: Vice President = Mary Ide and Jeff Marshall Treasurer/Vice President Elect = Liz Andrews and Dan Daily Representative At Large = Anne Sauer and Daniel McCormick

Ross moved to approve the above slate of candidate names. Motion seconded by Witthus. All members voted in favor of the slate of candidates.

Spicher moved to accept the ballot question “What would you tell a young archivist about the benefits of becoming involved in a regional association like New England Archivist?” Motion was seconded by Hurt. All members voted in favor of the ballot question. The Board agreed that Ross can let all candidates know what the ballot question is.

Discussion followed about the electronic ballot option. This issue was raised at several other Board Meetings and the Board will address this issue once the results of the access survey are all received and the data analyzed.

2. Outreach Committee Report (Appendix J)

Steytler reported on the success of this year’s Archives Week. The event went very well and attendance was very good. She also reported that the New England Archivist bookmarks are complete and being distributed all over New England.

Steytler asked the Board to agree to Archives Week being moved to the first week in November. Ross moved to have archives week changed to the first week in November. Carnahan seconded the motion. All members voted in favor of moving Archives Week to the first week in November.

Krizack raised the issue of creating a general bookmark and also raised issue of using vertical images. Steytler said the committee will be looking into using all vertical images. A discussion followed about the general bookmark. Jessica also went over how bookmarks are distributed; SHRAB members distribute, and there is a SHRAB member from each state charged with bookmark distribution.

3. Web Committee Report (Appendix K)

Kenny is the new Web Coordinator. November 1st is the goal to have new site (Tufts was approved by Board as new web site location) up and running.

The Board would like to recognize Kim Brooks and Glynn Edwards for all of their work. Gurley (at large) will make a 'citation' form to thank Brooks and Edwards for all of their work.

4. Treasurer Report (Appendix L)

Treasurer Liz Andrews announced that all data has been moved to Quick Books software and is now backed up on disk so that we have two copies and all financial reporting is now standardized. Andrews reported that our assets are down $4000.00 so the board needs to be careful about setting fees for the two meetings we hold, in order to meet the particular expenses of each meeting (which vary from meeting to meeting) We need to take a conservative approach to setting fees.

Discussion followed about how to be sure that we do not have deficits. The Board suspects that the fee for the joint MARAC/NEA fall 2002 meeting is ample and it appears to be successful as far as registration so we should not have a deficit. A motion was made to have page 2 of the proposed 2003 budget changed from $8000 to $1,000 creating a new balance of $32636. Ward noted that the development income for conferences on the spring/fall 2003 should be changed from $2200 to $3,000. Total income then reflected $35,749.00. All members voted in favor of budget line change.

It was suggested that the Board place registration fees at a "higher" pricing in order to cover expenses (for example $60.00 to 65.00). The Board then discussed setting up a committee to explore setting up projects that bring in money. For example, endowment fund; would make organization more health and not at the whim of economy. The group discussed reserve money; should have enough to go one year without any income and NEA can do that. An NEA visiting member suggested keeping registration fees at $50.00 -$55.00 and look to raise dues instead. The Board then discussed having one hotel conference and one less formal meeting to keep meeting cost low. Carnahan made a motion to accept budget. Further discussion arose what "unearned dues" is on the budget form. According to NEA bylaws, any dues paid on or after September 1st, apply to membership for the next fiscal year (January 1-December 31) and are considered "unearned dues". In budgets and accounting reports they are reflected as a liability on the balance sheet, until January 1, when they are applied to "membership income" for that new year and are then recorded as income. All members voted to accept the budget with the accepted revisions. Krizack noted that the Board thanks Susan von Salis for the report she submitted on expenses over the past three years (see last page of Appendix L)

5. Newsletter Report (Appendix M) A motion was made to add Jason Larson to the Newsletter committee. Carnahan seconded the motion. All members voted in favor of the addition to Larson to the committee.

6. Membership Committee (Appendix N) Carroll-Horrocks reported on the Internship Fair. The event made a great archival presence and did not cost NEA. Latest discussion was how to increase membership without cost to NEA. Group is creating a list of listservs to increase membership. Rodney Gorme Obien (Worcester Poly Tech) helped greatly with this event so Carroll-Horrocks will look to add him to the committee. Carroll-Horrocks will email board for approval to add him to committee. It was reported that the supply of brochures is gone so we need to order more. The group will discuss this issue when we discuss increasing dues because if there is going to be a dues increase, it makes sense to wait to print brochures. While waiting to see if dues are increased, the Membership Committee will produce photocopies of the brochures to distribute.

Ward asked if we are printing a directory in 2003. Krizack will look into this and report back to the Board. Discussed whether we should do another one in a two year period. Discussed an on line membership directory. Krizack asked Kenny about pursuing an on line directory. Kenny will work on a form for the web site that will allow members to request a file (PDF) of the directory and it will be sent to you by membership secretary. Krizack will contact Richards about if she would / can do this. Gurley suggest saving old copies of the directory in paper format. Carroll-Horrocks then suggested waiting for survey to see if members would like this. Krizack brought back to discussion about should we allocate money for print copy? At this point with on line option Ross moved to delay printing of directory until receive results of survey. Carnahan seconded the motion. Discussion about who is responsible for content of directory was raised? This question needs to be clarified and also the Board needs to clarify who send the updated version to the web committee. Richards will be contacted for her input. All members voted in favor of waiting to make a print/paper format directory until the survey has been completed and tabulated.

7. Hale Award Report (Appendix O)

Krizack proposed a change in wording of when the award is given. Krizack would prefer that the check be given at the same time when the certificate is given. Discussion followed on how/when to give check. Should we change the cycle of the award? Gurley brought up that the time frame of summer to review and how it was tough with summer vacations to make all the reviews and decisions so changing the date/ time frame would make sense.

February 1 or February 15 deadline was suggested for 2003. The Board agreed with this change we need to place this new date on the web page and the new deadline also has to be place in the newsletter. It was agreed that the new deadline could also be placed on the dues renewal postcards (Krizack will contact Richards about this).

So it was agreed that the new language will read as follows.

After February 15 Chair copies all applications and sends them to committee members, who rate them. More than one round of rating may be necessary. A decision should be made by March 15.

After March 15 The Chair notifies the President, who notifies all applicants of the results, and the Treasurer, who sends the recipient (after notification by the President) the award check. Chair has Hale Award certificate lettered and gives it to the President for presentation to the recipient at the Spring Meeting.

A motion was made by Gurley to change the award deadline dates to February 15 and the date the award is given to March 15, with the award and check to be given to the recipient at the Spring meeting. Carr will make sure the Newsletter editors are informed. Carnahan seconded the motion. All members voted in favor of the change in the Hale Award deadline and presentation.

8. Vice President Report (Appendix P)

The group discussed where the Spring 2004 meeting will be held. Should we have at Worcester Poly Tech and Holy Cross (two institutions)? Both Worcester Poly Tech and Holy Cross offered their space for the meeting with one stipulation that the conference be a two-day meeting starting on Friday and ending on Saturday. Jane mentioned how hard it is to get people / groups to host, so urged the Board to say yes to the offer from the two institutions. Ross noted that at the last Task Force meeting they discussed the two sites (Worcester Poly Tech and Holy Cross) because in 2004 the Historical Antiquarian Society will be there the same week so could have joint speakers. Both program committee and Ross (with the Task Force) think is a good idea to piggy back with the Historical Antiquarian Society and set up relationships.

Ross will volunteer his area (Portsmouth, Exeter, UNH) for Fall 2004 Meeting.

9. 2003 Spring Program Committee (Appendix Q)

Bergeron reported for the committee. Krizack noted that the Board needs to look at what the committee has proposed for the meeting’s budget. Ward suggested pushing back schedule so we can get an hour an a half for lunch; at lunch NEA will be giving out the AA Award, Hale, Distinguished Service Award, etc. Bergeron will be sure to make sure there is enough time for the business meeting and lunch. Ross suggested starting day at 9:00 instead of 9:15. Start 9:00 am , Lunch 11:45 am - 1:30 pm. Cut reception to 45 minutes. Bergeron will have the committee reflect the new schedule on the program.

The final numbers for the budget will be set at the January Board meeting. Bergeron announced that although the committee would be asking more speakers to take part any new speakers will not get an honorarium. The honorarium amount is set. The Board would like to thank Kathy Hammond Baker for getting donations to cover speaker cost. It was noted that for the individual who is donating the honorarium to the Haas Fund, will need to write a out check out to the Haas Fund.

The sense of the Board is that the committee is heading in the right direction and the committee is to not go over $1600.00 for the honorarium cost.

10. 2003 Spring Local Arrangements Committee (Appendix R)

The Board reviewed the proposed budget [see Appendix R]. The group added the honorarium amount of $1,600.00 to the budget. Ward suggested having Diane Yount work with the group on printing because just having Simmons do printing will raise many more issues (inclusion of people, mailing lists, etc.). Ward also suggested changing postage from $500.00 to $900.00 and dropping the copy cost into the 10% contingency line. Cost of photocopying is approximately $250 - $350 per meeting so $400.00 should be placed in the 10% contingency. Ward will give non-profit number to committee so NEA pays no tax for food but service charge will be added so need to adjust. Krizack suggested 200 people for the Saturday breakfast and lunch (as opposed to 250). Ward also agreed with 200 as a number for Saturdays breakfast and lunch.

The Board discussed all additions to the budget (honorarium, higher postage $900, 200 people, vendors $3,000.00) with 175 people about a $58.00 fee so $60.00 will work for registration fee. The budget looks good so far, meeting fee looks good and all the costs will be finalized and the registration fee will be set at the January meeting. It is the sense of Board that both the program committee and the local arrangements are on track.

11. 2003 Fall Local Arrangements Committee

Witthus reported for the Local Arrangement Committee. The committee needs to hear from the Board, about how many rooms to block in the hotel on campus (at UConn); the committee suggested 40 rooms to block at $99 rate. The Board agreed blocking 40 rooms.

12. 2003 Fall Program Committee (Appendix S)

Krizack will remind the Program Committee that they have only $1,200.00 for outside speakers.

13. Old Business

Volunteer Web Page

The Volunteer Web Page is up and running. Board can view at meeting via laptop. All agree is great to have the site up and running.

Thank You for Survey Distribution

The Board commends Greg Colatti and his group for getting the survey up on the NEA page and in Newsletter. Ward encouraged everyone to fill it out survey (the survey for web access and usability).

14. New Business

Dues Increase

The Board started a discussion about a dues increase. Carnahan reported on the process to increase dues. In order to increase dues, the increase would need to be voted on by membership at April 2003 meeting and would not go into affect until January of 2004. Discussion followed.

Carnahan asked about the history of increasing dues and about whether some feel we will we loose people if we increase dues. No one had a formal report on how increases have affected membership but the group discussed the fact that they have not seen a big drop in membership as the result of an increase in dues.

The group then discussed a $5 or a $10 increase. The group conducted a hand vote and all members feel that a dues increase is appropriate. The group conducted a second hand vote and the majority voted for a $10 increase.

It was noted and agreed that an increase in dues could reduce meeting fees but could also decrease donations to the Hale Account, new programs, one day programs for students.

Krizack will need statistics and information to present the positive aspects of a dues increase to our members.

Carnahan moved to place before membership, an increase in membership fees to $30.00 ($40 for institutional membership). Andrews seconded the motion. All Board members voted in favor of placing a $10.00 increase in membership fees before NEA members.

A motion was made by Ross to change by laws to make institutional membership $20.00 over membership (not $10.00) so would be $50.00 as opposed to $40.00. The Board discussed this motion. After discussions Ross withdrew his motion until we find out more about our institutional members profiles.

Task Force On Future Meetings

Ross reported on behalf of the Task Force. The group had three very thoughtful responses to the Spring column. The group came up with more questions than answers. Do we want different levels of meetings; newer archivist, senior, etc.? Would this attract more people? Do we want different forums for meetings? All really important questions and the group started to discuss in order to begin to answer some of the questions.

The question of why people do not come to meetings was raised at the task force meeting. Discussed enhancing the social parts of the meeting. Hospitality suite issue; do people use it, do people attend? Focus on social aspect of meeting. Do we want to do more for new members? For social aspect we could have dinner sign up sheets and/or have a section on registration form to sign up for dinner outings. Should we look into expanding group meetings; joint meetings, joint speakers, etc.? Last idea was to have meeting coordinator. This person could help Vice President and also give consistency for meetings.

Krizack suggested making a blank budget form for local arrangements. Ward mentioned that this should be part of the Local Arrangements Book Guide she is working on.

Mentoring program was another idea. Get senior archivists involved. Many local institutions do this so would not be difficult to implement.

Ross thanked everyone for their input and noted that the Task Force will refine our and its ideas. They will have a formal report for the winter meeting.

Krizack raised the idea of a book reading / review program. Book titles would be chosen with the criteria of selecting books that stimulate ideas and social aspects of the profession.

Carroll-Horrocks mentioned that the New Members table at lunch has worked well. The Membership Committee will work with the Board to ask Board members to sit at the table in the future.

Gurley asked about revising the conference/meeting survey to word it in such a way to find out why people come to meetings; point blank, like date was good, time was good, programs were good, social aspect.

Another suggestion was made to have outside workshops, with regularity. One day quick workshops to supplement meetings and/or make more standard sessions be one day sessions and then focus at meetings.

The next Board meeting will be held at NEDCC in Andover Massachusetts. The proposed dates for the meeting are Friday January 10, 2003 or Friday January 24, 2003, with the snow dates being the following Monday. The Board members will email each other to confirm date. [Date was confirmed the week following the meeting: January 10, 2003 NEDCC Snow Date January 13, 2003.]

A motion was made by Witthus to adjourn. Hurt seconded the motion. The meeting adjourned at 11:30 AM.