New England Archivists
Spring Board Meeting
April 11, 2003
Simmons College
Student Activities Conference Center
Secretary Tara L. Hurt
The business handled at the April 11, 2003 meeting of the Executive Board, is summarized below. All VOTING is in bold and italics.
All members voted in favor of accepting the following reports (no action needed).
Development Coordinator Report (Appendix A), Hale Award Committee Report (Appendix B), Membership Secretary Report (Appendix C), President Report (Appendix D), Print Coordinator Report (Appendix E), Public Relations Coordinator Report (Appendix F), Secretary Report (Appendix G) and the Vice President Report (Appendix H).
Immediate Past President Report (Appendix I)
Bill Ross reported that 25% of the membership voted (132 members) in this past election. A discussion followed on the success of electronic voting and electronic voting will be pursued further but it was agreed that the group needed to take the time to find a set up that has proven to be successful. It was agreed by all board members that NEA will continue with the cards for the next election. Bill Ross also reported that the Steve Fontana will be present at the Annual Board Meeting in order to receive his Archival Advocacy Award.
Outreach Committee Report (Appendix J)
Jessica Steytler announced two new members for the Outreach Committee; Jill Snyder- NARA Northeast Region and Amy Braitsch - Historical Society of the Town of Greenwich. All voted in favor of adding two new members. Jessica Steytler took a few minutes to explain how the group finds Archives on the Road locations. In the past it has been through word of mouth; people are now finding us on the web site and the list serves has yielded several locations. It was also noted that there is a waiting list for places to bring Archives on the Road.
Web Committee Report (Appendix K )
The group discussed submitting information to the Newsletter Committee and it was agreed that all Newsletter text could be sent to Tim Hughes in an electronic format. It was noted that we need to be sure that announcements in the Newsletter are timed so that the dates for events and the release of the Newsletter do not conflict. The Board discussed how often to archive the web site. It was suggested that once every six months all chairs review their pages to be sure they are up to date and current. The committees will work with the Web Committee in order to get the pages updated.
Treasurer Report (Appendix L)
Liz Andrews reported that for the 2001 -2002 year there was a net loss of $6000 and for the 2002/2003 year there is a net gain of $20,000. Current registration for the Spring 2003 meeting is 313 so NEA is expected to meet costs. The Board discussed how many of the 313 registrants are Simmons students? Liz Andrews noted there are between 30 and 40 student registrants. Any extra dues money that is collected will help to support the awards NEA gives such as the Hale Award that for several years has not generated enough income to furnish the complete award so money has had to be made up in order to still furnish award. Tax information is being prepared by NEA's accountant and there no outstanding issues expected.
Newsletter Editors Report (Appendix M)
Ellen Doon reported that the April Newsletter total cost was $1,893.99. It was announced that Ellen Doon stepped up to the position of Senior Editor as Dan Daily stepped down from the Senior Editor position. Jason Larson (January 2003 - January 2006) has filled the three-year vacancy as an Editor, formerly held by Joanie Gearin. Meg Moughan (April 2003 - April 2006) has filled the other vacant Editor position, formerly held by Dan Daily. The Newsletter Editors will be making suggestions for updating the web page and sending those along to the Web Master for any changes.
Haas Award Report (Appendix N )
Lois Hamill updated everyone on the Haas Award: the Haas Award is a joint award with two representatives from ARMA and two reps from NEA. ARMA is short one representative (since last June) and they have not replaced person so the committee is stalled. ARMA should be getting another rep this month and will be getting back to the committee with a new name soon. The committee has been working to increase applications. The committee wanted to ask the Board for suggestions about how to better publicize and how to get more applications. Suggestions included placing applications in the registration packets so it jumps out at people and having a link on our NEA web page. It was mentioned that the Haas Award Committee might want to do a campaign to raise the award from $500 to $1,000. The Board would like to know how ARMA collects, deposits and finances the money for the award. The Board would like to know how the interest is being spent from the Haas account. Once the Board finds out about how the finances are managed, the group will review if the award value can be raised.
Education Committee Report
One of the workshops for the Spring 2003 meeting was cancelled with only two individuals registered but all other workshops have been confirmed. Karen Spicher asked to extend Betsy Pitman's term on the committee. All voted in favor of the extended term. Karen Spicher discussed a joint NELINET workshop for NEA members. The committee has discussed finding an instructor for the workshop and then NELINET can purchase labels from NEA so NEA can be listed as a sponsor. Discussion took place on whether NEA should co sponsor or not. It was agreed that the Board is interested in exploring working with NELINET on how to work together for workshops. Karen Spicher will explore what our options are and Karen will report back to the Board. Karen Spciher will also ask about co-sponsoring, giving them labels and then having our membership brochures in the packets. Karen will report back to the Board via email.
Communications Survey Implementation Task Force (Appendix O)
The tasks force's recommendations were presented; three email list (NEAboard, NEAannouce, NEAdiscuss) and an on line membership director. Members were strongly in favor of an email distribution list as a way to disseminate information about events being sponsored by NEA. It was suggested that voting and non-voting members of the Board be allowed to post messages. All board members voted in favor of creating the two new email lists. The second issue that the committee presented was an electronic membership directory. The directory would include the individuals name and professional mailing address, contact information and a professional URL if they have one. The directory will also be mounted in such a way that it can be easily printed.
The Board will look to the Membership Committee to find volunteers for the positions of Email Coordinator and Membership Directory Coordinator. All voted in favor of producing a new directory electronically and investigating the best way of distributing it.
Membership Committee (Appendix P )
As noted in our discussion about the on-line directory, Beth Carroll Horrocks will check with the Membership Committee to find a someone to serve as Email Coordinator.
2003 Fall (UConn) Meeting Program Committee (Appendix Q)
Gregory Sanford reviewed the program and asked that if anyone has any suggestion for speakers please forward their suggestions along to the group.
2003 Fall (UConn) Meeting Local Arrangements Committee (Appendix R)
Kristen Eshelman reported the total budget numbers for the conference. The budget is based on 165 registration for the conference. The proposed registration cost is $45 members and $65 for non-members.
2004 Spring (Worcester) Meeting Program and Local Arrangements Committee (Appendix S,T & U )
The meeting will be in two different institutions. The Board reviewed and discussed the proposed schedule of events. The committee will work with the Development Coordinator about options for vendors; both local and regional. The idea of a 'Charette' was proposed to the Board and if anyone has a topic for the 'Charette' set up, the committee will incorporate this into the Friday schedule.
Old Business
Job descriptions (Appendix V)
Archivist - Peter motion accept, Joan seconded, All in Favor
Clerk - Paul motion accept, Joan seconded, All in Favor
Membership Secretary - Tara motion accept, Paul seconded, All in Favor
Treasurer - Paul motion accept, Rudy seconded, All in favor
New Business
SAA grant (Appendix W) The State of the Archival Profession:
A Census and Educational Needs Assessment of Archivists in the US
Several people have offered to be the NEA representative if this grant
in funded. Joan Krizack and Rutherford Witthus submitted a letter supporting
the grant and agreeing to participate in it, so the Board will wait to
hear about approval for the grant. Once the Board knows the status of
the IMLS grant the Board can make a final decision on a representative.
NEA Letterhead Template
The Board discussed a proposed of having a standard template with the NEA logo included. Cally Gurley volunteered to work on setting up the template and to have it described in such a way that all members can use the standard template and it will all look the same.
The meeting adjourned at 4:25 PM.
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