Minutes of the Society of Rocky Mountain Archivists Board Meeting
Held Monday, 20 July 2009, 1:30 p.m.
Morgan Library, Room 203, Colorado State University, Fort Collins, Colorado

Welcome to new and continuing board members

The meeting was called to order at 1:39 p.m. by President Linda Meyer.  Board members attending in person included Lesley Drayton, Annette Gray, Shaun Hayes, Karen Jones, Rebecca Lintz, Kay Lowell, Ms. Meyer, Cecily North, Jay Trask, and Jessica Velie.  Shannon Bowen, Cliff Hight, and Carl Stewart tuned in via telephone.  Shaun Boyd, Kate Legg, and D. Claudia Thompson were absent.  SRMA member Amy Meger was visiting.

5 March 2009 minutes

Regarding the minutes of March 5, Ms. Gray moved to approve, Ms. Jones seconded, and the minutes were approved unanimously.

Comments on Spring Conference

Ms. Drayton stated things went according to plans.  Concerns included people wanting to register earlier than noted time.

Planning for Fall Conference

Ms. Drayton reported that she and Mr. Hayes discussed the theme of Web 2.0 to help promote and market collections to digital users.  The meeting will be held at the American Mountaineering Center in Golden,Colorado, on October 9.  Plans are to have BCR provide some training and then have case studies from member institutions.  Ms. Drayton has had some trouble with getting the SRMA debit card to work, but others can help provide access.  Mr. Stewart brought up some feedback about using vendors outside of our area because of our healthy financial situation.  A number of consultants were mentioned as possibilities, but there was discussion about costs versus product.  Generally conferences cost around $2,000 and the income is between $1,500 and $3,000, so there was some hesitancy to increase costs beyond what the usual amount is.  Yet, bringing in someone from elsewhere would be acceptable if they provided information that is valuable enough.

Also, there was discussion concerning which Web 2.0 products would be covered, so Ms. Drayton and Mr. Hayes said they would provide feedback in the coming weeks via email to clarify plans.

A question arose concerning the next spring conference because of the Western Roundup meeting in the spring.  Since SRMA had a spring conference the last time the Western Roundup occurred, the board agreed to follow the same pattern.

Western Roundup update

Ms. Drayton reported that she has been in contact with planners for the meeting, but has nothing additional to report.

Treasurer’s report

Ms. Lowell reported that name changes on the bank accounts went smoothly.  She also noted that the balance of the checking account is over $17,000.00.

Archivists’ Toolkit/Archon discussion group

Ms. Velie started the discussion of how to provide support for institutions seeking programs like Archivists’ Toolkit, Archon, and other non-proprietary programs.  Ms. North clarified that the website states that SRMA does not support any proprietary programs, but discussions concerning non-proprietary software are okay.  The issue will be explored further.

SAA workshops

Ms. Meyer provided an update on an upcoming SAA workshop on archiving email in November.  Mr. Trask brought up that the University of Northern Colorado (UNC) could host workshops.  Ms. Gray explained the role that SRMA plays when co-sponsoring SAA’s workshops.  Ms. Drayton moved that SRMA co-sponsor with UNC on the SAA “Style Sheets for EAD” workshop, Ms. Gray seconded the motion, and unanimous approval followed.  Ms. Gray brought up that many participants in the first EAD workshop expressed interest in the Rocky Mountain Online Archive (RMOA).  Participation in RMOA requires a training session with Leigh Grinstead, who is the Colorado project coordinator for RMOA.  Someone noted that Ms. Boyd is working on scheduling that session and will notify members via the Yahoo! group.

Membership

Ms. Meyer asked if a membership report was needed in every meeting since membership numbers are holding steady.  Currently, there are 164 members.

Website

Ms. North reported that the transition of the SRMA website from Dreamweaver to Drupal has had some kinks.  Also, she is working on creating emails for board members.  She reported that Ms. Boyd had some suggestions on placing older SRMA publications on the website.  The new layout should allow the board to have more interaction on the site.  Ms. Lintz asked about getting snapshots of the website for the archival purposes.  She then asked about handling digital assets.  Ms. North suggested using the Wayback Machine from the Internet Archive.

Ms. Lintz also brought up the Yahoo! group and how to save the information in it.  This led to a discussion concerning capturing digital communications.

Preservation Update

Mr. Stewart began by providing an update on the IMLS Statewide Planning Grant.  Surveys have been distributed and will need to be returned before the end of the month.  He also reminded the board of a commitment to have part of a coming conference devoted to a preservation topic that is selected based on the survey results.  Ms. Jones then commented that she will work to keep SRMA updated and reminded of preservation needs and concerns.  Mr. Stewart gave his parting comments about using SRMA’s financial resources to provide materials and information that will be helpful to membership, as well as the importance of partnering more closely with the Colorado Wyoming Association of Museums and the Colorado Association of Libraries.  Ms. Jones concurred with Mr. Stewart regarding the use of funds for more helpful preservation tools to membership.  Discussion occurred regarding revamping the kits that SRMA offers.  Ms. Jones also suggested a preservation column in the newsletter that could include disaster response planning and other information.  She also has archival kits that she would like to give away at meetings or in other settings.

Archives Month

Ms. Bowen reported that this year’s poster is in process.  The focus this year is on executive proclamations from resource allocators and elected officials.  She will publicize what is happening and will seek feedback from member institutions about their activities.

Scholarship Policy

Ms. Meyer referred to Patty Rettig’s written report concerning scholarships.  Ideas were suggested to increase interest in applying for these applications.  Ms. Rettig’s recommendations included the need to be a SRMA member and adding a box on the form for that purpose.

Old and New Business

With no old business to discuss, Ms. Meyer brought up Nancy Freeman’s suggestions for adding scholarships and doing a full-day workshop.  The board will await more feedback.

Ms. Meyer led a discussion about students submitting to the newsletter.  While a separate section probably isn’t warranted, it was suggested that Ms. Velie could make a special call to students to submit articles when she announces the next newsletter.  Also, there could be a section on the website for them.

Next Board Meeting

The next board meeting likely will occur in October.

Ms. Meyer then adjourned the meeting at 3:31 p.m.

Respectfully submitted by Cliff Hight, Secretary.