Minutes of Society of Rocky Mountain Archivists Board Meeting
Held Tuesday, February 23, 2010, 1:30 p.m.
Room 113, James A. Michener Library, University of Northern Colorado in Greeley
Welcome
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, Karen Jones, Kay Lowell, Ms. Meyer, Cecily North-Carnahan, and Jay Trask. Shaun Hayes, Cliff Hight, and Jessica Velie tuned in via telephone. Shannon Bowen-Maier, Shaun Boyd, and Rebecca Lintz were absent.
Minutes from 10/19/09 and 12/15/09
Regarding the minutes of the 19 October 2009 board meeting, Mr. Trask moved to approve, Ms. Gray seconded, and the minutes were approved unanimously. Then, Ms. Lowell motioned to approve the minutes of the 15 December 2009 conference call, Ms. Gray seconded, and the minutes were approved unanimously.
Treasurer’s report
Ms. Lowell reported that the SRMA checking account balance is $17,134.14, while the Money Market savings account maintains a balance of $10,115.75. PayPal transactions have caused some challenges with the details of the report, but the total is correct.
Western Roundup update
Ms. Drayton reported that details were posted on the SRMA website and that more coordinating is happening. Many board members mentioned they will attend the meetings.
Scholarships for Roundup
Ms. Gray reported that due to other financial obligations of SRMA, including the Western Roundup and the Journal of Western Archives, she recommends reducing the number of proposed scholarships from four to two $1,000 scholarships. Discussions ensued regarding language on the invitation for applications in order to ensure compliance with stated policy. Additional discussion occurred regarding the financial impact to SRMA that this conference may bring. As the discussion ended, Ms. Gray motioned that SRMA fund two $1,000 scholarships, Mr. Trask seconded, and it was approved unanimously. Ms. Gray then discussed how to publicize these scholarships.
Planning for Spring Conference
Ms. Meyer noted that our preliminary date of June 11 for the spring conference conflicts with an SAA workshop in Greeley on EAD style sheets. Ms. Drayton noted the scheduling challenges with Western Roundup, Connecting to Collections (C2C), and the facility. Ms. Jones noted that the C2C money that will fund a portion of this conference needs to be allocated by June 15. More discussions occurred about additional locations in southern Colorado since a change in date will change the venue. CSU-Pueblo and other locations in Pueblo were mentioned, and Mr. Trask will contact people he knows there. Potential dates included 21 May and 4 June. Ms. North-Carnahan offered to place a calendar on the website to reduce any future scheduling conflicts.
Topics for the conference will include many facets of preservation, such as surveys, digitization, or similar ideas. More details will become available after the C2C committee chooses a vendor to provide the training, because the vendor’s expertise will influence the subjects covered that day.
Preservation update/PEM monitor purchase
Ms. Jones reported that she and Carl Stewart have been working to get the PEM2 kits running and available since the old monitoring system has become obsolete. The cost for a PEM2 kit is $350, and Ms. Jones was interested in adding items to other kits that would bring the total to near $400. Environmental kits circulate more than any other preservation kit SRMA lends. Ms. Velie remembered that the Image Permanence Institute (IPI), which produces the PEM2s, gave SRMA a price reduction for a PEM kit in exchange for advertising IPI and/or PEMs in the newsletter, which might be an option this round. Ms. Meyer asked about advertising rates and if there could be an exchange with IPI. Ms. Lowell noted that the last advertiser paid over $500 for newsletter advertising.
Ms. Meyer then requested input from the board regarding swapping advertising for a kit or purchasing a kit outright. Ms. Jones recommended that SRMA buy it outright and then see if IPI wants to continue advertising. Others agreed, and at the end of the discussion Ms. Jones motioned that SRMA purchase the PEM2 datalogger and other components, as well as a digital output resource guide, that are necessary for the preservation kits. Ms. Drayton seconded the motion and it passed unanimously.
Finally, Ms. Jones brought up the idea of changing the loan form for the preservation kits. Board members discussed waiving the rental fee for those outside SRMA or reducing the fee. Ms. Jones advocated for making the kits free to everyone since there have been few rentals by those outside of SRMA. The deposit will still remain for everyone, though. Shipping costs to SRMA would likely be less than $100 annually. Discussions continued regarding cases of extreme hardship and how to help such cases find funding. Ms. Lowell moved to reduce the rental fee to $50 for those who are not members of SRMA and to keep the $50 deposit. Ms. Jones seconded and it passed unanimously.
SAA workshops/scheduling
Ms. Meyer noted the importance of having a calendar on the website for SRMA events, SAA workshops, and possibly some events at member institutions. Ms. North-Carnahan concurred and plans to put it on the website. It will be a work in progress initially, but the kinks should work out quickly and easily.
Joint CIMA-SRMA Spring Meeting, 2013
Ms. Meyer notified the board that a CIMA board member had contacted her about a joint meeting in Salt Lake City, Utah, in the spring of 2013 to commemorate CIMA’s 40th anniversary. Ms. Meyer tentatively agreed to have a joint meeting.
Archives Month
Ms. Bowen-Maier was unable to attend the meeting due to an unexpected event, so discussions about Archives Month were tabled.
Other old business
Ms. North-Carnahan reported that the Flickr workshop she organized had generated discussion about using institution photos for the Archives Month poster. Other board members agreed, and Ms. North-Carnahan will examine potential developments in that regard.
Ms. Meyer reported that the conference call in December generated a discussion about placing links on the SRMA website for institutions where SRMA members work. Discussions ensued concerning how to display and update such a list.
Ms. North-Carnahan reported that more members have requested another Flickr workshop at a more convenient time. August and September were mentioned as possible times, and other board members agreed with the idea of another workshop and that the months mentioned might allow increased attendance.
New business
Ms. Jones brought up that she had talked with Mr. Stewart regarding recovery and preservation training assistance for those dealing with the aftermath of the earthquake in Haiti. If he is asked to travel to Haiti, he would like $200 to $300 from SRMA to purchase supplies. He has filled out a scholarship application for this purpose, even though it does not necessarily fit the usual purpose of the application. Ms. Jones then quoted from his application to describe his purpose, in which he noted the positive outreach for SRMA that would result from this opportunity. He also stated his willingness to report to SRMA members about his experience, as well as lessons learned from disaster response. Ms. Jones moved we approve expending $500 for the project, $250 to Libraries Without Borders and $250 to Mr. Stewart if he is asked to go to Haiti. If he is not selected, the full $500 will go to the organization. Mr. Trask seconded and it passed unanimously.
Ms. Lowell discussed purchasing an upgrade for Quicken to assist with her treasurer duties and improve the ability of the program to interact better with PayPal. The cost would be less than $100, so Ms. Gray moved to approve the expenditure, Ms. Jones seconded, and it passed unanimously.
Finally, Ms. Meyer updated the board on the Journal of Western Archives and noted that calls for articles will be made soon.
Next board meeting place/date?
Ms. Meyer suggested the possibility of doing a conference call board meeting in late March or April in order to discuss any last-minute planning needs for the Western Roundup and other upcoming events.
Ms. Meyer then adjourned the meeting at 3:19 p.m.
Respectfully submitted by Cliff Hight, Secretary.