SRMA Board Minutes of Meetings
November 18, 2002
The SRMA Board met in the Dean’s Conference Center at DU-Penrose Library at 9 a.m.
Members present: Bridget Burke, Steve Fisher, Leah Davis Witherow, Ginny Kilander, Rebecca Lintz, Donna McCrea, Brent Wagner, and Karen Zoltenko.
Secretary’s Report: Motions made and passed to accept the Secretary’s Report from 19 July 2002.
Treasurer’s Report: Current (14 November 2002) figures show $6143.21 as the balance. The special account no longer exists – it has been merged with the general fund. The bank will charge $2.00 per month to maintain the account. The Board agreed to accept this charge to facilitate accounting matters if SRMA gets audited. Motions made and passed to accept the Treasurer’s Report from 18 November 2002.
Membership Report not administered. Unclear if Archives 101 Bootcamp raised membership levels.
Newsletter Report: The next issue will come out in early-January 2003. One highlight includes a summary of results from the Fall Meeting survey. Another purpose is to call for panel ideas for the 2003 spring meeting. (See discussion below.)
Wrap-up -- 2002 Fall Meeting and surveys: Kudos to Bridget for pulling it off successfully. The event generated almost $800. 75 people attended. Very little negative feedback has appeared in the surveys that continue to trickle into the SRMA mailbox. Members wish to know about real world scenarios that include finding out where to obtain grant money and what creative methods archivists are employing during these lean budgetary times.
The Board discussed the probability of providing presenters (especially of the non-archival bent) with guidelines for future conferences/workshops.
Potential merger: John Newman continues to explore the prospective merger/collaboration with CIMA. Leah will create a SRMA fact sheet for CIMA to review. Correspondence and approval will transpire via e-mail. CIMA submitted the same for the SRMA Board to examine.
Membership Directory printed at a savings of $180 this year. The cost for the 2001-2002 booklet amounted to $483.26.
2003 Spring Meeting will take place on the weekend of 30 May 2003 in Durango. The SRMA Board hopes to incorporate workshops, evening meetings, and extend a big welcome to smaller institutions to take part. A travel scholarship will be offered; parameters have not been set.
One member survey entreated the Board to hold a region-wide collection policy meeting. At this juncture, the Board wishes to move slowly and first establish what each of its members and their respective institutions house. Not every institution operates with a collection policy; not every institution has an inventory. Moreover, it is difficult, often times, for one person to represent an entire institutional vision.
Joint SWA / NW / CIMA / SRMA meeting: A large western United States archives conference is in the works for 2005 in Las Vegas. The Board plans to solicit/appoint a SRMA member to serve as a liaison for this mega-function.
Nominating Committee: Currently, SRMA lacks a formal body with this title. Nominations are tossed around in an informal fashion. The desire is to maintain this lax structure. Bear in mind that voting for two positions will take place in the spring – President-elect and Member-at-large.
Programs/Procedures Guide: Steve presented the Board with copies of the MAC Policy Manual. A SRMA-created document (based on the MAC model) will be created in the near future. It will facilitate transfers of power for new Board Members and explain accompanying responsibilities.
Next Board meeting will occur in 2003 on one of following dates: February 21, 24 or 28.
Meeting adjourned at 10:45 a.m.
Respectfully Submitted,
Brent Wagner, Secretary
