SRMA Board Minutes of Meetings
November 15, 2004
The SRMA Board met on 15 November 2004 at the American Alpine Club (and via conference call – cc) in Golden, Colorado at 0930.
Members present: Bridget Burke, Steve Fisher (cc), Nancy Freeman (cc), Becky Lintz, Thia Rand, Mark Shelstad (cc), Brent Wagner (cc), and Janet Waters.
Bylaws posting: Via e-mail, the Board will review the Bylaws ("final" 13 September 2004 draft) during February 2005. After revisions, Brent will distribute a voting reminder and the approved bylaws version for the entire membership on 01 March. The SRMA membership will vote on accepting/rejecting the revisions at the 03 June 2005 spring gathering.
Archives Month Report: The Board thanked Jody Georgeson and her committee for their monumental efforts in pulling off this event. The Board think Jody should proceed with the written recommendations made in her report on ways to improve for 2005. The Board discussed (but did not vote) on whether to make this annual event a standing committee or retain it as an ad hoc group. Additional discussion centered on ways to increase efficiency with regard to poster distribution -- the Board want to get-out-the-word next year by sending posters to non-SRMA entities.
Autumn 2004 Conference Report: SRMA made approximately $1,000 on the meeting, which was held in Golden, at the American Alpine Club. (Janet will present an itemized breakdown in her next Treasurer's Report. Holly's 14 November 2004 e-mail to the Board also requires mention.) Board members in attendance expressed happiness at the good turnout and the excellent speaker.
SRMA / ARMA Conference -- Autumn 2005: A committee of seven will participate in monthly conference calls (beginning in December) to organize this joint endeavor. Nancy requested more members to help -- especially males and non-Coloradans. Mark will see if any of his Wyoming colleagues can assist. The conference might occur in Longmont, due to its relatively central location -- possibly at the Longmont Museum.
The Board voted against offering a 50% discount on conference registration for program committee members. (3 Yea / 5 Nay.) Nancy stressed (and the Board concurred) that SRMA needs to offer a need-based scholarship for its members to attend such meetings.
Las Vegas Spring 2005 Gala: Referring to an e-mail message from UNLV Chair Su Kim Chung, Mark reported that SRMA might have to contribute (tentatively) $7,000 for its one-quarter share of sponsoring the conference. Registration (again, tentatively) will run $85/person. The deadline to register will be in late-February.
Spring 2005 Meeting: SRMA will meet on 03 June 2005 at the Douglas County Historical Society. The operating theme will center on conservation of photographs and might incorporate other non-print preservation items of interest. Brent will send an e-mail Holly that lists potential speakers. Paul Esquivel, from the Nebraska State Historical Society, also, received mention.
Light Impressions (Nancy) Discussion: Light Impressions offers options to provide benefits to SRMA and/or members: can give members 15% discount, share discount with members and SRMA treasury, or encourage members to buy from LI because they'll donate 15% to SRMA. We could designate these funds for scholarships to SRMA meetings. Need to consider feelings of Metal Edge who regularly donate to our workshop/meeting breaks. Need to look at how to present in newsletter, how to present to members.
Motion: Nancy will contact Sara
at Light Impressions to inquire about getting a 15% discount for members
2nd: Bridget
No further discussion
None opposed; one abstention (Janet)
Nancy will get information to Thea for Dec 15 newsletter deadline
SRMA Archives: Steve will ask Keith Schrum (at CHS) to supervise an intern to survey and organize SRMA archives. Bridget will develop a retention schedule, then send to Nancy for comments. It is the job of the archivist to follow the retention schedule and develop procedures/calendar to collect items, after the board approves the retention schedule. We'll aim to have the retention schedule/collecting procedures in place by Spring; have the intern working or organizing the collection during the Spring semester
CPA merger/financials (Janet): Jeanne Abrams wants her position on the board as "Preservation Chair" to be temporary; she suggested possible recruits (Karen Jones, other former CPA members who also belong to SRMA. Janet has contacted Terry K to finalize transfer of CPA funds. Steve will contact Terry next Monday if Janet hasn't received the funds by the end of the week. Janet will revise the Treasurer's report after CPA funds are received. Janet will include info about CPA funds in year-end report to the state for SRMA.
Web/newsletter (Mark): Redesign will be done by mid-December; will then look at content-revision needs and CPA-related pages. New domain name: srmarchivists.org. Looking at possible service providers. Goal to have new web site up and running by June. Mark can get web site statistics if anyone wants.
Joint meet/CIMA (Conference of Intermountain Archivists): CIMA suggested a joint meet in Durango or Grand Junction, for 2007. Bridget will let them know we're open to discussion; would probably aim for Grand Junction site.
Nomination Committee: Bridget will email board re what positions come up for election at Spring, 2005 meet. Steve is head of committee. Steve and Bridget will check bylaws for rules on putting forth a slate, timing, etc...
ACTION ITEMS
1. Bridget will thank Jody for her work on Archives month
2. Bridget will ask Jay to sort SRMA mailing labels so we can target institutions,
not just individuals
3. Nancy will contact Light Impressions to get info for December newsletter
deadline
4. Bridget will draft SRMA archives retention schedule, run by Nancy for comments;
then to full board
5. Janet will contact Donna to get info on year-end treasurer's report
for state
6. Steve will contact Terry K re: transfer of CPA funds if Janet hasn't
heard from Terry by the end of the week (November 19).
7. Mark and Thea will work on web site design, will have draft by early spring
for board to critique
8. Becky will send notes to Brent to include in 11/15/04 minutes
Brent will contact Holly about a photo preservation program for the June meet
Respectfully submitted,
- Rebecca Lintz (SRMA Archivist)
- Brent Wagner (SRMA Secretary)
