SRMA BOARD MEETING MINUTES
21 July MMV
The SRMA Board met on 21 July 2005 in the 14th floor conference room at the Qwest Building (931 14th Street) in Denver, Colorado at 0930.
Members present: Shaun Boyd, Bridget Burke, Nancy Freeman, Jody Georgeson Monte Kniffen, Becky Lintz, Diane Lunde, Patty Rettig, D.C. Thompson, and Brent Wagner.
Welcome: Nancy welcomed new board members and initiated introductions. If questions arise, Board Members should check the bylaws to clarify their duties and expectations.
Treasurer's Report: SRMA earned roughly $700 from the joint meeting in Las Vegas. Excluding this figure, which has yet to appear, the Board unanimously accepted the 20 June 2005 report submitted by Janet Waters, the outgoing Treasurer, which indicates a balance of $19,360.86. Motion made and seconded by D.C. and Bridget.
Minutes: The Board unanimously accepted the minutes from the 22 March 2005 meeting. Motion made and seconded by Bridget and Monte.
Spring Meeting Debriefing: Overall, based on positive participant feedback, the Castle Rock meeting exceeded expectations and even netted $850.79.
Web Update: Patty will complete maintenance and minor alterations for the www.srmarchivists.org site. The Board discussed a consultant's web assessment report and agreed to spend about $1,600 to complete the process. Motion made and seconded by Jody and Diane.
Also, the Board will approve all major changes/updates to the site.
A discussion about format migration ensued: The Webmaster will create quarterly snapshots of the site and submit them to the SRMA Archivist. Also, the Webmaster will explore avenues that measure effectiveness of the site - such as 'total hits' reports.
Membership Update: The board discussed how to alleviate correspondence issues that arise with mass mailings and e-communications. On a trial basis of one year, the Board voted to employ use of a Yahoo listserv that Shaun will facilitate.
Las Vegas Report: Bridget reported that SRMA made about $700 from this event in which 22 SRMA members took part.
Su Kim's summaries indicate that the meeting went very well. Bridget will provide copies of all summaries to the SRMA Board.
Spring Meeting 2006: The Board mentioned Pueblo and Fort Collins as possible venues, but the featured topic and location remain undecided. SRMA members are encouraged to forward any relevant ideas to Monte.
Archives Month: Jody will lead efforts, again, this year, for the October event. The Board voted unanimously to lend $700 to this cause. Motion made and seconded by Bridget and Monte.
Collaborations: Emporia State would like SRMA members to serve as mentors for its Archival Certificate Program. Shaun will send out an announcement/feeler to the general membership via the Yahoo listserv to gauge interest.
Also, Emporia State would like SRMA to serve as a non-profit sponsor for a proposed Summer Institute in Archives. The Board voted to investigate this matter in more detail by appointing Becky and Shaun to liaise with Emporia State. Motion made and seconded by Nancy and Jody.
Long Range Plan: Jody will complete her Archives Month duties and then begin to revamp the Long Range Plan in early-2006, as this is a bylaw charge, by assembling a small team of Board and general SRMA members.
SRMA / ARMA Conference - Autumn 2005: The conference will span the 26th and 27th of October. The conference no longer will take place at the Executive Tower Hotel due to renovations. Monte will explore alternate sites.
Dr. Gregory Hunter will present a talk geared to explain basic principles of records management and a speaker from the NEDCC will present "Preservation Planning: Striking the Balance between What Should Be Done and What Can Be Done." Also, a vendor expo will be held.
SRMA will advertise this conference, also, to CIMA and MAC members.
SRMA Archives: Working in collaboration with CHS/Becky, Nancy will complete a finding aid and work out a retention schedule for the SRMA Archives by the end of this year.
Advertising: The Board discussed the ethics of allowing advertising in its online newsletter.
So long as announcements are in line with the SRMA mission, the Board voted to allow archival-related ads to appear in its newsletters. Motion made and seconded by Nancy and Jody. Ad rates will mimic those offered by MAC. Thia will serve as the contact for advertisers.
Nancy and Bridget will review the Light Impressions contract and, if necessary, modify it.
Membership Directory: Shaun will create a .PDF member directory for SRMA members to use.
The meeting adjourned at 1130. The next gathering will occur on 10 November 2005 at Fort Collins.
Respectfully submitted,
- Brent Wagner (SRMA Secretary)
