SRMA Board Minutes of Meetings
March 22, 2005
The SRMA Board met on 22 March 2005 in the small conference room at the Blair-Caldwell African American Research Library (and via conference call – cc) in Denver, Colorado at 0930.
Members present: Shaun Boyd, Bridget Burke (cc), Steve Fisher (cc), Nancy Freeman (cc), Monte Kniffen, Thia Rand, Mark Shelstad (cc), and Brent Wagner.
Minutes: The Board unanimously accepted the minutes from the 15 November 2004 meeting. Motions made and seconded by Nancy and Steve.
Nomination Committee Report: Along with Nancy, Steve will compile an official list of candidates by the 01st of April for the upcoming following Board vacancies: VP/President-Elect, Treasurer, Member-at-Large, Webmaster, and Preservation Chair. The slate of candidates and ballots will appear in an upcoming mailing re: registration for the 03 June 2005 Castle Rock meeting that Holly will coordinate.
Membership Update: The Board welcomed Shaun Boyd as its new appointed Membership Coordinator. Shaun will seek ways to increase participation in SRMA – especially among students. Bridget reported that SRMA membership stands at 118 – down about 20% from last year. As for demographics, the overwhelming majority of SRMA members hail from Colorado and Wyoming. Fully 25% of SRMA members have affiliations with DPL, AHC, and Douglas County. The Board decided to send out about fifteen newsletters (hard copies) to its sister archival groups (CIMA, CSA, etc.) and members that do not prefer electronic copies. Bridget and Shaun will work together to create a new membership database.
Spring Meeting 2005: Holly and Monte will continue to facilitate efforts to make the 03 June Castle Rock event run smoothly. Barbara Sommer, an oral historian from Lincoln, NE, will give a lecture on oral history value and methodology. The Board will pay for her flight, lodging, and incidentals. Conferences fees will run $30 for members, $35 for non-SRMA members, and $15 for students.
Treasury Matters: The Board voted unanimously to authorize Nancy to explore getting a second signer on the SRMA checks issued through US Bank and to see what is necessary to obtain a SRMA credit card (not a debit card). Bridget made the motion and Steve seconded. After Nancy has completed the investigative portion, as Secretary, Brent will complete paperwork for the bank and provide it with a copy of these minutes.
Newsletter: Thia reported that the electronic format of the newsletter is working out nicely. Two members still require a print version, however. The Board noted that a drop in membership might have something to do with the fact that SRMA newsletters now appear, free, online.
SRMA / ARMA Conference – Autumn 2005: The conference will span two days in October -- the 26th and 27th -- at the Executive Tower Hotel in Denver. Monte provided a preliminary flyer that includes an estimated cost to conduct the event ($14,000). If 150 people attend the two-day event, SRMA and ARMA should break even. 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 award one need-based scholarship to cover at least the registration fee. Nancy made this motion and Monte seconded, followed by unanimous Board approval.
Tech Stuff: Mark compiled a set of Web Site Guidelines (draft dated 04 March 2005) that pleased the Board. By unanimous Board vote (with Nancy motioning and Bridget seconding), Mark will move the site from the University of Wyoming server to Register.com, and the srmarchivists.org URL will take effect.
The Board thanked Mark for six years of stellar service as the SRMA Webmaster. Mark and the Board will begin to look for a suitable replacement.
Joint meet/CIMA in 2007: The Board have decided to postpone a decision on this matter because it might not be in the best interests of SRMA members and there exists a concern about recouping costs from these large, expensive meetings. (Only about ten SRMA members have registered, thus far, for Vegas.) The Board will vote on this issue after the fiscal data returns from Vegas.
Treasurer's Report: The Board accepted Janet's final report that indicates SRMA has about $18,000 in its account as of today, 22 March 2005. (Nancy made the motion and Steve seconded it.)
The Board thanked Janet for her year of service and wish her well at Ohio State University.
SRMA Archives: The Board are hopeful that Keith Schrum and Becky Lintz can finalize a finding aid and work out a retention schedule for the SRMA Archives, possibly by utilizing a library science student from DU as an intern. Bridget will discuss both of these matters with Keith.
The meeting adjourned at 1100. The next gathering will occur on 03 June 2005 in Castle Rock.
Respectfully submitted,
- Brent Wagner (SRMA Secretary)
