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MINUTES OF A MEETING OF THE BOARD OF THE SOCIETY OF ROCKY MOUNTAIN ARCHIVISTS

Denver, CO
July 10, 2006

Present: Jody Georgeson, Patty Rettig, Shaun Boyd, Kacy Guill, Rebecca Lintz

Phone participants: Nancy Freeman, Leslie Shores, Kenton Jaehnig, Diane Lunde, Gary Landeck, Allaina Howard, D. Claudia Thompson


Welcome New Board Members

  • Review of duties as described in by-laws

Approval of March 29, 2006 board meeting minutes

  • Typing errors noted
  • Minutes approved

Treasurer’s Report

  • Report distributed July 8, 2006
  • Scholarships not included in report
  • Contact Monte Kniffen to report expenses for spring conference
  • Shawn has another $65.00 in memberships not included in report
  • Bank account threshold - $1,500.00 suggested. Possible uses for funds include conference costs and SAA scholarships.
  • Change in budget calendar suggested. An end of year report required in by-laws. Officers change on fiscal year, while membership is determined by calendar year. Language about calendar year will be removed from by-laws subject to vote next June at annual meeting.
  • Discussion about credit cards and banks. Credit cards are needed for conference expenses. Change in bank suggested to facilitate change in credit signature (SRMA card with specific signatures. One account with multiple cards including one for program coordinator and member-at-large. Treasurer will receive bill). Current bank, US Bank, unacceptable because of a problem with changing signature.
  • Treasurer’s report accepted.

Debriefing from Annual Meeting

  • Monte Kniffen emailed a debriefing sheet to the Board
  • $896.21 in conference fees was collected
  • 75 people attended
  • 38 feedback forms were collected following the meeting. Responses mostly goods and excellent. Negative comments primarily concerned the facility including statements that the room was too small, chairs were uncomfortable, and the space was too hot.
  • Fall Conference
    • SAA workshop, Introduction to Archival Exhibitions – To hold the workshop, SRMA would need to provide a location. SAA provides materials, speaker. The maximum number of participants is 35. Cost of workshop ($185.00 for SAA members) is an issue. Possibility that the workshop could be subsidized.
    • Regular Fall SRMA meeting. Suggested that there be a two day event with the workshop on the first day. Will need to change workshop date from October 13 to October 12. Outreach possible theme for fall meeting.

Preservation Report

  • Two kits now available. Information about the kits available on the website.
  • Environmental monitor currently being evaluated for the environmental kit.

Website Update

  • Jessica Branco Colati received the website files and password in June. Responsibility for the website transferred from Patty Rettig to Jessica on July 1.

SAA Annual Meeting

  • Partial scholarships to the SAA Annual Meeting suggested for 2007 since 2006 registration deadline had passed. Nancy Freeman volunteered to gather information and create proposal.
  • SRMA members presenting at SAA (Jay and Bev from Bessemer)
  • Archives Week poster sent for special exhibit

Repository Directory

  • Directory last updated in 1996. Includes all repositories in the region. Existing list not comprehensive.
  • Suggestion that directory should be online either as a list or searchable database.

Newsletter (Kenton Jaehnig)

  • Next issue of the newsletter will be posted on the website
  • ACA ad will be added to the newsletter in September
  • Does SRMA have an ad to exchange? Deadline for the SRMA ad is September 10, 2006.
  • Photographs of the Spring meeting will be included in future issues of the newsletter.

Membership Update

  • Shaun Boyd reported increased participation in the email list and five new members in July raising the member to more than 150.
  • Institutional membership needs to be defined since the by-laws are not clear. Proposed change will be added to the agenda for the next annual meeting.

Archives Week

  • Leslie Shores submitted two ideas for Archives week (see handout)
    • Idea one – Rocky Mountain Memories
    • Idea two – panel of educators and link to History Day programs
  • Posters – sent to SAA, far reaching but passive promotion of Archives Week

Long Range Plan (Jody Georgeson)

  • New changes suggested include :
    • Membership directory distributed annually
    • Repository directory updated annually, remove requirement for online and hardcopy
    • Associated budget, add President and Treasurer
    • Develop Policies and Procedures Manual (5.3) changed to “will document policies and procedures” – Nancy Freeman and Patty Rettig will discuss the need for a manual

Retention Schedule

  • Purpose of retention schedule to provide Board Members and archivist with a transfer schedule and an organization for the SRMA archives
  • Based on inventory list from CHS and CMMRRS
  • Only incorporated in Colorado. Did not look at Wyoming
  • Suggested changes
    • VIII. Left out membership forms (2 years)
    • VII. Manuals. Add all versions permanent for Board and Disaster planning manuals
    • III. Correspondence. All correspondence does not need to be permanent.
    • XII. Program. Refers to conference and program packet
    • XIII. Website. Twice yearly to replace quarterly.
    • Build into schedule when originals should be sent to archive (1 year).
  • Approved by Board with changes

Conference Service Vendor

  • Proposal from Activa to run conference fee and take over registration for annual meeting.
  • Option of using PayPal service for conference and sales. The treasurer would administer the service. The web coordinator will be contacted about set up.

Old Business

  • No old business

New Business

  • Shaun Boyd reported that a work trip to Pueblo to help at CF&I was being arranged. Jody Georgeson will help coordinate. The trip will be advertised on the Yahoo group.

Next meeting in November