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

National Snow & Ice Data Center
Boulder, CO
March 29, 2006

Present: Shaun Boyd, Bridget Burke, Jody Georgeson, Allaina Howard, Monte Kniffen, Rebecca Lintz, Thia Rand, Patty Rettig, D. Claudia Thompson

Absent: Nancy Freeman, Diane Lunde, Brent Wagner

Meeting called to order by Vice President Georgeson at 1:00 p.m.

OLD BUSINESS:
Minutes of the last board meeting were approved.

Treasurer Thomas presented the Treasure’s Report
Questions about the finances of the Fall joint meeting with ARMA were raised, and will be investigated and resolved. The Board discussed ways to identify the “base costs” of running SRMA, to better understand what our “normal” expenses and revenue sources are. The Treasurer will look at revenue and expense cycles to see if there is a more appropriate fiscal year than the one we now use.

Web Manager Patty Rettig presented the Web Report
Total hits on the site are up, and a pattern of spikes can be documented around SRMA activities (meetings, a new issue of the newsletter). Archival copies of the web site have been presented to Becky Lintz, SRMA archivist.

NEW BUSINESS:
SRMA Credit card
Board approved adding Allaina Howard to the credit card, as she assumes the role of Program Chair.

Membership Coordinator Shaun Boyd reported on Membership
Total membership is now 117, down from last year’s high of 155. There were 11 new members this year. 87 members participate on the SRMA yahoo list. Boyd shared comments from the last SRMA member survey. She noted, and the Board agreed, that we need to resolve problems with the institutional membership benefits. Boyd will investigate how other organizations handle institutional members.

Vice President Georgeson, in lieu of Preservation Member-at-Large Diane Lund, brought up several preservation issues.
The need to update the preservation kits, put together a new kit for SRMA members, and spend Moon monies were all tabled.

Monte Kniffen, Program Chair, reported on the upcoming Spring Meeting
The SRMA Spring Meeting is scheduled for June 2, 2006, at the Bessemer Historical Society in Pueblo, Co. The focus will be on caring for still and moving images. Tours of the BHS archives and site will also be offered. Kniffen will report back on facilities and speakers as the firm up.

Discussion of upcoming meetings followed, with a suggested schedule of Denver Fall 2006, Grand Junction, Laramie, or Colorado Springs May 2007.

A CIMA / SRMA joint conference is planned for late-May 2007. Georgeson reported that she and Allaina Howard had a preliminary meeting with the CIMA program chair and will have further discussions about the meeting through the summer.

Vice President Jody Georgeson presented the SRMA Long Range Plan
The Board reviewed the draft of the Long Range Plan. Questions arose about the role of SRMA’s website as the authoritative site for information about archival repositories in our region. The Board discussed the difference between membership lists and repository lists.

Past-President Bridget Burke reported on Nominations for Board Vacancies
Burke will gather a nominating committee for candidates for these vacant positions: Vice President / President Elect; Program Chair; Ad Hoc Archives Month Coordinator.

Meeting adjourned 3:00 p.m.

Minutes respectfully submitted by Bridget Burke