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

November 14, 2006

Present: Jody Georgeson, Patty Rettig, Nancy Freeman, Rebecca Lintz, Gary Landeck, Kacy Guill

Phone in: D. Claudia Thompson, Shaun Boyd, Kenton Jaehnig, Leslie Shores, Jessica Branco Colati


Meeting called to order at 1:15 pm.


Approval of minutes

  • Minutes of the August board meeting approved.


Treasurer’s Report (D. Claudia Thompson)

  • Summary sent by email showing that income through memberships greatly exceeds operating expenses
  • Nancy Freeman suggested the possibility of investing in some short term CDs
  • Nothing had yet been done about changing from U.S. Bank. The board approved D. Claudia Thompson checking into new bank with branches in CO and WY as time allows.
  • PayPal account established. Jessica Branco Colati will create a link to PayPal from the SRMA website.
  • The Board approved the treasurer’s report.


Debriefing sheet from Fall Conference (Gary Landeck)

  • Made $1,678.00
  • Comments from evaluations showed approval for speakers although Kalen Baker’s talk was a failure.
  • Conference was not well organized and the needs to be planned further in advance. The planning committee needs to work more with speakers and to send and receive plans in writing.
  • The SAA workshop was a success according to evaluations.


Update on Spring (CIMA) Conference (Gary Landeck)

  • The Spring Conference will be May 17th through 19th in Colorado Springs. The theme will be Archivists at Work. The conference will consist of a series of breakout sessions on topics such as outreach, fund raising, and grant writing.
  • Information about the conference will be in the newsletter and will be added to the website.
  • More information will be available after December 8th meeting.
  • SRMA has already been contacted about the Western Roundup scheduled for 2010.


Archives Week report (Leslie Shores)

  • 6 sessions were conducted, three in Colorado and 2 in Wyoming. It was difficult to get participation.
  • Nancy Freeman suggested trying program again next year, but starting earlier, possibly in March.
  • There have been requests for posters to be distributed again.


Membership Update (Shaun Boyd)

  • Membership in SRMA increased by twenty-three. The membership includes 26 students, 126 regular members, 13 institutional members at $30.00, and 4 institutional members at $20.00.
  • It was suggested that mailings be targeted to specific institutions such as the State Archives.


Institutional memberships/by-laws (Nancy Freeman)

  • The by-laws definitions of the classes of membership needs to be reworded and voted on at the May meeting.
  • The voting rights of institutional members clear, but it is not clear how many people can attend at member costs.
  • Nancy will draft verbiage and it will be added to the agenda for the May meeting indicating that any two individuals from an institution with a membership will be able to attend SRMA events at member costs.


Web site update (Jessica Branco Colati)

  • An update of website statistics was emailed on November 14, 2006. The statistics show that the galleries are the most popular pages
  • A directory of archival institutions was suggested. Jessica Branco Colati will take the lead on this project. Participation will be voluntary.


Preservation update

  • The arrangement with the Myra Jo Moon collection at the Jefferson County Public Library needs to be formalized. The JCPL sent a deed a gift to be signed.
  • Jody Georgeson will talk to Karen Jones about the possibility of a long term loan and will get use statistics for the collection.


SAA scholarship

  • A committee including D. Claudia Thompson and Nancy Freeman will be formed to plan for a scholarship. The plan will be brought to the Board in March.


Continuing Education Coalition (Jody Georgeson)

  • The coalition consists of Colorado libraries working together to arrange training


Old business

  • Newsletter (Kent Jaehnig). The deadline for content to be included in the next newsletter is December 15th. The newsletter will be sent to Patti Rettig for publication since Jessica Branco Colati will be unavailable.
  • The contract with Light Impressions expired at the beginning of 2006. Nancy Freeman says SRMA renewed the contract and will follow up.
  • Kent will email the proposed add to be sent to the ACA to the Board for approval.


New business

  • Ginny Keifer died in August. Jody Georgeson sent a card from SRMA
  • Carl Stewart suggested that SRMA increase visibility at CAL by sponsoring an exhibit table. Jody Georgeson will follow up.
  • It was suggested that SRMA might be interested in publishing a journal. Jody Georgeson will check the strategic plan and the website for information on society publications. An exploratory committee will be formed.


The meeting was adjourned at 3:55 pm.