SRMA Governing Board Minutes March 2006

Services

Present: Jody Georgeson, Patty Rettig, Nancy Freeman, Rebecca Lintz, D. Claudia Thompson, Shaun Boyd, Kenton Jaehnig, Leslie Shores, Holly Geist

Phone In: Kacy Guill

Meeting called to order at 1:15 pm.

Approval of minutes

Treasurer’s Report (D. Claudia Thompson)

SRMA accounts transferred to Wells Fargo. Account includes a deposit card so Shaun Boyd can make deposits. Shaun was concerned that she did not have the authority to do so, but after discussion, it was determined that the by-laws do give the membership coordinator authority to collection membership fees.
$10,000 dollars was transferred into a money market account
The Myra Jo Moon account was transferred to Wells Fargo and there was a withdrawal for checks. The account was then transferred to Jefferson County.
Non-profit, tax exempt forms not filed last year and status was lost – paperwork has been filed for this year The lack of a permanent address a problem for SRMA.
Treasurer’s report accepted.

Website Update (Jody Georgeson)

Membership Update (Shaun Boyd)

112 members so far this year – 158 at the end of last year
3rd membership renewal notice sent on March 12
According to by-laws, membership directory should be done by May 1st. Should distribution be electronic or hard copy? Should it be distributed at the Spring meeting? Date of distribution changed to June 30.
Yahoo Group only available to members. People who have not renewed their memberships will be removed from the group.
Further discussion about mailings to specific institutions to encourage membership specifically the Colorado State Archives.

Update of retention schedule (Nancy Freeman)

SRMA Archives Reorganization (Rebecca Lintz)

The materials in the SRMA archives are being sorted according to the retention schedule.
Gathering email votes, but not certain that all votes are being collected. Request for a final count to ensure accurate records.
Report at next meeting.

Myra Jo Moon Collection (Jody Georgeson)

SRMA no longer holds collection. The collection has been transferred to Jefferson County. The website will direct people to the new location.

Update on Spring Conference

The agenda for the spring conference has been distributed and is available on the website.
CIMA taking care of registration. The next meeting regarding registration will be on March 29.
CDP contract still in flux – Information about the conference has been sent to Leigh Grinstead.

Update on Fall Conference

Fall Conference will be held on September 21
The theme will be re-process processing and the speakers will include Nancy Freeman and D. Claudia Thompson.
The conference will be hosted by Nancy Freeman at the National Wildlife Research Center and will include a tour.
A tour at CSU also a possibility.

Laptop and LCD projector

Problems with SRMA purchasing a laptop and projector include deciding where it would be kept and who would maintain the equipment.
Cost for the laptop and LCD projector would be approximately $1,000.00 each for high quality. It is extremely expensive to rent the equipment when loans are not available. The projector is the higher priority since they are less likely to be available for loan.
Decision to hold off on a decision to purchase equipment until after Fall meeting. Patty Rettig and Holly Geist will research equipment further.

Proposed SAA Workshop

Interested in the SAA Workshop “Legal Aspects of Photography Rights.”
Available in 2008. Propose to hold the workshop in April in Denver. Need classroom style space for workshop.

Scholarship Policy (Nancy Freeman)

New plan for scholarships – 1 to SAA annually and 3 each to Spring and Fall conferences. Ad hoc committee would be created to oversee scholarship plan and administration of scholarships. Cost to be approximately $2,000.00 a year.
Suggestion to cut down on scholarships to Spring and Fall conference to include one travel scholarship for $300.00 and two for conference registration to each conference.
Applications would include brief statements of need. Scholarships would be awarded to an individual only once every four years. Reference requirement would be removed.
Suggestion to make the scholarship to SAA a member of the year scholarship. Recipients would be limited to SRMA members who have served the organization in some way in the past year. Alternatively, SLA requires recipients of scholarships to serve on scholarship committee for one year and to write an article for the newsletter.
Proposal to accept the SAA scholarship proposal as written and to accept the Spring and Fall scholarship proposal with the suggested changes. D. Claudia Thompson and Nancy Freeman will decide scholarships for 2007. Proposal accepted with dissension. SRMA scholarships amended and approved.

By-Law Changes (Nancy Freeman)

Changes made – clarification of institutional membership – remove information about holding Myra Jo Moon collection and add information about maintaining collection – add information on membership coordinator stating that membership list will be distributed by June 30.
Secretary will notify members of proposed changes.
Approved

Suggestions for Next Year’s Board

Old Business

Jody Georgeson agreed at the last meeting to attempt to increase the visibility of SRMA at CAL and to research the possibility of SRMA publishing a journal. She still plans to do so.

New Business

Program chair bible will be updated
Speakers and local arrangement coordinators at SRMA conferences and workshops will not pay registration. Does not apply to joint conferences so expenses will not be paid for the Spring conference. Further discussion about paying expenses will occur at future meetings. Approved.

The meeting was adjourned at 3:55 pm.