Council Minutes
January 5-9, 1994
Chicago, IL
Note on meeting
schedule:
The SAA Council met from Wednesday morning, January 5 through mid-day Sunday,
January 9. The regular meeting of Council was recessed several times in order
to hold Executive Sessions to prepare for and conduct interviews of candidates
for SAA Executive Director. The agenda order was altered to accommodate the
interviews. However, to facilitate future reference, these minutes will generally
follow the original agenda order.
Meeting schedule:
Meeting of Council:
January 5 - 8:am-noon; 3:pm-5:pm
January 6 - 8:00am-3:pm
January 9 - 10:00am-12:25pm
Executive Director
search meetings: January 5 - 1:pm-3:pm
January 6 - 3:pm-5:pm
January 7 - 9:00am-8:pm
January 8 - 8:30am-8:pm
January 9 - 8:00am-10:pm
The Council meeting
was called to order by President Edie Hedlin at 8:am, Wednesday, January 5.
Present for the entire meeting were Hedlin and Vice President Maygene Daniels,
Treasurer William Maher; and Council members Karen Benedict, Luciana Duranti,
Tim Ericson, Margaret Hedstrom, Mary Janzen, Randall Jimerson, Waverly Lowell,
and Elizabeth Yakel. Absent on January 5 was Council member Tom Hickerson, whose
arrival in Chicago was delayed because of bad weather. Also present throughout
the meeting were Executive Director Anne Diffendal and SAA staff member Debbie
Mills. SAA staff members Teresa Brinati and Jane Kenamore were present on the
afternoon of January 5.
Amend
and Approve Agenda
There were a
few additions to the agenda. Duranti moved and Lowell seconded to approve the
agenda as amended. PASSED.
Approve
Minutes of Previous Meetings
Corrections to
drafts of the meeting minutes had been received by mail and another was offered
at this time. Jimerson moved and Ericson seconded to approved the minutes of
the August 31 and September 4, 1993, meetings. PASSED.
Report
of the Executive Committee
Jimerson reported
on the consultation among the members of the Executive Committee by e-mail and
telephone since the last meeting of Council concerning the issues of the SAA
Executive Director search and the selection of a new Archivist of the United
States.
At its meeting
the previous evening, the Executive Committee discussed a number of items on
this agenda for this meeting. Jimerson will summarize those discussions and
any Executive Committee recommendations as Council considers these items.
Report
of the President
Appointments
Hedlin reported
on her appointments made or in process since the last Council meeting, including
some representatives and members of Awards Subcommittees.
Task Force on
SAA Coalitions
Hedlin presented
the draft of a charge for a new task force. The Society has identified building
effective coalitions as its first goal within the new strategic plan. Therefore,
Hedlin proposed the establishment of a task force to assess the current situation,
determine the range of organizations and associations with which SAA has common
ground, identify the ten most important groups from within this larger set of
organizations, and articulate specific steps the Society might take in enhancing
its visibility, communication, and cooperation with the targeted organizations.
Council members suggested some changes in the draft document. Maher moved and
Jimerson seconded the establishment of a Task Force on SAA Coalitions and the
approval of the draft charge with the changes as discussed, and funding for
a meeting of the group. PASSED.
Archivist of
the United States
Hedlin reported
on the status of the appointment of a permanent Archivist. There was discussion
of the actions taken by the Executive Committee since the last meeting of Council
in September. It was the sense of Council that the Executive Committee's actions
had been appropriate and followed the sense of Council that had been expressed
at the September meeting. In the future, however, if time allows, Hedlin will
inform Council members of actions to be taken; or report to them immediately
following should time not allow prior notice. Should a nomination be sent to
Congress, Hedlin will consult with all members of Council in developing the
formal SAA position with regard to the nominee.
Congressional
Liaison Working Group
John Fleckner,
the chair of this group which was appointed by past president Anne Kenney, has
informed Hedlin that the demands on his time have prevented his attention to
this group; and so it will not be able to complete its work in the time frame
allowed. This working group will be held in abeyance until the Task Force on
SAA Coalitions has been organized.
Report
of the Vice President
Daniels reported
on a few early appointments that she had made, notably chairs of the 1995 Program
and Host Committees. She announced plans for highlight sessions at the 1995
meeting to focus on basic archival principles and on the archival perspective
on the world view. She urged Council members to make suggestions for appointments
so that she might incorporate newer voices but also identify areas where continuity
in initiatives and projects is important.
Report
of the Treasurer
FY92-93 Audits
Maher moved and
Ericson seconded the adoption of the financial and compliance audits for fiscal
year 1992-93. PASSED.
Current Financial
Statements
Maher reviewed,
for Council's information, the Society's current financial statements.
Dues Review Committee
Maher reported
that the Dues Review Committee will conduct its annual review and make a recommendation
to Council before the June meeting. Continuing members of the committee will
be Maher, Diffendal, and former Treasurer Linda Henry. Replacing Council member
Janzen will be Ericson.
Report
of Executive Director
Education
Kenamore reported
on the schedule of spring workshops, most to be held in conjunction with meetings
of regional and state archival associations; as well as on the preconference
workshops to be offered at the Annual Meeting in Indianapolis. She further reported
on the courses in development, both new and substantial revisions of current
offerings.
Current Grant-Funded
Projects
Diffendal gave
a status reports on the NHPRC-funded project to write and publish case studies
with teaching notes on the introduction of new information technologies in archives;
and on the Getty Grant Program support of a conference on architectural records
conducted by the Canadian Centre for Architecture for which SAA is serving as
the grant recipient.
Annual Giving
Campaign
Diffendal gave
a progress report on the current Annual Giving Campaign, which is focused on
raising an endowment for the new Minority Student Award.
Publications
Brinati presented
a sales report for the non-serial publications and reported that work on a descriptive
standards handbook and on a revision of the basic manual on security was progressing.
Brinati presented
a report from American Archivist editor Richard Cox on the production
schedule for upcoming issues of the journal
Diffendal reported
that the Society's contract with the University of Pittsburgh for the services
of Cox as editor will expire on December 31, 1994. Preliminary discussions have
revealed that both Cox and the university are interested in continuing the current
arrangement with one change. Instead of a term of three years, a new contract
would call for annual renewals with either party (SAA or the university) having
the option to give notice at the time of renewal that the upcoming year would
be the terminal one. Diffendal reviewed the excellent support given by the university
and recommended that the contract be extended under the new terms of an annual
renewal. Council will establish a process for conducting a performance review
of the editor that will be linked to the annual contract renewal. Jimerson moved
and Hedstrom seconded that the Society enter into such a contract with the University
of Pittsburgh. PASSED.
Annual Meetings
Mills presented
the final report from the 1993 Annual Meeting in New Orleans and gave a progress
report on preparations for the 1994 meeting in Indianapolis.
Membership
Mills presented
a plan for membership development for calendar year 1994 with the goals of recruiting
10% more new members than in 1993 and increasing the new member retention rate
to 81%. She outlined a series of targeted mailings, incentives, and follow-up
contacts conducted by staff and the Membership Committee.
Preservation
Management Training Program
Diffendal presented
a report on the current program, in the absence of Evelyn Frangakis who was
conducting one of the workshops in the program.
The current grant-funded
program concludes in December 1994. Participants rate the program highly; staff
of the Division of Preservation and Access of NEH are interested in seeing that
the program continues. A survey of the SAA membership reveals that there is
interest, but it is not high enough to warrant continuing at the current level.
Diffendal recommended continuing the training program by offering two additional
series of workshops in cooperation with the Campbell Center for Historic Preservation
Studies in Mt. Carroll, IL. SAA would be responsible for the program content,
faculty, and selection of participants; the Campbell Center would administer
the program and provide the site and facilities. Approval is needed from Council
for a proposal to be submitted to NEH before a June 1 deadline.
General discussion
centered on the program's significance and innovative purposes. Council sought
assurances that SAA would have sufficient control of the content of the program.
Hickerson moved and Janzen seconded that SAA join with the Campbell Center in
a proposal to NEH for a continuation of the preservation management training
program. PASSED.
Reports
from Council Committees
Council
Committee on Committees
Committee on
Professional Standards
Duranti reviewed
a report and the related Council discussion of June 1993. The report had recommended
establishing a Committee on Ethics to review and periodically recommend revisions
to the SAA Code of Ethics for Archivists and to set up programs of education
and information for individuals and for institutions. Council discussion at
that June meeting suggested assigning this responsibility to the existing Committee
on Professional Standards. Meanwhile, the Committee has responded that assigning
it such responsibilities is not practical, given its current membership and
charge. After general discussion, Duranti moved and Benedict seconded that a
subcommittee of Council be named to report at the June 1994 meeting, recommending
how ethics issues and the promulgating and updating of the Code of Ethics can
be addressed within the structure of SAA. PASSED.
Committee on
Automated Records and Techniques
In response to
a request from the Committee on Automated Records and Techniques that responsibility
for automated techniques be removed from its charge and a report from a Council
subcommittee consisting of Duranti, Hickerson, and Yakel, Council conducted
an extended discussion of the ways in which the Society could respond to members'
needs with regard to new information technologies. The discussion culminated
in a series of resolutions.
Yakel moved and
Duranti seconded that Council thanks the members of the Committee on Automated
Records and Techniques and its predecessor bodies for their commitment and outstanding
contributions to the Society, particularly in the areas of education and training.
PASSED.
Duranti moved
and Hedstrom seconded that responsibilities within SAA for electronic records
and automated techniques will be distinguished and separated. PASSED.
Hickerson moved
and Hedstrom seconded that a Task Force on Electronic Records Strategies will
be constituted for a period of three years to provide guidance, coordination,
and leadership on electronic records issues as identified in the 1993 SAA Strategic
Plan. PASSED with Benedict, Duranti, Ericson, Hedstrom, Hickerson, Janzen, Jimerson,
Lowell, Maher and Yakel in favor; Daniels opposed.
Hickerson moved
and Ericson seconded that the Committee on Automated Records and Techniques
(CART) will be dissolved as of May 1, 1994. The Electronic Records Roundtable
is urged to request reconstitution as the Electronic Records Section in order
to carry out those responsibilities in the area of electronic records formerly
conducted by CART, including developing training programs and educational materials,
monitoring and reporting on technological developments, and coordinating various
institutional, individual, and other activities as appropriate. PASSED.
Yakel moved and
Hedstrom seconded that a Task Force on Automated Techniques and Activities Coordination
(ATAC) be established and assigned responsibility for identifying the various
aspects of automated techniques that SAA should address and for identifying
and consulting with existing SAA units concerning current and planned automated
techniques activities. The life span of this task force shall be one year with
its members appointed by April 1, 1994. A final report, including recommendations
to Council concerning ongoing mechanisms for coordination of automated techniques
activities within SAA, should be submitted to Council by April 1, 1995, to be
considered as Council's June 1995 meeting. PASSED.
Membership Committee
Janzen moved
and Yakel seconded the adoption of a mentoring program for the Society. PASSED.
Daniels moved
and Jimerson seconded the following resolution:
Whereas the new
SAA mentoring program, adopted by Council at its meeting in Chicago on January
6, 1994, holds the potential to meet many needs of SAA members, enabling individuals
to teach, to learn, and to advance their professional development; while, at
the same time, strengthening the investment of members in their national professional
association of archivists and building SAA from the ground up; therefore, SAA
Council commends Leon C. Miller, chair of the SAA Membership Committee, 1992-94,
for his excellent work in developing the SAA mentoring program in conjunction
with the Status of Women Committee, the African American and Third World Archivists
Roundtable, and the Lesbian and Gay Archives Roundtable, and thanks him for
applying his creative abilities and his cooperative spirit to complete this
project. PASSED.
Council
Committee on Sections and Roundtables
New Roundtable
Yakel presented
a petition for the establishment of a new roundtable. Reporting that the petition
was in order and followed the SAA guidelines for such requests, Yakel moved
and Lowell seconded the establishment of a new body to be known as the Privacy
and Confidentiality Roundtable. PASSED with Benedict, Daniels, Duranti, Ericson,
Hedstrom, Hickerson, Jimerson, Lowell, and Yakel in favor; Maher opposed; and
Janzen absent.
Council
Committee on Boards, Task Forces, and Representatives
Editorial Board
Hedstrom introduced
a Working Paper on SAA's Publications Program submitted by the Editorial Board.
Council discussion focused on a recommendation to establish a separate editorial
board for The American Archivist. There was general consensus on the
need for appropriately qualified and experienced members of an advisory board
to assist the editor in reviewing manuscripts and setting general policy and
procedures for the journal. Council was divided on whether a separate board
or a subcommittee of the existing board would best achieve that goal. Consideration
regarding the means of selecting the members of such a board, whether by the
editor or by Council (as currently provided for in the SAA bylaws) included
discussion of the need for a regular performance evaluation of the editor. The
following resolutions resulted from this discussion:
Lowell moved
and Maher seconded that the Executive Committee will draft procedures for an
annual evaluation of the editor of The American Archivist and will
present them to Council at the June 1994 meeting. PASSED.
Hedstrom moved
and Ericson seconded that the bylaws will be amended to establish a separate
editorial board for The American Archivist with members nominated by
the editor and appointed by Council. PASSED with Benedict, Duranti, Ericson,
Hedstrom, Lowell, and Yakel in favor; Daniels, Janzen, Jimerson, and Maher opposed;
Hickerson abstaining.
Hedstrom moved
and Yakel seconded that once the guidelines for the new American Archivist
Editorial Board have been adopted by Council, the former Editorial Board will
become the SAA Publications Board. The Council Committee on Boards, Task Forces,
and Representatives will work with the new SAA Publications Board to revise
the existing guidelines to reflect the separation of responsibilities for The
American Archivist from other SAA publications. PASSED.
There was some
discussion on other parts of the Working Paper with the general sense that it
intertwined structure with projects. Council members will send their specific
comments on the document to Hedstrom.
Standards Board
Ericson moved
and Lowell seconded to accept the recommendation of the Standards Board to approve
the "Guidelines for the Evaluation of Archival Institutions," noting
that it was the first standard developed by SAA that has been approved under
the new standards process within the Society. PASSED.
There was discussion
on revised guidelines and procedures for the Standards Board. Council found
them generally acceptable but in need of some re-working and noted the need
for a shorter version to provide general information on the standards development
process.
Ericson noted
that a second draft of the Guidelines for a Master of Archival Studies is being
published in the January issue of Archival Outlook. The comment period
will be brief, and the Board expects to present a document for approval to Council
at its June 1994 meeting.
Ericson reported
that the revision of the ALA-SAA Joint Statement on Access to Original Research
Materials is being reviewed by ALA. The Board expects to present a document
for approval to Council at its June 1994 meeting.
Council
Committee on Goals and Priorities
Jimerson presented
a draft of revised guidelines for the SAA Committee on Goals and Priorities
(CGAP) as well as an analysis of SAA unit Current Activity Reports that had
been received by the reporting deadline. Jimerson reported that, when it meets
in February, CGAP will be discussing these items as well as plans for the Leadership
Forum at the 1994 Annual Meeting and an agenda for Council's June Planning Day.
Jimerson moved
and Hedstrom seconded to allocate funds for a planning facilitator for Council's
June Planning Day. PASSED with Duranti, Ericson, Hedstrom, Hickerson, Jimerson,
and Yakel in favor; Daniels, Janzen, and Maher opposed; Benedict and Lowell
abstaining.
Old Business
Executive Director
Search
Janzen moved
and Lowell seconded acceptance of a policy statement on the disposition of the
records of the Executive Director Search Committee, submitted by J. Frank Cook,
co-chair of that committee. PASSED.
New Business
Professional
Standards Committee
Council chose
SAA Fellows Larry Hackman, James O'Toole, and Kathleen Roe to serve one-year
terms on the Professional Standards Committee.
New Student Chapter
Upon review of
the application materials, Yakel moved and Jimerson seconded the establishment
of an SAA Student Chapter at the State University of New York at Albany.
SAA Participation
in ALA Accreditation Process
Diffendal presented
an invitation from the ALA Office of Accreditation to participate as an allied
association on information professionals to participate in ALA's new "federated"
process for accrediting graduate programs in library and information studies.
At this time, SAA is being asked (1) to help recruit nominees and endorse the
orientation and training for a pool of external evaluators and (2) to give a
preliminary commitment for long-term participation by indicating a willingness
to support the process financially. Hickerson moved and Janzen seconded that
SAA participate in the process, as described above, as an allied professional
association. PASSED with Benedict, Daniels, Ericson, Hickerson, Janzen, Jimerson,
Lowell, Maher, and Yakel in favor; Duranti and Hedstrom abstaining.
Commendation
for Ostroff
Benedict moved
and Jimerson seconded that Council send a Certificate of Commendation and a
letter of thanks to Harriet Ostroff upon her retirement from the Library of
Congress for her many and outstanding contributions to the National Union Catalog
of Manuscript Collections. PASSED.
Date,
Time, and Location of Next Council Meeting
Council moved
the dates of its next meeting to June 2-5, 1994, in Chicago.
Archivist
of the United States (continued)
Three letters
from archivists, two of them SAA members, have recently been received which
question the legitimacy of the process by which the SAA President, representing
the Society, has been offering comment to White House Personnel Office staff
regarding potential candidates for Archivist of the United States. Council reaffirmed
its sense conveyed in the discussion of this subject on Wednesday, January 5,
that the Executive Committee had been acting appropriately in following SAA
procedures and the sense of Council expressed at its meeting in September. Hedlin
presented for Council's information and review a draft of her response to the
recent letters received.
Upon a motion
by Ericson and second by Janzen, the meeting was adjourned at 12:25pm, Sunday,
January 9.
Respectfully
submitted by
Anne P. Diffendal
Executive Director
February 3, 1997
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