Council Minutes
Washington Hilton and Towers
January 23-25, 1998
January 23, 1998
President William Maher called the meeting to order at 8:06 a.m. Friday,
January 23, 1998. Present were Vice President Luciana Duranti, Treasurer Robert
Sink, and Council members Valerie Browne, Bruce Bruemmer, Fynnette Eaton, Anne
Gilliland-Swetland, Lori Hefner, Peter Hirtle, Karen Jefferson, Helen Tibbo,
and Sharron Uhler. Also present were Executive Director Susan Fox, meetings
consultant Debra Mills, and for part of the meeting, invited guests Archivist
of the U.S. John Carlin, Deputy Archivist Lewis Bellardo, Page Putnam Miller,
Executive Director of NCC, and Peter Jaszi, intellectual property law professor
and founding father of the Digital Future Coalition.
Adoption of the Agenda
Bruemmer moved and Gilliland-Swetland seconded the motion to adopt the agenda
as amended. PASSED.
Approval of Minutes
Browne moved and Hefner seconded the motion to approve the minutes of the
August 26, 1997 and August 30, 1997 minutes as amended. PASSED.
Report of the President
Maher thanked Council and the Executive Committee for their active participation
in matters relating to the Task Force on Organizational Effectiveness (TFOE)
report via the Council listserv. He found the listserv to be a very effective
communication and administrative tool.
Report of the Vice President
Duranti reported on appointments to the 1999 Program Committee. Her initial
chair had to resign due to the fact she resided outside the U.S. and would
not be returning as expected. Duranti said Tim Ericson would serve as chair.
She appointed three co-chairs to the 1999 Host Committee: Edward Galloway,
Miriam Meislik, and Stephen Hussman. She said that although Michael Miller
had initially agreed to chair the Appointments Committee he found that professional
burdens were such that continuing in that role was impossible. Because of the
pressing need to make appointments on a timely basis, Duranti asked for Council's
guidance on how best to proceed. Hefner suggested Duranti contact some recent
past Presidents to enlist their assistance in the process. (Duranti subsequently
reported that Sharon Thibodeau agreed to chair the Appointments Committee).
Report of the Executive Committee
Bruemmer reported that the Executive Committee explored how best to structure
Council's discussion of issues related to the Task Force on Organizational
Effectiveness' recommendations. The Executive Committee also discussed the
Executive Director review process. Sink read into the minutes a list of executive
committee actions taken over the list-serv between September and January. They
were: approval to send a letter to the American Institute of Architects on
the future of their archives; endorsement of H.R. 3048, the Boucher-Campbell
copyright bill; endorsement of S. 1146, the Ashcroft copyright bill; Opposition
of copyright extension bills S. 505 and H.R. 2589; endorsement of the Digital
Future Coalition's testimony before Congress on copyright and the World Intellectual
Property Organization's (WIPO) proposed copyright treaty; opposition to Coble
bill H.R. 2652 on database intellectual property; approval for SAA commentary
on the National Humanities Alliance Basic Principles for Managing Intellectual
Property In the Digital Environment. Sink recommended Council revisit
the listserv guidelines often in order to continually refine the process.
Report of the Treasurer
Sink reported that December 31 marked the end of the second SAA quarter,
and while the Society was hewing to budget, two program areas bore attention:
workshop income and annual meeting income, both of which failed to meet projections.
While other revenues remained strong, overall the fiscal condition of the society
was neither great nor dire. Sink then presented the auditor's report and moved
its adoption. Hefner seconded. Hefner expressed concern regarding the audit
point that SAA did not have clear documentation of the Society's special project
funds. Maher appointed a council subcommittee of Hefner and Browne to investigate.
Council then voted unanimous acceptance of the report.
Sink presented the auditor's management letter. A discussion ensued of the
points contained therein. Hirtle moved and Eaton seconded the motion that the
treasurer and executive director jointly designate authorized check signers.
PASSED.
Report of the Executive Director
Mills reported on her site visits to Baltimore and Washington, D.C., as potential
sites for the 2001 annual meeting. Mills said she did not receive any information
from Baltimore in spite of repeated requests to the Baltimore convention bureau
and to a number of the city's hotels. She said this was unprecedented in her
career as a meeting planner and because of the lack of responsiveness, she
had no choice but to recommend Washington, D.C. She said she would investigate
the situation in Baltimore further, but only to communicate to city officials
her displeasure at their unwillingness to provide information in a timely manner.
Hefner moved and Tibbo seconded the motion to select Washington, D.C., as the
site for the August 26 - September 3, 2001 annual meeting. PASSED.
Hirtle said his strong sense from the last Council meeting was that the Labor
Day time frame for annual meetings was to be discontinued. He said he would
argue strongly that the Society choose a time other than Labor Day and then
select a hotel with the lowest rates during that time period. A general discussion
ensued regarding the pros and cons of meeting over Labor Day. Some cited the
negative message sent to those who work in educational institutions, students,
and parents. Others cited the need to be equally sensitive to costs and low
archival salaries and the fact that the lowest rates can only be obtained over
Labor Day, Thanksgiving, Christmas, or New Year's.
Maher requested that Mills investigate Council concerns with the proposed
hotels, report electronically to Fox and Council on whether or not to proceed
with the decision on the dates and the hotel for 2001. Maher noted that the
office would have to make this decision based on a number of factors and further
noted that this is an issue in which Council would never reach consensus or
agreement.
Fox concluded her report by noting that the terms for both the editor of
The American Archivist and the Publications Editor will conclude on
December 31, 1998. She would be determining whether or not to continue their
tenure. Following Council discussion, Maher said he assumed that if both individuals
did wish to continue that Fox would convene a working group to review their
performance rather than conducting a full search for new editors.
Eaton moved and Bruemmer seconded the motion that Fox should determine whether
or not the editors have an interest in continuing in their positions and if
so convene a working group including Tibbo to evaluate options on how best
to continue. Fox will report back to the June council meeting with a recommended
action. PASSED
Page Putnam Miller
Maher then welcomed Page Putnam Miller to the meeting and thanked her for
taking the time to meet with Council. Miller described her work with the National
Coordinating Committee for the Promotion of History (NCC) and the issues on
which she was currently focused.
Archivist of the U.S. John Carlin
Maher welcomed Archivist of the U.S. John Carlin and Deputy Archivist Lewis
Bellardo to the meeting and thanked them for taking the time to meet with Council.
Carlin described current NARA activities and initiatives and engaged in a question
and answer session with Council.
Report of Council Committees
Gilliland-Swetland presented revised guidelines for the Committee on Education
and Professional Development which would implement TFOE recommendations and
incorporate the Education Office Advisory Board into its charge. She moved
and Eaton seconded the motion to adopt the revised charge. After a few editorial
revisions the motion PASSED.
Bruemmer moved and Duranti seconded the motion to disband the Education Office
Advisory Board. PASSED.
Gilliland-Swetland presented a request from the Public Information Committee
to engage in a campaign to identify the ten most important documents from the
past century and to engage in a public awareness campaign. After discussion,
Hefner moved and Bruemmer seconded the motion that Council thank the committee
for placing the idea before Council. However, the proposal brought out the
larger issue of the core mission of the committee and how SAA could be most
effective in public affairs. Council charged that Bruemmer and Gilliland-Swetland
work with the committee co-chairs to refine its mission and discuss the future
of the committee. PASSED.
Peter Jaszi
Maher welcomed Peter Jaszi, of the Digital Future Coalition, to the meeting.
Council received a report and engaged in discussion of DFC activities, especially
relating to copyright legislation.
At the conclusion of Jaszi's presentation, Council returned to the Report
of the Council Committee on Sections and Roundtables.
Uhler reported a communique from Dennis Harrison, Membership Committee chair.
Harrison said a recent poll revealed that student chapters had little meaningful
contact with SAA. Harrison said the Society's control over entry to the profession
had been weakened by list-servs as a new communications medium, younger archivists
were aware of this and he wanted to bring the issue to Council attention. His
sense was that SAA did not appeal strongly to younger archivists because they
could meet their needs electronically and in local fora.
Uhler moved and Eaton seconded the motion that Harrison compile this information
on student chapters to share with the Task Force on Dues and Member Benefits.
PASSED.
Committee on Task Forces, Boards, and Representatives
Bruemmer presented a report from the American Archivist Editorial Board responding
to a proposal from Kluwer International to take over the production and distribution
of the journal. After Council discussion of the possible pros and cons of the
proposal Duranti moved and Hefner seconded the motion that Bruemmer communicate
to the Editorial Board working group that they should explore the concept of
producing an RFP to commercialize the publishing of the American Archivist.
Then, if it seems to be a sound proposition to produce an RFP, they develop
one for jobbing out services in support of enhancing the journal along the
lines of, but not exclusively, what was incorporated in the Kluwer proposal.
PASSED.
Council entered into executive session to discuss the schedule for the Executive
Director's evaluation and contract. Maher reported the consensus of this discussion
was to conclude the annual evaluation process before late March and use its
results to inform Executive Committee deliberations on the extension of Fox's
contract a further year. The Executive Committee will report back to Council
on this matter at the June meeting.
January 24, 1998
Task Force on Organizational Effectiveness
Council addressed each of the TFOE recommendations in depth.
Fox agreed to revise the Council Handbook to reflect the change of committee
term of membership to three years. The chairs will be appointed for one year
terms but may not be appointed for more than three terms.
Fox agreed to revise the Council Handbook to reflect the requirement that
all committees prepare minutes, submit them to the SAA office, and prepare
an annual report for Council.
Eaton agreed to draft language formally establishing an Appointments Committee
and to submit the draft to council at the summer meeting.
Eaton submitted a revised charge for a Standards Committee. Hirtle commended
the efforts of the Standards Board in working with Council to develop a new
charge. He moved and Sink seconded the motion to accept the Standards Board
proposal for reorganization and directed the affected units to continue to
develop the proposal through the creation of committee charges and guidelines.
PASSED.
Fox agreed to remove reference to the Committee on Goals and Priorities from
the Council Handbook, reflecting Council's August 31, 1996 decision to disband
the Committee.
Sink moved and Duranti seconded the motion to disband the Committee on International
Archival Affairs (CIAA). Aye: Sink. Nay: Browne, Bruemmer, Eaton, Gilliland-Swetland,
Hefner, Hirtle, Jefferson, Tibbo, Uhler. Abstain: Duranti. DECLINED.
Duranti moved and Uhler seconded the motion that the president establish
a task force to identify the type of international involvement SAA should have,
its purposes, and the means of achieving such involvement. The task force would
present recommendations by May 15. PASSED, with Hefner opposed.
Bruemmer moved and Duranti seconded the motion that Council freeze membership
in CIAA until Council has had the opportunity to assess the results of the
task force. PASSED.
Fox agreed to draft guidelines for SAA representation to the International
Council on Archives (ICA). Bruemmer agreed to prepare draft revised language
for the introductory pages on representatives in the Council Handbook.
Bruemmer moved and Duranti seconded the motion that Council freeze membership
in the Legal and Legislative Affairs Committee and that Council Liaison Eaton
should receive a report from the Committee to evaluate the nature of legal
and legislative advice the Committee could provide to Council, especially in
light of Council's own increased work in this area. PASSED, with Hefner opposed.
Council began its discussion of the Committee on the Status of Women (COSW)
by reviewing the December 1, 1997 communique from Maher to Baty and Baty's
January 5, 1998 response. Hefner moved and Browne seconded the motion that
Council retain the Committee on the Status of Women. Aye: Browne, Hefner, Uhler.
Nay: Bruemmer, Eaton, Jefferson, Sink, Tibbo. Abstain: Duranti, Hirtle, Gilliland-Swetland.
DECLINED.
Sink moved and Duranti seconded the motion that in view of the communications
between Maher to Baty on December 1, 1997 and Baty to Maher on January 5, 1998
the Committee on the Status of Women be encouraged to create a petition to
establish a Roundtable on Women's Professional Archival Issues consistent with
the concerns expressed in the closing portions of Baty's letter. Aye: Bruemmer,
Duranti, Eaton, Sink. Nay: Browne, Hefner, Tibbo, Uhler. Abstain: Hirtle, Gilliland-Swetland,
Jefferson. The vote being tied, Maher cast a vote of aye and the motion PASSED.
Bruemmer agreed to work with Browne to reassess the role of representatives
in the Society and to present a proposal addressing the issue at the June Council
meeting.
Following Council consultation with the chair of the committee, Gilliland-Swetland
moved and Duranti seconded the motion that Council disband the Committee on
Institutional Evaluation and Development. PASSED.
Hefner reported on her communications with the Archivists of Religious Collections
Section and their displeasure at the TFOE recommendation they change their
name. Council agreed the Section should retain its name as Section leadership
requested.
Duranti said she saw a need to establish a Planning Task Force to consider
revisions to the SAA strategic plan. She and Sink agreed to work with Fox to
develop a charge for the proposed task force. Hirtle suggested that the proposed
task force also consider addressing how Council itself works within SAA.
January 25, 1998
Old Business
Archives and Archivists Listserv
Bruemmer reported on discussions with John Harlan regarding Harlan's request
that SAA assume management of the Archives and Archivists listserv. He then
moved and Browne seconded the motion that SAA pursue guardianship of the list
through a third party volunteer. PASSED.
Maher appointed a working group consisting of Bruemmer, Fox, Hirtle and Tibbo
to investigate the fiscal implications of SAA assuming management of the list.
He charged the working group to report its findings to Council for discussion
at the June Council meeting.
Australian Society of Archivists Request
Maher presented a letter from the Australian Society of Archivists requesting
that SAA endorse ASA's position on a political controversy in that country
regarding management of public archives. The sense of council was that the
decision made at the September Council meeting not to become involved still
stood. Council agreed to write a letter to the ASA commenting on the relevant
archival principles relating to the case.
Nominating Committee Report
Uhler presented a report from the 1997 Nominating Committee addressing recruitment
of candidates for elected positions. Uhler moved and Eaton seconded the motion
that Council thank the Nominating Committee for their hard work in researching
and presenting the report. She further moved that Council ask the nominating
committee to create position descriptions to be given to prospective nominees.
PASSED.
New Business
Planning Day
Duranti and Sink agreed to develop a structure for Council's traditional
Planning Day prior to the June meeting. They proposed Council focus on strategic
planning, the next phase of revising the strategic plan with a specific focus
on membership issues.
Election of Three Fellows to Committee to Select SAA Fellows
Hefner moved and Bruemmer seconded the appointment David Gracy, Bruce Dearstyne,
and Lisa Weber to the Committee to Select SAA Fellows. PASSED, with Sink abstaining.
Council elected Jefferson by acclamation to serve as Council's representative
on the committee.
Pending Uhler Resignation
Uhler announced that if accepted as a novitiate as expected, as of May 1
she would be unable to serve the remainder of her term on Council due to Canonical
law prohibiting travel for one year. Maher thanked Uhler for her service on
Council and said he especially valued her contributions to discussions. Maher
said he would need a formal letter of resignation. Uhler thanked Council and
expressed her appreciation of the work of her colleagues.
Council Exemplary Service Award
Fox introduced nominees for the Council Exemplary Service Award, including
two from Bill Wallach. Bruemmer recommended the Hamer and Coker Awards as appropriate
for the Wallach nominees. Hirtle said he would revise the terms of the Council
Exemplary Service Citation to clarify that the award is for those whose contributions
fall outside the awards structure and involves direct service to Council.
ICA Representative to EAD Working Group
Eaton addressed the issue of establishing an International Council on Archives
representative to the EAD working group. Hirtle moved and Eaton seconded the
motion that the liaison to CAIE convey the sense of Council that the liaison
from the ICA Descriptive Standards group should be welcome in discussions and,
further to TFOE discussions, that CAIE establish guidelines describing the
parameters of the EAD Working Group, to include an ICA representative in those
guidelines, and that the Chair of CAIE should convey these developments to
the ICA. PASSED.
ICA Code of Ethics
Council remanded the ICA Code of Ethics to the SAA Committee on Ethics and
Professional Conduct for review toward possible SAA endorsement.
Oral History Association
Bruemmer presented an Oral History Association statement on proposed revisions
to the Public Health Service Act regarding the Department of Health and Human
Services Protection of Human Subjects regulations. The sense of Council was
to solicit broader feedback on the issue from the Oral History Section and
other members of the Society on whether or not to endorse the OHA position.
Once vetted, Council would vote whether or not to endorse the OHA position
statement.
Fox introduced a letter from Hillary Kaplan objecting to revisions to the
Associate Membership category as voted upon at the prior business meeting.
Maher instructed Fox to draft a letter to Associate Members instructing them
of the change.
Fox presented a letter from Greg Bradsher requesting that SAA recognize Christopher
Meili. Browne suggested this would be an appropriate nomination for the Jameson
Award.
Sink read the to-do list.
The meeting adjourned at 10:40 a.m.
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