Council
Minutes
January 28, 2000
Omni Shoreham Hotel, Washington, D.C.
President H.
Thomas Hickerson called the meeting to order at 2:06 p.m. Present was Vice President
Lee Stout, Treasurer Robert Sink, and Council members Fynnette Eaton, Mark Greene,
Becky Haglund-Tousey, Dennis Harrison, Jane Kenamore, Richard Pearce-Moses and
Wilda Logan Willis. Karen Jefferson and Helen Tibbo were not able to attend
due to work and weather related emergencies. Also present was Executive Director
Susan Fox and Meetings Director Debra Nolan.
ADOPTION
OF THE AGENDA
Harrison moved
and Greene seconded adoption of the agenda as amended. PASSED.
APPROVAL
OF THE MINUTES
Harrison moved
and Stout seconded approval of the August 23 and August 28, 1999 minutes as
amended. PASSED.
REPORT
OF THE EXECUTIVE COMMITTEE
In Jefferson's
absence, Hickerson reported on Council's action via listserv to: join as signatory
to an Association of American Museums letter to Sen. Jesse Helms as Chair
of
the Committee on Foreign Relations urging ratification of the 1954 Hague Convention
on the Protection of Cultural Property in the Event of Armed Conflict; join
as signatory to a Digital Future Coalition letter to Rep. Richard Armey urging
further debate be allowed on H.R. 354 "The Collections of Information Antipiracy
Act"; decline an invitation to join with the American Historical Association
in its opposition to S. 1801, the Public Interest Declassification Act of 1999.
The Executive Committee also approved an October 1, 1999 submission of a grant
requesting support for meetings of the EAD Working Group.
REPORT
OF THE PRESIDENT
Hickerson reported
on the status of two SAA fundraising efforts, one targeted specifically at SAA
Fellows and another general membership appeal. He said the Fellows solicitation
received a remarkable response, generating over $5,000 in individual gifts.
He thanked Wilda Willis and Fynnette Eaton for their work in moving the Fellows
fundraising process along. The general membership mailing went out in late December,
so it was still too early to report results. He suspected that the member response
will reveal itself throughout the year as many members include donations with
their dues renewals.
SAA Representative
to NHPRC
Hickerson reported
that one of his responsibilities as President is to appoint an SAA representative
to the National Historical Publications and Records Commission (NHPRC). The
representative normally serves a three-year term. Anne Kenney had held that
position for the previous term and she served SAA well in her role, evidenced
by her election to chair of the NHPRC Executive Committee. The NHPRC Executive
Director, Anne Newhall, approached Hickerson about the possibility of renewing
Kenney's appointment. Newhall said Kenney served the Commission particularly
well. Initially Hickerson declined Newhall's request because he believed as
a standard policy SAA should hesitate in keeping any appointee in any one position
for any length of time. However, several members of the Commission contacted
him, and all proposed that he extend Kenney's appointment for one year. They
said the NHPRC needed the continuity following a particularly difficult period
in which the Commission debated and renewed its strategic plan. Kenney's leadership
during that process proved an invaluable vehicle in building rapport across
constituencies.
Hickerson discussed
the issue with SAA's Executive Committee, with a proposal that SAA extend Kenney's
appointment by one year, appoint a new SAA representative to the Commission
for the three years following, and have the representative receive all Commission
mailings during the year of overlap. With the approval of the Executive Committee,
Hickerson agreed to the arrangement and asked Fynnette Eaton to serve a two-year
term. Both Kenney and Eaton accepted the arrangement. The Organization of American
Historians (OAH) will employ the same process in order to keep the current NHPRC
Executive Committee in place.
National
Coordinating Committee for the Promotion of History
With Page Putnam
Miller retiring as NCC Executive Director as of August 2000, the Executive Committee
appointed Bill Maher to serve as SAA representative in the NCC search process.
The search committee identified an historian as a leading candidate, however
the terms of appointment were still under negotiation. More information would
follow at the conclusion of those negotiations.
Archivist
of the United States
John Carlin joined
the meeting, and apologized for the fact that, due to pressing deadlines, Deputy
Archivist Lewis Bellardo would be unable to join him.
Carlin discussed
progress with the NARA strategic plan, successful efforts to secure additional
resources for targeted assistance in helping federal agencies implement records
management at the desktop level, his optimism about finding a cooperative agreement
to develop an archives and records management complex in Atlanta, the renovation
of Archives I, and staff and infrastructure improvements.
Hickerson began
the question and answer session with a query regarding NARA's cost reimbursement
program. He asked Carlin to explain it and where it stood in implementation.
Carlin said that
three years ago the Office of Management and Budget (OMB) decided that NARA
should institute a reimbursable records program. The agency went fully reimbursable
on October 1, 1999. He said NARA had to compete with the private sector and
the reimbursable program helped with cost recovery.
Bob Sink asked
about the status of funding for NHPRC. He said he was concerned because of past
Commission debates between those who supported documentary editions and those
who saw the need for additional funding to support electronic records projects.
One solution to the problem would be to grow the pie in order to support both
sets of projects.
Carlin said the
Commission already had a slightly larger pie than before, it's budget was now
at $6 million instead of $4.5-5 million, a base from which to build for the
future. The NHPRC electronic records projects complement NARA's work in other
areas, especially with the San Diego Supercomputer partnership. He said he believed
NARA now had a chance to deal with the big electronic records issues, especially
the challenge of taking in and preserving huge volumes of electronic records
and providing access to them further down the road.
He said he had
not yet asked for additional funding because NHPRC was not receiving a sufficient
number of competitive proposals. Once the need was demonstrated he would go
to OMB for additional funding.
Hickerson inquired
about the census records disposition guidelines and their status.
Carlin said the
guidelines were still in process and that there was an appraisal report out
for comment on the NARA website.
Harrison asked
about the evolving requirements for hiring archivists at NARA and if there was
any further progress in that area.
Carlin said that
there were some changes, but not in the sense of a total picture or plan. It
was a priority, but not currently in the top tier due to competing demands.
He was aware of the need to address the issue but it was doubtful to occur in
the current year.
Stout asked about
Carlin's vision for an electronic records policy in light of the GRS20 history.
Carlin said that
it was important that the electronic records issue not be forced by deadlines
and plans. It needed become more policy rather than process driven. Rather than
force agencies to go through a change which may or may not be consistent with
where NARA would end up, they were currently focusing on schedules as an interim
step. He said NARA was creating a proactive set of schedules for electronic
copies.
Hickerson thanked
Carlin for taking time from his schedule to join Council and complimented him
on his efforts to keep an open and productive dialogue with SAA, which was to
the benefit of both organizations.
REPORT
OF THE VICE PRESIDENT
Stout reported
that he was beginning the appointment process and would give Council an update
at the summer meeting.
REPORT
OF THE TREASURER
Sink drew Council
attention to the auditor's report, which reflected approximately $17,000 growth
in revenues from the prior fiscal year, about 1.8%.
Harrison noted
the 1.8% growth did not compare well against the calendar year 1999 adjustment
for inflation at 2.4%.
Sink then drew
Council attention to the auditor's management letter which discussed issues
with software and with the software firm licensing the product to SAA. Fox discussed
difficulties encountered from an unusual amount of instability on the part of
the software vendor. Midway through the conversion process, a larger firm bought
out the original vendor. This acquisition caused an inordinate amount of instability
in the company and adversely affected project management of the transition.
Response time on the part of the vendor to conversion issues was unacceptably
slow. Fox also explained that with any major systemic change such as this there
are bound to be short-term inefficiencies. It is not possible to completely
change systems and processes in such a major transition (the first software
upgrade of this magnitude since 1988) without encountering some difficulties
along the way.
One of those
unfortunate difficulties was discovery of the fact that the system arbitrarily
dropped names out of section rosters, affecting the timely delivery of section
newsletters to members. Fox and the staff worked diligently to identify and
resolve the source of the problem. Fox said 90% of the transitional difficulties
were resolved and that the system was for the most part working smoothly.
One unintended
consequence of the sale was a sharp increase in computer service fees for FY2000.
This increase was the result of higher assessment for service.
Sink moved acceptance
of the auditor's report. Pearce-Moses seconded. PASSED.
Sink presented
an Agreement of the Fredric Miller Memorial Fund which he had negotiated with
the Miller family. Eaton moved and Greene seconded the motion that Council accept
the agreement. PASSED.
Sink presented
two options for an SAA investment policy for special funds. The first option
would keep the amount of the award constant from year to year, but the overall
value of the fund would be eroded by inflation.
The second option
would reinvest part of the interest income back into the principle, protecting
the principle from erosion. The amount of the award would start at a lower level
and slowly grow larger, declining against inflation gradually.
Sink said he
preferred the second option. Hickerson asked that Sink develop a third option
to reinvest more of the interest over time by rounding down the size of the
awards, which would be discussed on the council listserv and voted upon at the
summer meeting.
REPORT
OF THE EXECUTIVE DIRECTOR
Fox commended
the work of the Continuing Education Task Force, saying that their research
was some of the finest she had ever seen. The task force would be meeting in
SAA's offices in March and she was optimistic that a quality report would emerge
for Council's consideration at the summer meeting.
Fox presented
a request from the Publications Board to hold an annual midyear meeting subsidized
from the publications revolving fund. Eaton so moved and Harrison seconded.
PASSED.
SATURDAY, JANUARY 29, 2000
Adam's
Mark Allegations
Hickerson reviewed
the chain of events leading up to the Department of Justice charging the Adam's
Mark Hotel chain with civil rights violations, including the Denver property
where SAA will hold its annual meeting. Hickerson asked Council, when considering
the matter of Adam's Mark, to begin with the question of principle rather than
with the question of fiscal harm to SAA. The most important factor to consider
would be whether or not any of SAA's members would be adversely impacted by
holding the meeting in an inhospitable environment.
Council discussed
the Adam's Mark record, the charges against the hotel by the Department of Justice,
and the penalties which would be incurred should SAA break the contract with
the hotel. Nolan reported that SAA would be liable for over $300,000 to the
hotel should SAA choose to meet elsewhere. There were no provisions in the contract
to prevent the hotel from levying the charges.
Pearce-Moses
said he was concerned that some people would stay away from the meeting. He
thought it important that SAA promote other hotels and use the situation as
an opportunity to heighten sensitivity to many issues of diversity and to look
more deeply into SAA's own culture.
He thought it
important that the Adam's Mark make a contribution to a minority fund or by
other means in order to demonstrate good faith.
Sink said that
he looked at the Adam's Mark chart of minority representation within the hotel
chain. It was no worse than minority representation in the archival profession,
an issue both sides needed to address. He said he too was concerned about low
attendance at the meeting, so he was attracted to the idea that SAA and the
hotel could work jointly to fund an activity promoting diversity and attracting
membership. It was important to find a way to work with the hotel to find a
solution.
Eaton said that
it was also important to work with the membership since they would soon become
aware of the situation. Whatever Council decided to do, it would be important
to involve the key constituencies.
Stout said that
SAA was stuck between a rock and a hard place. Financially SAA could not afford
not to go. He stressed that it would be important to demonstrate that Council
had confidence in the SAA and was also sensitive to minority needs. Perhaps
the Local Arrangements Committee could come up with a list of options that would
address minority issues in Denver. He agreed that it was important to consult
with SAA members and groups on the issues before issuing a decision from Council.
Harrison said
that he came at the issue from a different direction. He saw a moral imperative
to treat the other party fairly, to honor all contractual obligations, and to
withhold judgment until the Justice Department issued a decision. By rushing
to act, Council might be creating an injustice. He thought it important that
Council communicate to members that SAA was trying to come up with a fair and
just solution. However, the hotel created a large problem for the SAA and Council
had an obligation to members to insure that all members were treated equitably
and well. Council would need to learn a lesson from the situation and investigate
all hotel properties in order to insure that they did not have a history of
discrimination.
Greene said it
would be important to talk with membership openly and quickly and to bring them
into the process as soon as practical. He said SAA would need to find a means
to make the Denver annual meeting constructive. He said the issue was not solely
about the hotel, but about issues of discrimination and racism and that SAA
would need to recognize and address in the larger context of the Society and
the profession. He saw it as an opportunity to take SAA's diversity initiatives
a few steps further.
Kenamore said
it would be important to communicate fully with membership, including the financial
details and the information received about the Adam's Mark prior discrimination
suit.
Tousey said SAA
needed an appropriate way to make available information about other hotels.
Willis said the
situation was so egregious and the Adam's Mark statements so weak that they
did not hold any credibility. The Adam's Mark argument about the Black College
Reunion had nothing to do with the Denver allegations. She said most of the
Justice Department charges were about cost, charging higher room rates to African
Americans. She noted that this was the first time the Justice Department had
brought this type of charge against a hotel, and that Justice did not enter
into prosecution lightly. Justice always had firm evidence gathered before pressing
charges. The Adam's Mark issuing statistics on management said nothing about
how they treated their customers. She said she supported the idea that SAA ask
the Denver Adam's Mark for some relief, especially because SAA needed some way
to attract members to the meeting. Since the annual meeting raised the most
nondues funding for the Society, SAA would need help to assist the bottom line.
Hickerson asked, "what are the aspects of being a responsible organization?" At
the top of the list was if Council believed that if any SAA members attending
the meeting would
suffer discrimination then we would have no choice but to pull out and suffer
the $300,000 loss. SAA should not say something is impossible because it
costs
too much to do the contrary. At some point SAA would have to take the $300,000
loss rather than put members at risk.
Hickerson said
if, however, SAA decided to meet at the Adam's Mark, then the Society would
bear responsibility to all players. Gently suggesting that members stay at another
property would do a disservice to the vendors. Also, the Society would have
to be very careful what it chose to accept from the hotel in compensation, there
was a risk in the appearance of being bought off. It would be far better if
the Adam's Mark contributed to an archival endeavor.
Council came
to consensus that the General Manager of the Denver hotel should write a letter
to individual SAA members to insure that they would be treated fairly. Council
also agreed that it would be important to bring in a high profile plenary speaker
to address the issue of diversity. Council instructed Fox to include in all
future contracts a clause addressing equal rights.
Hickerson said
he would: call the chairs of the Archives and Archivists of Color Roundtable
and ask their help in creating a means at the annual meeting to address the
larger impact of diversity in society, the profession, and the practices of
the profession, and indicate that SAA would be willing to devote resources to
support this effort; issue a report of Council actions to the SAA Leadership
listserv and to the Archives and Archivists listserv with a request for comments;
send a letter to all individual members addressing the situation and SAA's efforts
to turn it into a positive learning opportunity; direct Fox to request that
the hotel contribute rooms to the Minority Student Award winners, the Holmes
Award winners, as well as fund tours to diversity related sites, such as the
Black Cowboy Museum.
Sink said he
would like to see the hotel contribute $10,000 to fund an archival survey of
under documented communities in Denver and contribute at least $5,000 to the
Museum of the Black Cowboy or other minority-identified organization.
Sink moved and
Peace-Moses seconded the following resolution:
WHEREAS it is
the policy of the Society of American Archivists:
"Because discrimination
and unequal treatment are inimical to the Society's goals, SAA hereby declares
that discrimination on the grounds of race, color, creed, gender, national
origin,
age, marital status, family relationship, individual life style, and disability
is prohibited within the Society. SAA will vigorously pursue a policy of
non-discrimination
and equal opportunity through its programs, activities, services, operations,
employment, and business contracts." (Approved by Council, January 1992)
WHEREAS the Adam's
Mark hotel chain has been charged by the Justice Department for engaging in
a pattern of discrimination against minorities in their hotels
THEREFORE the
Society of American Archivists resolves that if either the Adam's Mark fails
to reach a corrective settlement with the Department of Justice or is found
guilty of discrimination, the Society will refrain from conducting any future
activities of the Society on the properties of the Adam's Mark Hotel chain.
PASSED.
Council went
into executive session at 11:30 to discuss the Executive Director's annual evaluation.
ARCHIVES
AND ARCHIVISTS LISTSERV POLICY
Pearce-Moses
distributed a draft revision of a policy guiding the management of the Archives
and Archivists listserv.
Greene offered
some background to the proposal, saying that it first arose regarding the issue
of posting copyrighted materials on the Internet and how that applied to SAA
as the sponsor of the list, as opposed to technically being an Internet Service
Provider (ISP). He said he received some pro bono legal opinions, but did not
know how they would apply to SAA. There were many large legal questions still
to be resolved, which was why the sub-committee saw the need to develop the
policy in the first place.
Pearce-Moses
moved adoption of the policy as amended. Stout seconded. PASSED.
Pearce-Moses
said the policy would become the welcome message to new subscribers and would
be introduced to the list with an explanatory paragraph provided by the sub-committee
members.
NHPRC
PROPOSAL TO DEVELOP ON-LINE COURSE OFFERINGS
Hickerson said
the Executive Committee supported the creation of a series of on-line versions
of the advanced topics within the archival fundamental series. This would require
an October 1, 2000 submission to the NHPRC, which would require a draft proposal
by June. Stout, Pearce-Moses, Greene, Eaton, and Kenamore agreed to develop
the proposal.
OLD BUSINESS
CEPD
Definition of an Archivist
Greene suggested
that Council consider redrafting the charge (originally given to CEPD) from
creating a definition of an archivist, which was a problematic exercise for
a number of reasons, to drafting language for a letter to be sent to John Carlin
or other appropriate person at NARA explaining as best as possible what SAA
understood to be the generally accepted requirements for an entry-level archivist
in the United States.
Willis suggested
that the revised charge be the responsibility of Council. Willis and Tousey
volunteered to work with Greene on drafting the letter. She recommended that
it focus on NARA's specific range of needs.
Committee
on Ethics and Professional Conduct Guidelines
Kenamore introduced
the revised CEPC guidelines. She said the document had difficulty addressing
the differences between mediation and adjudication, i.e., what to do if a third
party raised an ethics charge when neither of the two involved parties desired
SAA involvement. After general discussion regarding issues involved with how
best to handle ethical complaints, if at all, Council amended the document,
and Greene moved acceptance of the document pending final editorial revision.
Tousey seconded. PASSED.
Selection
of Fellows to Serve on Committee to Select SAA Fellows
Council elected
by ballot Tim Ericson, Bill Wallach and Beth Yakel to serve on the Committee
to Select SAA Fellows.
STRATEGIC
PLAN
Pearce-Moses
offered to edit the current draft plan for review at the June meeting. He said
he thought it would be important to develop priorities and benchmarks for the
plan. He also said it would be important to target Section and Roundtable leaders,
to solicit their input and to communicate that strategic planning was an iterative,
ongoing process.
Hickerson suggested
that the plan would be most effective if it contained short-term tactical goals
to be achieved within a maximum of 24 months.
Stout suggested
distilling the plan down into three or four pages, including the action steps
and turn it into a 24-36 month rolling strategic plan. He noted that one of
the roles Council members held as SAA leaders was to help set priorities. The
strategic objectives would need to embody those actions which would truly make
a difference to the Society.
Pearce-Moses
said he would post and initial schema to the Council listserv in February, solicit
Council comments in March, then finalize the draft in April.
Sink read the
To Do List.
The meeting adjourned
at 5:54 p.m.
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