Council Minutes
May 20-21, 2003
Silversmith Crowne Plaza
Chicago, Illinois
President Peter Hirtle called the meeting to order at 8:35 a.m. Present:
Vice President Tim Ericson, Treasurer Elizabeth Adkins, and Council members
Thomas Battle, Danna Bell-Russel, Frank Boles, Tom Connors, Jackie Dooley,
Elaine Engst, David Haury, Megan Sniffin-Marinoff, and Joel Wurl. Also
present were SAA Interim Executive Co-Directors Carroll Dendler and Debra
Nolan. Teresa Brinati, Director of Publishing, Solveig DeSutter, Education
Co-Director, Patti O'Hara, Education Co-Director, and Nancy Perkin Beaumont,
Incoming Executive Director, also were present for part of the meeting.
Adoption of the Agenda
Engst moved and Battle seconded adoption of the agenda as amended. PASSED.
Approval of the Minutes
Ericson moved and Sniffin-Marinoff seconded approval of the minutes
as amended. PASSED.
Report of the Executive Committee
Connors reported that, since the last Council meeting, the Executive
Committee had discussed via e-mail a wide range of issues, including
electronic distribution of American Archivist, clarification of the PACE guidelines, SAA's application for an IMLS
grant to conduct a census of the archival profession, and endorsement
of Janet Linde's statement before the New York City Council for a charter
amendment of Guiliani's papers. Since the last Council meeting, the Executive
Committee voted to accept the revised SAA/ARMA Joint Statement
of Purpose, approved the Statement on the Importance
of Supporting Archival Programs,
and endorsed the Utah State Archivist letter drafted by the Society of
Rocky Mountain Archivists. During the Executive Director candidate interviews
in Chicago, Council approved A Statement on Iraqi Archives.
Report of the Treasurer
Adkins reported a better-than-expected fiscal year 2003 and noted that
as of March 31, 2003, the budget was favorable by $100,000. She reported
that this was due to conservative budgeting, a better-than-expected attendance
at the 2002 annual meeting, and savings from the absence of an Executive
Director. Given this, Adkins predicted that, barring any unforeseen circumstances,
by the end of the fiscal year the remaining net gain will be split among
the Survey Fund (or Membership Development Fund, if it is so renamed),
the Educational Endowment Fund, and the General Reserve Fund, with at
least $5,000 going toward the reserve fund. She also reported that, due
to conservative budgeting for the Executive Director search, $15,000
- $20,000 will probably be reallocated back into the General Reserve
Fund from the funds set aside for the search.
Adkins presented the fiscal year 2004 budget, which she noted would
be a challenging one due to budget cuts in archives affecting projected
attendance at the 2003 annual meeting, the higher cost of holding an
annual meeting in a first-tier city such as Los Angeles, increased costs
to provide staff health benefits, decreased projected returns on investments
due to the sluggish stock market, and slowed replenishment of publications
offerings due to an abundance of projects still in various stages of
production. She noted that approximately $42,000 of FY2004 expenses would
be prepaid in FY2003, and cautioned that prepaying expenses should not
be conducted on a regular basis. Battle noted concern over the increased
cost of Program Committee meeting expenses and reiterated the importance
of following the Council Handbook guidelines when making Program Committee
appointments.
Hirtle expressed concern about the absence of a line item in the budget
for presidential travel, because advocacy and membership development
and relations have been identified as priorities.
Adkins noted that per the Council Handbook, a review of the membership
dues structure should be conducted every three years. It was decided
that Dendler and Adkins will prepare for the August Council meeting a
cost-per-member analysis for Council's review.
Council acknowledged that planning day might be better suited for the
January Council meeting so that strategic priorities can be reflected
in the coming fiscal year budget.
Adkins then reviewed a memo written by SAA investment advisor Gary Costarella
regarding options for positioning SAA investments. In preparation for
drafting the memo, Costarella had participated in a conference call with
Adkins, Dendler, and Nolan about SAA's risk tolerance profile. Adkins
noted that the group learned during the course of the conference call
that, because SAA pays a flat management fee of 2.75%, Merrill Lynch
does not make money on individual stock transactions, although the fees
are higher with a managed account than they would be investing in mutual
funds. Council reviewed Costarella's memo and discussed the advantages
and disadvantages of investing in stocks through a managed account versus
through mutual funds. Haury noted that management fees vary, depending
on the investment provider, and that Council should consider sending
the management of SAA's investments out to bid.
Adkins then reviewed SAA program areas with salary and overhead factored
into each area's budget. Hirtle noted the importance of reflecting SAA's
strategic priorities in the annual budget.
Report of the Interim Executive Co-Directors
Chicago Office Update
Dendler noted the staff's enthusiasm with regard to the incoming Executive
Director's arrival. She reported on the activities of the office since
the last Council meeting, including a software update, the loss of an
office assistant, working with NEH on a negotiated indirect rate, and
the pending debut of SAA's Web site redesign, which will include the
new online membership directory.
Education Office Update
DeSutter and O'Hara highlighted workshop offerings and noted an increase
in revenue due to cross-marketing efforts, co-sponsorships, and an increase
in nonmember registrants. They also noted that curriculum development
was a major area of focus and that the May 29 ¨ June 1 Continuing Education
Task Force meeting would address this.
Publications Office Update
Brinati gave updates on several publications office projects, indicating
unprecedented activity with twenty projects in the pipeline. She credited
the Publications Board for its work in this area but indicated concern
about SAA's publications development infrastructure and its heavy reliance
on volunteers. Brinati then reviewed the publications sales report, noting
that publications represent twenty percent of SAA's gross income and
that nine percent of the titles account for sixty-five percent of all
sales.
She then gave an update on the Electronic Publishing Working Group.
Council reviewed Heather MacNeil's Report of the Chair of the Publications
Board to SAA Council. Wurl made a
motion to establish a working group reporting to Council that focuses
on implementation of the Task Force on Electronic Publishing Report.
Adkins seconded. PASSED. Wurl was charged with contacting Rob Spindler
to inform him of Council's action and copying Heather MacNeil on this.
Council noted that the Electronic Publishing Working Group should include
one member each from the SAA Publications Board and the SAA Editorial
Board. Ed Galloway and Greg Colati were recommended as possible members
to serve on the working group.
ICA/SPA
While Brinati was present, Ericson reported on the February meeting
in Ottawa called by the International Council on Archives (ICA) that
he and Brinati attended. Ericson noted that the stated purpose of the
meeting was to discuss the feasibility of establishing a North American
branch of the ICA. Much time was spent at this meeting brainstorming
on the benefits to North Americans of joining ICA. Ericson suggested
that perhaps a North American roundtable could be formed to link those
North Americans who are already ICA members, rather than trying to recruit
new ICA members in North America. Nolan noted that Council should clarify
its short-term and long-term role in the international arena.
Hirtle noted that ICA has acknowledged SAA's expertise in publications
and other areas and, for this reason, has invited Brinati to its office
in Paris for two weeks in July at ICA's expense. Brinati discussed the
value of collaborating with the global community and noted growth opportunities
for SAA within the ICA market. Hirtle noted the importance of defining
SAA's position and role. Nolan asked for communication with staff and
Council as new developments occur and emphasized the importance of strategic
direction.
Annual Meeting Update
Nolan noted that revenue from the annual meeting accounts for approximately
twenty-eight percent of SAA's total annual revenue. She gave an update
on developments related to the 2003 annual meeting, and Hirtle encouraged
Council members to assist with sponsorship procurement.
Membership Update
Nolan reviewed the status of SAA membership as of March 31. Membership
remains steady, with students comprising thirteen percent of SAA's individual
membership.
Report of the President
Hirtle acknowledged Dendler and Nolan for their work as Interim Executive
Co-Directors.
He then gave Council an update on the status of the Boston University
African Archives. Council agreed that Hirtle should write a letter to
Boston University about its African Archives program.
Hirtle updated Council on several items, including positive feedback
received on Council's Statement on Iraqi Archives, legislation on EO13223, Fellows Committee follow-up,
the upcoming ARL Special Collections meeting that SAA has offered to
co-sponsor, Digital Promise legislation, collaboration with the Visual
Resources Association, and his representation of SAA at various events,
including the Canadian symposium honoring Kent Haworth, the spring MAC
meeting, and a meeting of the SAA/ARMA Joint Committee.
Hirtle noted that during the SAA/ARMA Joint Committee meeting, a collaborative
effort to obtain a grant for advocacy training was discussed. This is
in addition to an earlier proposal to develop a grant to write a best
practices paper on how to migrate electronic records. Although it had
seemed that ARMA was seeking financial support from SAA for this latter
grant, it now seems that ARMA is only seeking SAA's endorsement. The
committee also discussed the possibility of developing a joint speakers'
bureau. It was suggested that Diane Carlisle and current ARMA President
Juanita Skillman be added to the SAA Leadership List.
Report of the Vice President
Ericson acknowledged members of the Executive Director Search Committee
and commented favorably on the use of a professional search firm. Hirtle
requested that the Executive Director Search Committee provide recommendations
for future Executive Director searches be included in the Council Handbook.
Ericson discussed the appointments process. His Appointments Committee
consists of co-chairs Debbie Meiko Burns and Ed Galvin and committee
members Kaye Lanning Minchew, Ed Rider, and Wilda Logan Willis. Ericson
noted that the American Archivist Editorial
Board appointments would be approved by the Executive Committee because
they will be made after the Council meeting concludes.
Ericson noted that Christine Weideman has agreed to co-chair the 2004
Program Committee along with Mark Greene. He then shared with Council
the good news that David McCullough has agreed to speak at the 2004 annual
meeting. Ericson discussed SAA support of the Archival Educators Forum,
which will take place the week of the 2004 annual meeting in Boston.
Ericson highlighted his representation of SAA at the Society of California
Archivists annual meeting, where he was a keynote speaker.
Ericson then noted that he was asked by the Northwest Archivists about
SAA's position on the elimination of archivists by the National Park
Service. They are concerned about the disruption of institutional knowledge
because full-time permanent positions would be replaced by part-time
contract positions. Council agreed to monitor this situation.
Ericson then distributed the March 1993 Joint SAA/NAGARA Statement
on Criteria Selection of the U.S. Archivist and asked Council members to review this and share
their ideas with him before the 2003 annual meeting.
DISCUSSION WITH JOHN CARLIN, ARCHIVIST OF THE U.S.
Council engaged in a wide-ranging discussion with the Archivist of the
U.S., John Carlin. Topics included the Ose bill revoking the executive
order, a new executive order on declassification, the electronic archives
initiative, opportunities for collaboration with the "Our Archives" project,
the removal of content from government agency Web sites, and a tour of
NARA by the incoming executive director, Nancy Perkin Beaumont. Council
thanked Carlin for NARA's contribution toward the international reception
that will take place at the SAA 2003 annual meeting. Carlin noted that
an update of NARA's strategic plan will soon be available for comment
and review on NARA's Web site. Sniffin-Marinoff agreed to review it.
Hirtle noted that many staff members of NARA's Archives Assembly are
not members of SAA and indicated that, in the near future, SAA would
send them an invitation to join. Hirtle then thanked the Archivist of
the U.S. for his time and continuing support.
OLD BUSINESS
Council Subcommittee on Diversity
The Council Subcommittee on Diversity distributed its report on the
status of the Task Force on Diversity's recommendations and noted that,
while some action had been taken, there was more work to be done. In
light of this, the Council Subcommittee proposed establishment of an
SAA Committee on Diversity to ensure that the work of the task force
and Council Subcommittee is carried forward and that diversity is addressed
within SAA's infrastructure on a consistent and ongoing basis. Adkins
moved the formation of a Diversity Committee. Battle seconded. Battle
noted that diversity is more than racial and ethnic differences and amended
the motion to ask the Council Subcommittee to draft a specific charge
for the Diversity Committee and that the formation of the Diversity Committee
be provisional upon acceptance/agreement of the charge. PASSED. Hirtle
charged the Council Subcommittee with writing an article for the July
issue of Archival Outlook so that
the membership can be updated on these developments.
Working Group on Electronic Publishing
Although this was discussed at length during the report of SAA's Director
of Publishing, Haury noted that there was an infrastructure disconnect
related to the various bodies and individuals associated with SAA's publications
program. In light of this, Council assigned Beaumont the task of assessing
the state of SAA's publications program and asked that she report back
to Council on this at its January meeting.
Museum Archives Section Guidelines
Sniffin-Marinoff reported that she is waiting to hear back from the
Museum Archives Section chair on Council's proposed revision to the section's
guidelines.
Awards Committee Proposed Revisions
Bell-Russel distributed the Awards Committee's request for proposed
revisions to the awards descriptions in the Council Handbook. After reviewing
the recommendations of the committee, Council asked for further clarification
on the proposed revisions. Bell-Russel will clarify the language and
report back to Council in August.
Student Benefits and Survey Summary
Dooley presented her report on the 2002 and 2003 surveys of student
benefits and distributed a draft article for the July issue of Archival
Outlook that describes Council's
outreach to student chapters. Adkins indicated an interest in exploring
ways of making the student chapter listserv more meaningful because this
is the primary means for SAA Council and staff to communicate with students.
Adkins volunteered to look into this further and to develop a report
for Council's review at its January 2004 meeting.
Ethics Committee Guidelines
Sniffin-Marinoff noted that she has communicated the concerns expressed
at the January 2003 meeting to the chair of the Ethics Committee.
Proposed Language for Council Handbook
Hirtle proposed language for the Council Handbook indicating that copies
of the current IRS filings relating to SAA's status as a 501(c)(6) organization
be posted to the SAA web site. Boles moved to add Hirtle's proposed language
to the Council Handbook and recommended that SAA's Form 990 be made available
on SAA's Web site. Adkins seconded. PASSED.
Statement on the Custody of Records of Retired Public Officials
Council reviewed a draft of Connors' statement on the disposition of
archival records and discussed the challenges of drafting a generic statement
that covers all circumstances. Sniffin-Marinoff suggested adding the
Code of Ethics language. A working group consisting of Boles, Connors,
Ericson, and Haury was formed to revise the draft statement. It was also
noted that other groups should be consulted on this, including SAA's
Government Records Section, Council of State Historical Records Coordinators
(COSHRC), and the National Association of Government Archives Records
Administrators (NAGARA).
Funding for International Travel
Connors reported that he has investigated several options for international
travel funding. He attended a forum sponsored by the Greater Washington
Society of Association Executives on international activity and spoke
with representatives from the International Research Exchange Board (IREX)
about their funding, and with the U.S. Department of State about its
programs. He indicated that once the UNESCO situation is finalized, more
information may be available. Hirtle reported that he had spoken with
Robert Martin at IMLS about the need to include support for archival
activities in the U.S. UNESCO mission. IMLS has been advising on the
nature of the program. Connors was charged with continuing to investigate
potential sources of funding for international travel.
The meeting was adjourned for the day at 5:30 p.m.
Wednesday, May 21, 2003
The meeting was called to order at 8:30 a.m.
OLD BUSINESS (continued)
Other Association Follow-Up Procedures
Nolan reported that associations implement mechanisms for follow-up,
evaluation, implementation, and reporting back to the membership in a
variety of ways. Some create committees, others appoint governing board
representatives, and others create action-oriented groups at the grassroots
level. She noted that the common denominator was tying these procedures
into the strategic planning process. Council charged Nolan to report
back on this more fully at the January Council meeting.
Bernice Brack Follow-Up
Bell-Russel made a motion to change the name of SAA's Survey Fund to
the Bernice Brack Membership Development Fund in recognition of Brack's
many years of service to SAA. Sniffin-Marinoff seconded. PASSED. Nolan
will send a letter to Bernice Brack's family informing them of this Council
action.
Second Council Meeting at Annual Meeting
Ericson strongly encouraged incoming Council members to attend both
Council meetings during the annual meeting. The time of the second Council
meeting will be determined at a later date.
NEW BUSINESS
CUSTARD/Future Standards Maintenance
Dooley discussed the importance of ongoing funding of standards maintenance
and shared information on recent developments with the CUSTARD grant.
New York State Archives and Records Administration Citation
Engst moved that SAA send a message of congratulations to the New York
State Archives in recognition of its 25th anniversary. Ericson
seconded. PASSED.
Council Handbook Revisions
Adkins moved that Council accept proposed changes to the section newsletter
text that address the length of section newsletters, deadlines, and instructions
for electronic submissions. Engst seconded. PASSED. Adkins asked staff
to provide additional language for Council's review to address issues
associated with online newsletters, including a policy on providing paper
copies upon request.
Hirtle proposed moving the text on SAA Representatives from the Council
section of the Council Handbook to the Representatives section of the
Council Handbook. Because concern was expressed about the substance of
the recommended changes, Ericson agreed to review the text and bring
it back for Council's review at its August 2003 meeting.
Hirtle proposed changes to the Council Handbook that would clarify SAA's
role with the International Council on Archives (ICA) and its Section
on Professional Associations (SPA). He noted that, for practical reasons,
the SAA president should be considered SAA's representative to ICA and
that another individual should be appointed as the ICA/SPA representative.
Engst moved acceptance of the changes as amended. Bell-Russel seconded.
PASSED.
Council reviewed proposed changes to the language describing the ARMA/SAA
Joint Committee in the Council Handbook. Hirtle noted that these changes
reflected the text describing this committee in ARMA's "Mission
and Methods" document. Adkins moved acceptance of changes; Ericson
seconded. PASSED.
New Student Chapter Applications
Adkins moved that SAA approve the formation of a Queens College student
chapter. Wurl seconded. PASSED.
Adkins moved that SAA approve the formation of a Clarion University
student chapter. Ericson seconded. PASSED.
Kathleen Williams Membership Concerns
Wurl addressed the concerns of long-time member Kathleen Williams, who
expressed disappointment with SAA for not adequately meeting the needs
of members who are in management positions. Council acknowledged her
concerns and noted that they influenced Council's planning day discussions
and that Council's future membership deliberations will be shaped by
this. Nolan noted that this issue will be addressed in the form of a
survey to be included in the Census of the Archival Profession,
pending funding of the census by IMLS. Wurl offered to bring this issue
before SAA's Archives Management Roundtable, Committee on Education and
Professional Development, and Fellows. Hirtle was tasked with writing
a letter to Williams addressing her concerns.
Heritage Preservation
Connors reviewed a letter from Maygene Daniels that outlines the importance
of SAA's membership in Heritage Preservation. Engst moved that SAA continue
its membership in Heritage Preservation and Sniffin-Marinoff seconded.
PASSED. The importance of communication from SAA representatives was
noted and it was suggested that the representative to this organization
be based in the Washington, DC, area.
Educational Resources Information Clearinghouse (ERIC)
Connors emphasized the importance of the Educational Resources Information
Clearinghouse (ERIC) and noted that ERIC developments should be monitored.
Council Exemplary Service Award
Created by Council in 1980 to recognize a special contribution to SAA
or the profession, the Council Exemplary Service Award is given, on occasion,
when the situation warrants special recognition.
In light of this, Hirtle recognized Alexandra Gressitt for her distinguished
service on the SAA Awards Committee and noted her tireless efforts in
this area. Adkins moved that Gressitt be given the Council Exemplary
Service Award. Ericson seconded. Connors abstained. PASSED.
Hirtle then recognized SAA's Interim Executive Co-Directors, Dendler
and Nolan, for their service to SAA in the absence of a permanent Executive
Director. Adkins moved that Dendler and Nolan be given the Council Exemplary
Service Award. Ericson seconded. PASSED.
Bell-Russel made a motion that Brenda Banks should receive the Council
Exemplary Service Award, in recognition of her work with the Historically
Black College and University Archives. Ericson seconded. PASSED.
SAA Lesbian and Gay Archives Roundtable Directory
Engst moved that Council approve the inclusion of an abbreviated version
of Lavender Legacies, the guide to sources authored by SAA's Lesbian and
Gay Archives Roundtable, in the Encyclopedia of Lesbian, Gay,
Bisexual, and Transgender History in America,
to be published by Scribners. Battle seconded. Boles amended the motion
to reflect that the money earned from this would be put into an account
for use by the Lesbian and Gay Archives Roundtable. PASSED.
National Council for Research on Women
Sniffin-Marinoff reported that this group is concerned about the records
of grassroots women's organizations and, because of this, may want to
form a joint committee with the American Library Association and SAA.
Election of Council Member to Executive Committee
Council elected Sniffin-Marinoff to the Executive Committee. Bell-Russel
and Haury were appointed to serve on SAA's Nominating Committee.
ADOPTION OF FY2004 BUDGET
Adkins proposed adding a line item for archival advocacy into the fiscal
year 2004 budget. Ericson moved that Council adopt the FY04 budget as
amended by Adkins. Adkins seconded. PASSED.
REVIEW OF THE TO-DO LIST
After a review of the to-do list, the meeting was adjourned at 12:40
p.m.
|
