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COUNCIL
OF STATE HISTORICAL RECORDS COORDINATORS
MINUTES
Portland, Oregon
Wednesday, July 18, 2001
1. Call To Order
Chair of the Steering Committee Gottlieb (Wisconsin) called the meeting
to order at 7:55 p.m.
2. Roll Call of the States and Territories
In response to the roll call of the states and territories, the following
answered:
Alaska (John Stewart)
Arizona (David H. Hoober)
California (Walter P. Gray)
Colorado (Terry Ketelsen)
Florida (Jim Berberich)
Georgia (David Carmicheal, Andy Taylor)
Idaho (Steve Walker)
Iowa (Gordon Hendrickson)
Kansas (Pat Michaelis)
Massachusetts (William Milhomme)
Michigan (David Johnson)
Minnesota (Robert Horton)
Mississippi (H.T. Holmes)
Missouri (Ken Winn)
Nebraska (Andrea I. Faling)
Nevada (Guy Louis Rocha; Jeff Kintop)
New Hampshire (Frank C. Mevers)
New Mexico (L. Elaine Olah)
North Carolina (Cathy J. Morris)
North Dakota (Gerald G. Newborg)
Ohio (George Parkinson; Charlie Arp)
Oregon (Roy C. Turnbaugh)
Texas (Chris LaPlante)
Utah (Jeffrey Johnson)
Virginia (Conley Edwards)
Washington (David Hastings; Mike Saunders)
Wisconsin (Peter Gottlieb)
3. Approval of Minutes
The minutes of the January 26, 2001, meeting were approved without objection.
4. General Announcements
Gottlieb announced that the Steering Committee would have a luncheon meeting on Thursday, July 19, beginning at 11:30.
Steve Walker (Idaho) announced that copies of the strategic plan for the Idaho State Historical Records Advisory Board were available.
5. Ad Hoc Committee Report
Gottlieb presented a brief overview of the charge of the ad hoc committee, composed of Timothy A. Slavin, Chair (Delaware), Sandra Clark (Michigan), Gordon Hendrickson (Iowa), Kathleen Roe (New York), and William Milhomme (Massachusetts). Hendrickson presented the report to the meeting. Following the report presentation, a general discussion of the report ensued.
Various approaches to instituting a dues structure were discussed. A committee should weigh various factors including institution budget, number of repositories, population, etc. One suggestion was to start with a target amount. Another was to impose a registration fee for annual meetings (grant funds would still cover travel costs).
Dick Cameron or Ann Newhall will check on whether state board administrative grants could be used to pay dues.
At the conclusion of the discussion, Hendrickson (Iowa) proposed the following:
1) COSHRC will incorporate as a not-for-profit organization;
2) COSHRC will continue to seek NHPRC funding for special projects;
3) Specific dues structure proposals will be presented at the January meeting.Gray (California) moved that the three part proposal be adopted. Johnson (Utah) called for a division on the vote, but Gottlieb ruled that a division was not in order. By a vote of 20 in favor and 5 opposed, the motion carried.
Bill Milhomme will start process of registering as a nonprofit corporation and filing for tax exempt status. Incorporation requires the following officers: president, treasurer, clerk, directors, plus a resident agent in Massachusetts.
6.
Next Grant Proposal
Walter Gray said he would take responsibility for preparing the next grant proposal to NHPRC.
The proposal will include a project to draft a case statement for the care of the American Record for a broad audience. This should include members of the audience in the drafting of the case statement (i.e., teachers, etc.) and provide feedback from State Boards on the draft language.
7. NHPRC Grant Status
Vicki Walch reported that the total amount left in all three grants as of June 30, 2001, was about $129,000. The budget through the end of the grant periods will cover the following:
COSHRC meetings in July 2001 and January 2002, $58,000
Staff support for COSHRC self study, $2,000
Completing NFACE work, $8,000
Web Needs Assessment Project, including maintaining and adding to existing
COSHRC web site, $34,000
COSHRC Administration, $22,000 total, which covers Accounting & audit fees ($14,822); Supplies, printing, postage; Staff support; Facilitating collaborative efforts, $5,000
8. NFACE Follow-Up and Final Report
Walch reported on follow-up activities from the National Forum on Archival Continuing Education. She has been producing NFACE Updates, brief electronic newsletters which are intended to keep NFACE participants and others concerned with archival continuing education informed about new developments and remind them about resources still available on the NFACE/COSHRC web site. She also said that the NFACE final report will probably take the form of a four-page leaflet for distribution to a wide range of audiences, highlighting the Action Agenda developed at the conference and collaborative efforts undertaken since then to address the needs identified in the Agenda.
9. Web Site Needs Assessment
Walch presented a report on the Web Site Needs Assessment Project. COSHRC is leading a collaborative project to assess the need for a Web-based information clearinghouse for archivists and others who care for historical records. The assessment is specifically designed to examine how the Web can be used to support and enhance archival continuing education. For this project, COSHRC continues its partnership with the American Association for State and Local History (AASLH). AASLH is providing financial and management support and also participating actively in the working group. This needs assessment is a direct outgrowth of the 2001 National Forum on Archival Continuing Education (NFACE) conference which was organized by COSHRC in cooperation with AASLH. NHPRC provided grants to support both NFACE and this project. The project’s Web site (http://www/coshrc.org/webproject) will provide a focal point for the needs assessment.
Working group members are Danna Bell-Russell, National Digital Library Visitors’ Center; David Carmichael, Director, Georgia Department of Archives and History; James S. Henderson, State Archivist, Maine State Archives; Maureen Melton, Documentary and Visual Archives, Museum of Fine Arts, Boston; Roy H. Tryon, State Archivist and Records Administrator, South Carolina Department of Archives and History; Diane Vogt-O’Connor, Sr. Archivist, Affiliated & Regional Archives, NARA; and Peter Wosh, Director Archives Program, New York University, Department of History. Additional members are to be appointed. Collaborating organizations are AASLH, COSHRC, NAGARA, NFACE, NHPRC, and SAA. Archival consultants are Leon C. Miller, Manuscripts Librarian, Howard-Tilton Memorial Library, Tulane University and Daniel E. Cantrall, Electronic Information Coordinator, Oregon State Archives. Project staff are Vicki Walch, Project Coordinator, and Jenifer Burlis-Freilich, NFACE Research Consultant.
10. NHPRC Update
Anne Newhall, NHPRC executive director, presented an update on NHPRC matters.
11. Bylaw Amendments
In accordance with the motion adopted at the January 27, 2001, meeting, a vote was taken on the proposed amendment to repeal Article X and replace it with a new Article X, as follows:
The bylaws may be amended by two-thirds of the members attending any regular announced meeting of the Council, provided that 30 days notice of the intent to amend and a copy of the proposed amendment(s) shall have been sent to the State Coordinators. The specific wording of a proposed amendment may itself be amended by majority vote at the meeting at which the amendment is considered, providing that the subject of the amendment be related to the issued covered in the advance notice.
By a vote of 27 for and 0 against, the amendment to the by-laws was adopted.
12. Other
Rocha (Nevada), Nominating Committee Chair, presented the following committee report.
Region II: Wendy E. Bredehoft (Wyoming), succeeding Jeffrey Johnson (Utah)
Region V: Timothy Slavin (Delaware), succeeding Richard Belding (Kentucky)There being no other nominations, the report of the Nominating Committee was adopted by a vote of 23 for and 0 against.
Edwards (Virginia) moved that the Steering Committee prepare a suitable memorial resolution to honor the memory of Phil Coombs, deceased Washington State Archivist. Without objection, the motion was adopted.
Horton (Minnesota) moved that COSHRC express formal thanks to Peter Gottlieb for his work as Steering Committee Chair during an “especially challenging” year. Without objection, the motion was adopted, followed by a hearty round of applause and cheers.
13. Adjournment
Chairman Gottlieb adjourned the meeting at 9:48 p.m.