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COUNCIL
OF STATE HISTORICAL RECORDS COORDINATORS
MINUTES
Council of State Historical Records Coordinators, Inc.
Business Meeting
Saturday, July 13, 2002
Adam’s Mark Hotel
Denver, Colorado
1. Call to
Order
Acting Steering Committee Chair, Tim Slavin, called the meeting to order
at 9:00 a.m. with a moment of silence for the victims of September 11,
2001, and for the challenges of the past year. Slavin also offered thanks
to NAGARA, Steve Grandin, Terry Ketelsen, and the local arrangements folks
for their help with the COSHRC, Inc., meeting.
2. Roll Call
of the States and Territories
H.T. Holmes,
Steering Committee secretary, called the roll of the states:
Alabama - Ed Bridges
Alaska - Jackson Armstrong-Ingram
American Samoa - James Himphill
Arizona - David Hoober, Gladys Ann Wells
Arkansas
California - Walter Gray; Laren Metzer
Colorado - Terry Ketelsen
Connecticut
Delaware - Tim Slavin
District of Columbia
Florida - Jim Berberich
Georgia - David Carmicheal
Guam
Hawaii
Idaho - Steve Walker, Blaine Bake
Illinois
Indiana
Iowa - Gordon Hendrickson
Kansas - Pat Michaelis, Matt Veach
Kentucky - Barbara Teague
Louisiana
Maine - Jim Henderson
Maryland
Massachusetts - Bill Milhomme
Michigan - Dave Johnson
Minnesota - Jennifer Johnson
Mississippi - H.T. Holmes
Missouri - Ann Roberts
Montana - Molly Miller
Nebraska - Andrea Faling
Nevada - Guy Louis Rocha
New Hampshire - Frank Mevers
New Jersey - Karl Niederer
New Mexico - Elaine Olah
New York
North Carolina - Cathy Morris
North Dakota - Jerry Newborg
Northern Mariana Islands
Ohio - George Parkinson
Oklahoma - Gary Harrington
Oregon - Roy Turnbaugh, Dan Cantrall
Pennsylvania - Cindy Bendroth
Puerto Rico
Rhode Island - Gwenn Stearn
South Carolina - Roy Tryon
South Dakota - Marvene Riis
Tennessee - Wayne Moore
Texas - Chris LaPlante
Utah - Patricia Scott
Vermont
Virgin Islands
Virginia - Conley Edwards
Washington
West Virginia - Fred Armstrong
Wisconsin
Wyoming - Wendy Bredehoft; Nathan E. Bender
3. Approve
Minutes of July 18, 2001, Meeting
Prior to the consideration of the minutes of the July 18, 2001, meeting,
Slavin introduced COSHRC, Inc./NHPRC staff present:
Vicki Walch COSHRC, Inc.
Jenifer Burlis-Freilich COSHRC, Inc.
Roger Bruns NHPRC
Richard Cameron NHPRC
Mark Conrad NHPRC
Upon a motion by Henderson (Maine), with a second by Olah (New Mexico), the minutes were unanimously approved.
4. General
Announcements
A. Reimbursement process for travel expenses.
Vicki Walch, COSHRC project coordinator, announced that reimbursement
requests must be submitted to her by July 29, 2002, in order to be reimbursed.
AASLH is the financial agent for the grant supporting COSHRC travel and
AASLH requires receipts for every item claimed.
5. Report
from NHPRC (Bruns, Cameron)
Roger Bruns, acting NHPRC director, delivered a status report on NHPRC.
Richard Cameron announced that NHPRC would be reviewing the state review
process prior to October 1. Mark Conrad discussed the Electronic Records
Research Agenda and recommended the reports posted on the Minnesota web
site, http://www.mnhs.org/preserve/records/eragenda.html.
6. Status on Open Projects
A. Web Needs Assessment
Vicki Walch reported that a final draft of the project report was circulating. It includes recommendations to improve communications among associations, start working toward a clearinghouse by building a first module in the form of a common calendar, and promote greater awareness of existing resources. A listserv will be established in cooperation with SAA for leaders of all archival associations in the U.S. The final report will be distributed in early August by mail and via the COSHRC website.B. National Forum on Archival Continuing Education (NFACE)
Vicki Walch reported that the final report for the NFACE project will be available in early August. It will be a six-page summary of the project research and conference outcomes, and will also include descriptions of other projects that have resulted from connections or priorities established at NFACE.
7. Objectives
for New Grant Project, 2002-2003
Vicki Walch reported on plans for the new NHPRC grant. It will cover expenses
for the COSHRC annual meeting to be held in July 2004 in Providence RI
(in conjunction with the NAGARA annual meeting); another meeting of the
leaders of SAA, AASLH, NAGARA, and COSHRC (including the possibility of
a joint meeting of their governing boards); continuing education forums
at SAA and NAGARA in 2002 and 2003; quarterly electronic newsletters to
state coordinators, SHRAB members, and education coordinators; overhaul
and enhancement of the COSHRC website; and preparation of a welcome package
for SHRAB members.
8. Report
on COSHRC Legal Status
Slavin reported that all of the required items for incorporating COSHRC
had been completed and that COSHRC was duly incorporated under the laws
of the Commonwealth of Massachusetts.
9. Bylaws,
Discussion and Vote
Henderson reviewed proposed changes to the bylaws. Upon a motion by Gray
(California), with a second by Hoober (Arizona), the changes in the bylaws
were unanimously adopted.
10. Nominating
Committee Report
Wendy Bredehoft (Wyoming) presented the report from the Nominating Committee:
Kathleen Roe (New York) to replace Peter Gottlieb (Wisconsin)
David Carmicheal (Georgia) to replace Jim Henderson (Maine).
There were no additional nominations from the floor.
11. Election
of New Board Members
Upon a motion by Stearn (Rhode Island), with a second by Newborg (North
Dakota), the nominated slate was unanimously elected by a show of hands.
Hendrickson (Iowa) asked if it was necessary to re-elect the continuing
board members.
Gray (California) responded that the tenure of the existing board members
remained valid as a continuation of the previous organization.
Upon a motion by Gray, with a second by Morris (North Carolina), the following
motion was unanimously adopted:
Any technical or procedural irregularities or inconsistencies with existing
or future amended COSHRC bylaws, or any other practices, be waived for
the current calendar year (2002), and that the actions of the Steering
Committee/Board of Directors during this period be deemed in compliance
with the organization’s bylaws.
12. Discussion
of Dues Structure
Hendrickson (Iowa) presented a report on the result of the dues survey.
Slavin reported on the process of developing the invoice and said that
the dues would be used to support activities outside of those provided
by NHPRC grant support.
The question was asked if NAGARA could act as financial agent for dues
receipts to avoid states having to process additional paperwork to pay
dues for another organization. Slavin responded that NAGARA was receptive
to the idea.
He reminded the coordinators that NHPRC had agreed that 10% or $1,000
(whichever is less) of Board Administrative Grants may be used for dues
support, but that a request should be made to NHPRC to alter the terms
of existing grants. Following additional discussion about NAGARA support,
Slavin asked for a show of hands supporting that possibility. Slavin reported
that $8,000 in dues have been collected to date.
13. Next Meeting
Date and Place
Slavin announced that the next meeting would be held in conjunction with
the NAGARA meeting in Providence, Rhode Island, July 9-12, 2003.
14. Old Business
There were no items of old business.
15. New Business
Slavin announced the following appointments:
Parliamentarian Jim Henderson (Maine)
Program Chair David Carmicheal (Georgia)
Finance Committee
Cathy Morris (North Carolina), Chair
David Hoober (Arizona)
Walter Gray (California)
Conley Edwards (Virginia)Web Needs Assessment Project Recommendations/Review Committee
Pat Michaelis (Kansas), Chair
Cindy Bendroth (Pennsylvania)
Jennifer Johnson (Minnesota)Slavin announced that the Board of Directors would initiate discussions with the University of Wisconsin-Milwaukee regarding COSHRC and COSHRC, Inc., archives.
16. Recognition
of Service to COSHRC
Slavin presented certificates of appreciation to Peter Gottlieb (Wisconsin),
Bill Milhomme (Massachusetts), and Jim Henderson (Maine) for their successful
work in the incorporation of COSHRC.
17. Adjournment
Upon a motion by Edwards (Virginia), with a second by Hendrickson, and
with unanimous consent, the meeting adjourned at 11:07 a.m.
Submitted by:
H. T. Holmes,
Secretary
Council of State Historical Records Coordinators, Inc.
2002-2003 Board of DirectorsTimothy Slavin
President (term expires July 2003)
term expires July 2004Wendy E. Bredehoft (Wyoming)
term expires July 2004David Carmicheal
term expires July 2005Walter P. Gray (California)
term expires July 2003H.T. Holmes (Mississippi)
Secretary (term expires July 2003)
term expires July 2003Kathleen Roe (New York)
term expires July 2005