COUNCIL OF
STATE HISTORICAL RECORDS COORDINATORS
Business Meeting Minutes
Friday, July 11, 2003
Providence Rhode Island
1. Call to Order
Vice President Kathleen Roe (NY) called the meeting to order at 7:35 p.m. She introduced the newly appointed state coordinators--Clarence Davis (DC), Sandra Jaramillo (NM), and Susan Shaner (HI).
2. Roll Call of the States and Territories
Wendy Bredehoft (WY), COSHRC Board Member, called the roll of the states, asking those answering to introduce any deputies and/or guests who had accompanied them:
Alabama Tracey Berezansky Alaska American Samoa Arizona Gladys Ann Wells, David Hoober, Melanie Sturgeon Arkansas California Walter Gray Colorado Connecticut Mark Jones, Bruce Stark, Patricia Bodak-Stark Delaware Randy Goss District of Columbia Clarence Davis Florida Jim Berberich Georgia David Carmicheal Guam Hawaii Susan Shaner Idaho Steve Walker Illinois Indiana Iowa Kansas Scott Leonard Kentucky Glen McAninch Louisiana Virginia Smith Maine Jim Henderson Maryland Massachusetts Bill Milhomme Michigan Dave Johnson Minnesota Bob Horton Mississippi Missouri Ken Winn Montana Nebraska Andrea Faling Nevada Guy Louis Rocha New Hampshire New Jersey Karl Niederer New Mexico Sandra Jaramillo New York Christine Ward, Kathleen Roe North Carolina Cathy Morris North Dakota Gerald Newborg, Lotte Bailey, Jean Newborg Northern Mariana Islands Ohio George Parkinson, Charlie Arp Oklahoma Gary Harrington Oregon Dan Cantrall Pennsylvania Cynthia Bendroth Puerto Rico Rhode Island Gwenn Stearn, Donna Longo DiMichelle, Stephen Grimes South Carolina Roy Tryon South Dakota Tennessee Wayne Moore Texas Chris LaPlante Utah Patricia Scott, Stuart Preece Vermont Gregory Sanford Virgin Islands Virginia Conley Edwards Washington Jerry Handfield, Lanny Weaver West Virginia Fred Armstrong Wisconsin Peter Gottlieb Wyoming Wendy Bredehoft, Nathan E. Bender
Approve Minutes of July 13, 2002, Meeting
Roe asked for a motion to approve the minutes from the July 13, 2002 meeting. Jerry Newborg (ND) moved. Karl Niederer (NJ) seconded. Motion carried unanimously.
General Announcements
Vicki Walch, COSHRC staff, went over reimbursement requests; reminded everyone of the need for receipts, and to be sure to turn in requests before August 2, 2003.
NHPRC Updates
Richard Cameron, Director for State Programs, spoke briefly about the state records program, and the recent Commission meeting. He reminded the Coordinators that the deadline for administrative grant requests was coming up (October 1) and to keep him up to date on new appointments to the SHRABs.
Cameron then introduced Max Evans, the new Executive Director of NHPRC. Evans addressed the Coordinators about the NHPRC Strategic Plan, giving an overview of the short-term, mid-range, and long-range plans. A draft of the plan will be circulated shortly with a request for comments.
Mark Conrad, Director for Technology Initiatives, spoke briefly about the review of the NHPRC's Electronic Records Agenda conducted by the Minnesota Historical Society. The report and the revised agenda is available online at http://www.mnhs.org/preserve/records/eragenda.html. The indications are good that the revised agenda will be adopted by the Commission.
Financial Report
David Carmicheal (GA), treasurer, presented the financial report. To date, the Coordinator's have collected just over $20,000 in 2003 contributions. There is $21,000 in the bank. Carmicheal urged everyone to contribute if possible, and to contact him if the state needed an invoice for a specific amount.
Old Business
Written updates were provided with the agenda on:
Current NHPRC grant status report
Objectives for proposed grant, 2003-2005
Joint meetings with SAA, NAGARA
eBay Statement
COSHRC website status reportThere being no discussion on the old business updates, the meeting moved to new business.
New Business
Proposed Mission and Strategic Goals
Roe asked the coordinators for any questions on the proposed mission and strategic goals statement, and the summary of suggested changes that was distributed prior to the meeting. A brief discussion followed. After the ambiguity of "American" was pointed out, the suggestion was made to substitute "National" for "American." A call for consensus showed a majority approved that change. The suggestion was also made to remove "Historical" from the language of the mission statement, leaving "Records" as all encompassing. The consensus on this suggestion was to keep "Historical."
Walter Gray (CA) offered the motion "that membership approve the mission and strategic goals and authorize the Board to incorporate the minor changes necessary to reflect the comments received, and finalize the document."
Robert Horton (MN) seconded. Motion passed by acclamation.
Outcomes/recommendations from the Incubator Sessions
Roe announced that the Incubator sessions on advocacy, "Developing a Report Card for the American Historical Record," [this name will probably need to be changed] and outreach, "Raising Public Awareness: Archives Week and other Outreach Efforts," were well attended and resulted in several individuals signing up to work on committees to pursue the strategies discusses in those meetings. The notes from the meetings [as well as the notes from the Saturday meeting on Governor's records] are being transcribed and will be distributed to the membership, and to those individuals who volunteered.
Roe then asked for any volunteers to work on a website taskforce, providing some guidance to Vicki Walch on the changes that need to be made on the COSHRC website. Those interested were asked to speak with Vicki.
Nominating Committee Report; Election of New Board Members
Walter Gray presented the nominating committee report. Karl Niederer (NJ) and Gordon Hendrickson (IA) were nominated to replace outgoing board members H. T. Holmes (MS), and Walter Gray (CA). Gray asked for a motion to close the nominations. Horton (MN) so moved. Jerry Handfield (WA) seconded. Motion carried unanimously.
Gray then asked for a motion to elect the nominated Coordinators, Karl Niederer (NJ), Gordon Hendrickson (IA) to the Board, for the term July 2003 - July 2006. Wendy Bredehoft (WY) so moved. Peter Gottlieb (WI) seconded. Motion carried unanimously.
Next Meeting Date and Place
The options for the next meeting were presented for discussion: meeting in July 2004 in Phoenix in conjunction with NAGARA; meeting in August 2004 in Boston, in conjunction with SAA; and holding a separate meeting for the Coordinators at a date and location to be determined. After some discussion, consensus was to meet in Phoenix AZ in July 2004 in conjunction with NAGARA.
Recognition of Service to COSHRC
Kathleen Roe presented commendations and certificates of appreciation to H. T. Holmes (MS) and Walter Gray (CA). Appropriate tokens of appreciation were presented as well. Holmes received a guidebook to the Battle of Vicksburg historic site, so that he could adequately squire future visitors to his state. Gray received a flashlight, betokening his invaluable ability to shed light on the most tedious of bureaucratic mumble jumble (and to find his way home to California when the power went out).
Adjournment
There being no other business, Roe asked for a motion for adjournment. Jerry Handfield (WA) so moved. Roy Tryon (SC) seconded. The meeting adjourned at 8:35 p.m.
Submitted by:
Jenifer Burlis-Freilich, COSHRC Staff,
in absence of COSHRC Secretary, H. T. Holmes (MS)