1. Call to order
President Kathleen Roe called the meeting to order at: 2:10 p.m.
2. Roll call of states
and territories
Secretary Gordon Hendrickson (IA) called the roll of the states. He
asked those answering to identify themselves and introduce any deputies,
staff members, SHRAB members, or other guests who were accompanying
them.
| Roll Call |
|
| AL |
Tracey Berezansky |
| AK |
Ken Nail |
| AZ |
David Hoober
Melanie Sturgeon
Richard Pearce-Moses |
| AR |
Lynn Eubank |
| CA |
Doug Stone |
| CO |
Terry Ketelsen |
| CT |
Mark Jones |
| DE |
Russell McCabe |
| DC |
|
| FL |
Jim Berberich
Gerard Clark |
| GA |
David Carmicheal |
| HI |
Susan Shaner |
| ID |
Steve Walker
Robin Wilson (SHRAB) |
| IL |
David Joens |
| IN |
|
| IA |
Gordon Hendrickson
Beth Bannen |
| KS |
Pat Michaelis
Cynthia Laframboise |
| KY |
Barbara Teague |
| LA |
Faye Phillips |
| ME |
Jim Henderson |
| MD |
Ed Papenfuse |
| MA |
Terry French |
| MI |
Sandra Clark |
| MN |
Robert Horton |
| MS |
Julia Marks Young |
| MO |
Kenneth Winn |
| MT |
|
| NE |
Andrea Faling |
| NV |
Guy Rocha |
| NH |
Frank Mevers |
| NJ |
Karl Niederer |
| NM |
Sandra Jaramillo
Randy Forrester
Diane Bird |
| NY |
Christine Ward
Kathleen Roe |
| NC |
Dick Lankford, Jr. |
| OH |
Jim Strider
Pari Swift |
| OK |
Gary Harrington |
| OR |
Mary Beth Herkert |
| PA |
David Haury |
| RI |
Gwenn Stearn |
| SC |
Roy Tryon |
| SD |
Chelle Somsen |
| TN |
Wayne Moore |
| TX |
Gerrianne Schaad |
| UT |
Patricia Smith-Mansfield |
| VT |
Mark Reave |
| VA |
Conley Edwards
Jennifer Davis McDaid
Wayne Demante (SHRAB) |
| WA |
Jerry Handfield |
| WV |
Fredrick Armstrong |
| WI |
Peter Gottlieb
Virginia Fritzsch |
| WY |
Tony Adams
Nathan Bender (SHRAB) |
| AS |
|
| GU |
|
| NMI |
|
| PR |
|
| VI |
|
Also present: Max Evans, Executive Director, NHPRC;
Richard Cameron, Director for State Programs, NHPRC; Victoria Walch,
Program Manager, COSHRC; Jenifer Burlis-Freilich, Assistant Program
Manager, COSHRC
3. Approve Minutes of 2004
Annual Meeting
Sandra Clark moved to approve, Jerry Handfield seconded. Motion carried
unanimously.
4. General Announcements
Vicki Walch went over the reimbursement procedure.
5. Report on National
Digital Information Infrastructure and Preservation Project (NDIIPP)
Bill LeFurgy, Library of Congress, NDIIPP, reviewed recent NDIIPP activities.
Staff is preparing a summary report of what was discussed at the three
workshops that will be distributed to participants and made publicly
available via the NDIIPP website (http://www.digitalpreservation.gov/).
LeFurgy noted that LC sees its primary role as facilitation and has
a strong appreciation of state stewardship of responsibility. Attendees
thought NDIIPP is a good idea, appreciated that library and NDIIPP were
interested in working with the states and in bringing the different
groups together.
Attendees expressed interest in state profiles that would allow them
to see what other states are doing with digitization activities. These
will also be made available via a website after the follow-up survey.
In addition to its work with the state archives and state libraries,
LC has used $14 million to fund a first round of partnerships (8) with
a dollar-for-dollar match.
6. NHPRC report
Max Evans, Executive Director reported news that the Senate appropriations
committee passed a bill with NHPRC at $5 million. This does not match
the House bill which is at $7.5 million. Sometime after the August recess,
a conference committee will reconcile differences.
There are now three ways to apply for grant: (1) Fill out and submit
forms in the NHPRC Grant Guidelines; (2) download forms from the NHPRC
website as PDFs (if you have full version of Adobe Acrobat, you can
fill in online, save, and submit by e-mail); (3) Grant forms are also
available at Grants.gov which can be submitted online by converting
them to PDFs.
NHPRC would like feedback on the Grants.gov application process if people
use it. Reviewers will also be able to access the grants online (for
those grant proposals submitted via Grants.gov).
NHPRC will also be able to send electronic versions of proposals to
the SHRABs for review. It will not be possible to submit draft applications
through Grants.gov for now.
A question was asked about how the Tribal Archives grants are to be
handled. Dick Cameron explained that these grants come in on the normal
October deadline, but they are not reviewed by SHRAB and have a special
review board.
Someone questioned how the SHRAB members’ reviews entered before
the SHRAB meeting and discussion would be handled. NHPRC staff responded
that the dynamics will remain essentially the same. Scores will be updatable
after the SHRAB discussion.
Guidelines on NHPRC website will replace printed guidelines (the current
version of which expires November 1, 2005). The Code of Federal Regulations
will be revised to match the new procedures. NHPRC will want involvement
from the Coordinators on this review.
NHPRC will be filling two positions soon: electronic records and data
tracking.
Dick Cameron and Max Evans thanked the COSHRC members for the work they've
done the last 6 months.
Dick reminded everyone that there is a September 1 deadline for SHRAB
administrative grants. He asked the Council what they would like the
NHPRC to be doing in regard to Administrative grants and regrants if
the National Initiative goes through.
7. President's report
Kathleen Roe thanked everyone for the wild and wonderful year, referred
them to the written list of accomplishments provided before the meeting.
Financial report: David reported on the budget, the organization is
in good financial shape. The only area where the expenditures were higher
than the budget was staff services relating to preparing the grant application.
Highlights of the state of the association included NHPRC funding restoration
and advocacy efforts for which COSHRC did the heavy lift. Roe thanked
the membership for using their contacts for the funding restoration.
COSHRC worked well with the Documentary Editors and other organizations.
Commented that we need to build our depth and make connections on both
sides of the aisle in Congress.
8. National Initiative
Kathleen Roe went over the few changes to the proposed National Initiative
reflecting the discussion at the session held on Thursday afternoon.
She emphasized that this is still a working document, but this is the
proposal that the Council is going forward with. There is additional
language under the “priority” section that makes it clear
that the strategic plan will be created by the SHRAB or whatever entity
fills that role. Overall parameters of the initiative remain the same.
Allowable expenditures. These now include activities regarding education,
but not capital expenditures or the purchase of documents. This money
is separate and not to be considered as part of the NHPRC appropriation.
Formula. The State Archives or its parent organization will administer
the program in each state. Each state will receive a $200,000 base,
with additional funding calculated using a formula based on population
(82%) and area (18%).
Matching funds. Policies to determine whether the matching funds for
regrants will be provided by the state or grantees will be left up to
each state.
Maintenance of effort: Like the LSTA and SHPO programs, the National
Initiative will need to build in a requirement for maintenance of effort
of current efforts of the administering agency to protect the funds.
Allocation of funds. The program will specify minimum amounts of funding
to (1) local government records and (2) direct re-grants to other repositories.
A maximum of 20% will be allowed for administration of the program.
Planning requirements. In order to receive funds, each state must conduct
a statewide needs assessment and develop a 5-year plan for how the program
will be implemented that is based on that assessment. The 5-year plan
will be recertified each year. States should be able to submit the narrative
plans online.
Distribution of funds. There will be a two-year grant period, with allocations
made one year at a time.
Chris Ward (NY) moved to accept the proposal. Steve Walker (ID) seconded.
Motion carried unanimously.
9. NARA and the States
The National Archives is going to be forming an Electronic Records Archives
(ERA) advisory committee and has asked for recommendations from the
Coordinators on who would do a good job.
National Archives Strategic Plan. COSHRC Board will respond on behalf
of the organization and also encourages individual states/SHRABs to
respond.
10. Collaboration with
SAA, NAGARA, AASLH, other organizations
Roe reported on several collaborative efforts during the last year,
including the joint SAA-CoSA-NAGARA Advocacy Task Force; development
of the eBay statement, and plans for the 2006 joint annual meeting.
A luncheon for SHRAB members is planned at the SAA annual meeting in
New Orleans.
National Initiative. AASLH issued a resolution supporting the Archival
efforts on the National Initiative. The CoSA Board will respond with
a resolution supporting AASLH's efforts for museums.
11. Old business:
Mission and strategic goals. The revised mission and goals were distributed
asked for any discussion: Roy Tryon (SC) moved to approve, Ed Papenfuse
(MD) seconded, motion carried unanimously.
12. New business:
Changing organization's name to Council of State Archivists (CoSA).
Kathleen Roe reviewed the rationale for changing the name. Jim Henderson
(ME) moved to put the proposal on the floor. Steve Walker (ID) seconded.
Proposed resolution:
Be it resolved that the bylaws of the Council
be amended at its July 2005 meeting in Richmond, Virginia, to change
Section 1.1, Name, to read as follows:
Section 1.1. Name. The name of this organization shall be the Council
of State Archivists, Inc.
Roe opened the floor for discussion and recognized
Henderson who expressed a mild objection because he felt that what the
Council has been doing has nothing to do with the job of state archivist.
He suggested "Council for the American Record" and moved to
substitute the name “Council for the American Record.” Frank
Mevers (NH) seconded. Following discussion, Jim Henderson motioned to
withdraw his motion.
Call for a vote on the name change. One nay, one
abstention. Motion carried by majority.
Pat Michaelis (KS) asked about the involvement of
the state archives in the NDIIPP process. Roe reported that the archivists
seemed to be well involved in the process. Further discussion ensued.
The CoSA Board has proposed an awards program. Sandra
Clark (MI) provided an overview. It would recognize people outside the
field who make an outstanding/exceptional contribution to archives.
The Board will come up with criteria and send them to the membership
for review and discussion. Chris Ward (NY) asked whether the award would
be tied to any event. Clark responded that we would be looking for opportunities
like that.
13. Nominating committee
report.
Secretary Gordon Hendrickson reported on behalf of the Nominations Committee
which consisted of Hendrickson (IA), David Carmicheal (GA), and Gwenn
Stern (RI).
Those nominated for the COSHRC Board of Directors included David Carmicheal
(GA) and Sandra Jaramillo (NM). There being no nomination from the floor,
Jim Henderson moved that the nominations be closed that the membership
let the secretary make the election with one vote. Dick Lankford seconded,
motion carried unanimously. Hendrickson cast the affirmative vote. Motion
carried.
14. Recognition of service
to COSHRC
Roe presented gifts to Conley Edwards, Jennifer McDaid, and Joye Berry
of the Library of Virginia for their work on the SHRAB manual and orientation
program during 2004-05. She also recognized COSHRC staff members Jenifer
Burlis-Freilich and Vicki Walch.
Karl Niederer read a resolution on behalf of the COSHRC Board detailing
Kathleen Roe’s many accomplishments during her presidential year.
15. Adjournment
Motion to adjourn the formal business meeting carried. Meeting adjourned
at 4:20 p.m.
Submitted by:
Jenifer Burlis-Freilich, Assistant Program Officer,
on behalf of Gordon Hendrickson, Secretary
