1. Call to order
David Carmicheal, president, called the meeting to order at 10:06 am
ET.
2. Roll call of the states
and territories
Gordon Hendrickson, secretary/treasurer, called the roll of the States
and Territories. The following representatives were in attendance:
| Roll Call |
|
| Alabama |
Edwin Bridges
Tracey Berezansky |
| Alaska |
Ken Nail |
| Arizona |
Melanie Sturgeon
Gladys Ann Wells |
| Arkansas |
Wendy Richter |
| California |
Nancy Zimmelman
Cindy Bailey and
Linda Johnson |
| Colorado |
Terry Ketelsen |
| Connecticut |
|
| Delaware |
Russell McCabe |
| District of Columbia |
|
| Florida |
Jim Berberich
Gerard Clark |
| Georgia |
David Carmicheal |
| Hawaii |
Luella Kurkjian |
| Idaho |
Steve Walker |
| Illinois |
Elaine Evans |
| Indiana |
Jim Corridan |
| Iowa |
Gordon Hendrickson |
| Kansas |
Patricia Michaelis
Matt Veatch |
| Kentucky |
Jim Cundy
Barbara Teague |
| Louisiana |
Alfred Lemmon |
| Maine |
James Henderson
Donna Grant |
| Maryland |
Timothy Baker
Kim Collins Moreno |
| Massachusetts |
John Warner |
| Michigan |
Mark Harvey
Sandra Clark |
| Minnesota |
Robert Horton
Irene van Bavel |
| Mississippi |
Julia Marks Young |
| Missouri |
Kenneth Winn
Alana Murray |
| Montana |
Jodie Ann Foley |
| Nebraska |
Andrea Faling
Salvadore Barragan |
| Nevada |
Guy Louis Rocha |
| New Hampshire |
Frank Mevers |
| New Jersey |
Karl Niederer |
| New Mexico |
Sandra Jaramillo
Daphne Arnais-DeLeon |
| New York |
Christine Ward
Kathleen Roe |
| North Carolina |
Jesse (Dick) Lankford |
| North Dakota |
Gerald Newborg |
| Ohio |
Jelain Chubb |
| Oklahoma |
Gary Harrington |
| Oregon |
Dan Cantrall |
| Pennsylvania |
David Haury
David Shoff |
| South Carolina |
Rodger Stroup
Roy Tryon |
| South Dakota |
Chelle Somsen |
| Tennessee |
Wayne Moore
Jami Awalt |
| Texas |
Chris LaPlante |
| Utah |
Patricia Smith-Mansfield |
| Vermont |
Gregory Sanford |
| Virginia |
Conley L. Edwards
Jennifer Davis McDaid |
| Virgin Islands |
Susan Laura Lugo |
| Washington |
F. Gerald Handfield
Adam Jansen |
| West Virginia |
Fredrick Armstrong |
| Wisconsin |
Peter Gottlieb |
| Wyoming |
Tony Adams |
| Other attendees: |
|
| CoSA Staff |
Jenifer Burlis-Freilich |
| CoSA Staff |
Vicki Walch |
| CoSA Staff |
Katherine Corsaro |
| NHPRC |
Dick Cameron |
| NHPRC |
Max Evans |
| NHPRC |
Kathleen Williams |
3. Approval of July 2005
minutes. Carmicheal entertained a motion to approve the minutes
from the July 2005 Business Meeting. Sandra Jaramillo (NM) so moved,
Jack Warner (MA) seconded, motion carried unanimously.
4. General announcements.
a. Reimbursement process
Vicki Walch went over the reimbursement process and deadlines.
5. President's state of the association
a. Financial report: David
Carmicheal made the financial report. NARA entered into a Cooperative
Agreement with CoSA and paid $25,000 to work on Emergency Preparedness.
Repurposed $20,000 of the current NHPRC grant to work on hurricane response.
MyFamily.com is also making a generous donation of $35,000 to allow
the Emergency Preparedness Initiative to progress. Thirty-seven states
have paid 2006 dues to date, average dues are just over $1,200.
b. Highlights of 2005-2006 accomplishments,
continuing issues
i. Manual on governors’
records: Chris Ward (NY) presented the advance copy for the membership
to peruse. Recognized those people who contributed to the reworking
of the Governors Manual by presenting certificates to: Christine Ward
and Chris LaPlante (co-chairs of the task force), and Tony Adams, Conley
Edwards, Carolyn Foster, David Haury, Geof Huth, David Johnson, Mark
Jones, Glen McAninch, Jennifer Davis McDaid, Gregory Sanford, Caryn
Wojcik.
ii. Model LDS microfilming
contracts
Mark Harvey (MI) is working on contracts
that the various states have with the LDS. Collecting information, would
like to hear from any states that have contracts, asked all states to
contact him.
iii. Online sale
of Government Records: passed a statement a few years ago. CoSA
has a webpage that points to those pages on the individual state websites,
that details the contact information for that state, and any statutes
or regulations that regulate the sale of government records on the online
auctions.
iv. Emergency Preparedness
Initiative: David Carmicheal urged everyone to turn in their
assessments and Pocket Response Plan, so that all 50 states can be turned
in to Allen Weinstein to deliver to the President. Thanked those people
working on the project.
v. Current Grant
Projects: Carmicheal summarized the accomplishments to date.
vi. NHPRC funding
restoration & advocacy efforts. Carmicheal urged everyone
to continue to respond to the requests for action.
vii. Partnership
for the American Historical Record: Will take a long term commitment
and a lot of effort. Board decided yesterday, after the PAHR
discussion, to send a letter to SAA Council, and the NAGARA Board, to
ask them each to appoint 2-3 people to work on a Task Force.
6. Report from NHPRC
David Carmicheal asked Max Evans, Executive Director of NHPRC, to give
the report from NHPRC.
Evans presented his vision of where NHPRC is going.
NHPRC is moving to an online grant application process. Guidelines are
no longer published, everything is online. Current announcements includes
usual projects, but also, change in educational offerings. Instead of
Archival Fellowships, trying to identify an academic institution that
would take on an annual archival leadership institute. Will cover advocacy,
marketing, etc. The process is on the fast track - applications are
due by October 2, will be determined at November meeting, funding available
in January, so that the institute can be held next summer. Currently
accepting applications from institutions.
Went over the new Archival Digitization Initiative
- NHPRC has decided that there is a need for advocacy but also accommodation,
demonstrate not only keepers of the records but users of the best technology
as well for delivery of the records to the research community. Looking
for archival collections, not exhibits. Up to three projects funded
at up to $250,000 each will be funded this year.
Evans then entertained questions: Ed Bridges (AL)
asked if there was any preliminary interest in the institute. Evans
responded: SAA is interested in cooperating, they've talked to some
institutions, do not have the details right now.
Tony Adams (WY) asked if the digitization initiative
would include funds to convert the digital to microfilm. Evans responded:
grant announcement allows for hybridization of the proposals, but not
required.
David Carmicheal (GA) asked if the Commission was
moving toward allowing digitization in regrants. Evans responded: moving
toward, but still concerned about the high cost.
Evans: next year, will still do processing documents,
but at a lower level of detail - work on getting control of everything
first, worry about detailed information later. In-depth processing grants
may be more discriminating in the future.
Electronic records grants - have supported research
and development of electronic records since 1978. Very few states currently
have electronic records programs - those that do, very shallow in terms
of staffing. NHPRC would like to steer some of NHPRC money to support
that. Going to begin supporting projects that support development of
programs, steering away from the research and development. Let some
of the others provide research and development (not ongoing programmatic
support).
Questions: Gary Harrington (OK) asked about current
status of funding for federal records held by state archives. Evans
responded: there needs to be a discussion between CoSA and the staff
at NARA on that subject.
7. MyFamily.com presentation
David Carmicheal introduced Michael Sherrod, Vice
President for Community and Publishing, Content and Development, and
Ron Fox, of MyFamily.com.
Sherrod presented a check for $35,000 to David Carmicheal
for the Council of State Archives in support of the Emergency Preparedness
Initiative.
Sherrod then addressed the membership on possible
future collaborations and entertained questions.
8. CoSA 2006-2007 projects/activities.
Vicki Walch went over deadlines and activities for
current projects.
9. Discussion of Partnership
for the American Historical Record (PAHR)
Kathleen Roe (NY), Government Relations Task Force
chair, reported. The Task Force is making a written request to the President
of the United States and OMB asking that the Partnership be funded and
be placed in NHPRC. Will be looking for a specific line item in the
NARA budget. Will be asking SAA to commit to a formal agreement, will
also ask NAGARA. Will be working with other groups (NASS, etc.) to work
on establishing PAHR. Will be developing a list of those organizations
to work with most closely. Task Force will be developing a "connections
tree” - people in Congress, etc., that we need to get to. The
Task Force will not be asking CoSA members to call on them all the time.
The Task Force will develop materials to use when making visits.
Gordon Hendrickson (IA) thanked Kathleen on behalf
of the board for her leadership. Ed Bridges (AL) mentioned that at the
first meeting of the state historical records coordinators, Charles
Lee suggested this program, appreciates that the Board and Kathleen
have made it happen.
David Carmicheal (GA) also expressed appreciation
to the members for their support and input in the process.
10. Old business.
There was no old business.
11. New business
The Board has adopted a resolution asking for two
amendments to the bylaws.
The Board of Directors of the Council of State
Archivists proposes the following amendments to the organization's bylaws
which will be voted on during a meeting of its members to be convened
by conference call to be held between September 5 and September 22,
2006:
Amendment #1:
In Section 1.1, Name, "Inc." will be removed following the
name of the organization so that the text reads: "The name of this
organization shall be the Council of State Archivists."
Amendment #2:
In Section 5.2, regarding the number of members of the Board of Directors,
the maximum number shall be increased to nine, so that the text reads,
"The number of Directors shall be no fewer than five (5) and no
greater than nine (9)."
Carmicheal asked for a motion to accept the resolution.
Sandra Clark (MI) so moved, Steve Walker (ID) seconded. There being
no discussion, the motion carried unanimously.
12. Nominating committee
report
Gordon Hendrickson (IA) made the report of the Nominating
Committee, which consisted of: Gordon Hendrickson (IA), Conley Edwards
(VA), and Andrea Faling (NE). David Carmicheal (GA) has offered to resign
from his term, but not his past presidency. Karl Niederer (NJ), Gordon
Hendrickson (IA), and Conley Edwards (VA) are also going off the board.
Proposed nominations: Patricia Michaelis (KS), David
Haury (PA), Chris LaPlante (TX), Karl Niederer (NJ)
Hendrickson recommended the adoption of the nominating
report.
Peter Gottlieb (WI) moved to accept the nominations
of the nominating committee.
Jerry Handfield (WA) seconded. No discussion. Motion
carried unanimously.
a. Election of new board
members
The nominations of the nominating committee were adopted by acclamation.
13. Recognition of service
to CoSA
Karl Niederer presented resolutions and certificates
of recognition for service to CoSA.
For their work on developing the assessment and
Pocket Response Plan as part of CoSA’s Emergency Preparedness
Initiative: Maria Holden and Christine Wiseman.
Special recognition was given to Richard Cameron
on the occasion of his planned retirement at the end of October 2006
as Director of State Programs for NHPRC.
Cameron thanked the Council for the sincerity of good wishes. Merely
the facilitator, members have done all the work, Could not be more proud
of the Council for its clear vision, wishes us luck getting there. (Karl
- Dick will go down in history as the "great facilitator)
For service as CoSA’s president, 2005-2006:
David Carmicheal.
Carmicheal thanked the membership.
Niederer moved the resolution
Presented Vicki Walch and Jenifer Burlis-Freilich
with name plates for their desks, Executive Director and Program Officer.
Presented Kathleen Roe with a bottle of wine, for
her advocacy work.
14. Adjournment of formal
business meeting
Meeting adjourned at 11:45 am
Submitted by:
Jenifer Burlis-Frelich
CoSA Program Officer
