Society of
Georgia Archivists
Board of Directors’ Meeting
Georgia Archives
24 July
2009
PRESENT:
Christine de Catanzaro, Jamal Booker, Suzanne Durham, Mandi Johnson, Brian
Wilson, Renna Tuten, Brittany Parris, Jeffery Seymour, Traci Drummond,
Katherine Shirley, Kristy Dixon, Elizabeth Russey, Jody Thompson, Courtney
Chartier, Morna Gerrard, Lynette Stoudt, Teresa Burk, Susan Potts McDonald,
Marie Force
CALL
TO ORDER:
President Christine de Catanzaro called the meeting to order at 10:15 a.m. She
introduced guests SGA Associate Webmaster Brittany Parris and Georgia Archives
Month Co-Chair Kristy Dixon.
APPROVAL OF MINUTES:
The minutes of the May 1, 2009 Board meeting were distributed by email prior to
the meeting. The Board unanimously approved the minutes.
OFFICERS' REPORTS
Treasurer:
Treasurer Jamal Booker reported on
finances through July 22: income: $8,413.19, expenditures: $3,241.11. Cash on
hand: $38,033.64 and scholarship funds: $30,120.19, total $68,153.83
Now that Georgia Archive Month is fiscally under SGA, we are looking for a
sustainable plan that we can put in place for GAM payments and expenditures.
Recommend reimbursement/invoicing SGA. General agreement from those present to
this plan.
Archivist:
Archivist Suzanne Durham reported that she is waiting for changes from the
Board to her proposed retention schedule and series description for SGA. Board
members were invited to comment and make changes. See Old Business for
further discussion.
When
series descriptions and schedule are finalized, she will go through the SGA
records in her possession and weed or transfer to the state archives as
appropriate.
Administrative
Assistant:
Administrative
Assistant Mandi Johnson reported that current membership (as of 15 July 2009)
stands at 222, including 31 new members for 2009, including 19 new student
members. Very good numbers. Strong Georgia State University representation
among the new student members.
Scholarship
fund gifts for 2009 stand at $750, compared to $940 one year ago. Need to
encourage online donation.
Christine
de Catanzaro suggested sending a listserv message out reminding everyone to
give online to SGA scholarships. Courtney Chartier agreed a good idea, and said
she was also thinking of a scholarship fund/auction request flyer for the
annual meeting packet.
President:
President Christine de Catanzaro reported that she:
1.
Represented
SGA at the 24th Annual Governor’s Awards in the Humanities Luncheon
(with Past President, VP/President Elect, Newsletter Editor - May 7).
2.
Represented
SGA at Georgia Archives Institute reception – June 11.
3.
Met
with Provenance Sub-Committee (Past
President, VP/President Elect, Provenance
Editor, Susan Hoffius) – June 4.
4.
Met
with reps from Outreach/40th Anniversary/Program/Local Arrangements
Committees and Website/Newsletter re: publicizing Annual Meeting – July 7.
5.
Coordinated
with Susan Hoffius, 1st Year Director re: plans for joint meeting
with SCAA in 2010 – June/July.
6.
PAHR
– Encouraged further lobbying for the bill through the SGA Listserv, article in
summer newsletter – June/July.
7.
Updated
President’s timetable on website – June 18.
8.
Presidents’
Meeting with Past President, VP/President Elect – July 16.
PUBLICATIONS
REPORTS
Provenance:
Editor Brian Wilson reported:
1.
2008
issue of Provenance is printed and should be delivered soon.
2.
Three
articles ready for next edition are being edited now.
3.
Have
two articles in the works for the following edition, but looking for more to
add to the pipeline.
4.
Working
on a page or an inclusion to the Provenance section on the SGA website
with clear guidelines for authors submitting articles to the journal.
5.
Provenance sub-committee met on June 4th.
Good meeting and planning to meet again on August 20th.
Wilson
asked those present to let him know about any papers being presented or people
seeking places to publish their work.
Christine
de Catanzaro asked Wilson to give some of his business cards to Traci Dummond
or Courtney Chartier for Provenance promotion at the SGA booth at SAA in
Austin.
Newsletter:
Renna Tuten was attending her last Board meeting as Editor. Caroline Hopkinson
will be Editor with the Fall 2009 issue. Tuten reported that editor transition
going smoothly. Will transfer working files to Hopkinson soon. Posted the
current issue of the SGA Newsletter 41:2 (Summer 2009) to the SGA
website, and notified members on July 6th.
Tuten is
looking for volunteer(s) to write a feature article on the conference and
perhaps another about Savannah.
The Board
reviewed and approved a list of possible questions for a newsletter survey.
Traci Drummond suggested adding a question about how informed you feel about
archival activities and work going on
in the state.
Christine
de Catanzaro thanked Tuten for her excellent work and dedicated service.
Website:
Website Editor Abby Griner was absent, but submitted a written report.
Associate Editor Brittany Parris who presented it at the meeting.
1.
All
.soga.org URLs now redirected to the new Wild Apricot site.
2.
Old
.soga listervs still up and running. Forms Forum listserv created.
3.
1969-2009
added to the website logo.
4.
Added
40th anniversary image and flyer to the front page and to the annual
meeting page.
5.
Developed
website survey questions that need Board review and approval. See New
Business for discussion.
6.
Updated
amount of Gracy Award to $200 on website.
7.
Forms
Forum developed by Traci Drummond is live.
8.
Google
Analytics working now and tracking visitors to new site: 749 unique visitors
from May-July 20, 2009.
9.
SGA
Board members gradually adding more dynamic content to Facebook and Blog.
10. Annual meeting information and
registration posted on website.
Traci
Drummond noted that she will be doing the blog for the Annual Meeting, but does
not have access with her permissions to add a title bar to the template for the
Blog. She needs additional permissions.
Christine
de Catanzaro asked about job listings post/removal process (she had seen jobs
still posted that she knew were filled). Brittany Parris agreed that the job
listing process does need to be streamlined.
Listserv:
Listserv Manager Jeffery Seymour gave a verbal report:
1.
Listserv
developed problem about 1 ½ months ago – probably because still connected to
old server software to retain soga.org addresses. Working with Abby Griner on
the problem.
2.
Unable
to change setting for size of e-mail attachments. Set too low (150 km).
3.
Suggest
switching to gmail if cannot resolve problems next month.
Teresa
Burk has the Annual Meeting flyer that needs to go out quickly. Seymour will
circumvent the listserv and e-mail the Annual Meeting announcement and flyer to
the membership directly so file size is not an issue.
Subscriptions
Manager:
Subscriptions Manager Traci Drummond reported that she:
1.
Processed
1 subscription renewal, for a total of 26 subscribers as of July 17th
(we had 60 subscribers in 2008).
2.
Processed
2 back issue orders and responded to 2 claims.
3.
E-mailed
Newsletter 41:2 (Summer 2009) to institutional subscribers and submitted
it to Georgia Tech for the dark archives.
COMMITTEE
REPORTS
Archives Month Liaison: Georgia Archives Month Co-Chairs Katherine
Shirley and Kristy Dixon reported that the poster “Quench your thirst for
history” has gone to press. They passed one around the table, and everyone
present agreed that designer Felicia Johnson at the Digital Library of Georgia
created a beautiful poster. The Board greatly appreciates the donation of her
time and skills.
They also
reported:
1.
Package
of poster, flyer and letter will be mailed out second week in August to
institutions, not individuals.
2.
Confirmed
sponsors: GHRAB, Georgia Archives, Coca-Cola, Digital Library of Georgia, The
Metal Edge, Walter H. Hopkins Company, SGA
3.
Working
with Membership Committee to set up a tour in celebration of Archives Month.
4.
A
survey subcommittee was established to create a survey for GAM participants to
evaluate the annual celebration.
Board
members requested to submit October events for GAM section of SGA website page.
Kat
Shirley will e-mail GAM’s mailing list to Teresa Burk for to use for Annual
Meeting promotion.
Education
Committee:
Education Committee Chair Elizabeth Russey reported that the Spring workshop
“Grant Writing for Archivists” took place on May 8th at the Georgia
Archives. Grants instructor was Jack Smith. 20 attended (8 non-members).
Evaluations were generally good. Workshop cost: $727.26 (budgeted $1121.80).
Everyone
present reviewed a list of possible Fall workshop topics. By a show of hands,
majority selected: exhibit development and design. Education Committee will
work on planning and speaker for this workshop. Morna Gerrard asked that the
workshop include online exhibits, with general agreement from those present.
Gerrard
also noted that the Oral History Association is meeting in Atlanta next year
and this will be a good opportunity for partnership for oral history workshop
next year. Will keep everyone posted.
Membership:
Membership Committee Chair Jody Thompson reported:
1.
Mailing
addresses for library schools and history programs sent to Teresa Burk for
Annual Meeting promotion.
2.
Welcome
letters sent to 12 new members as of July 20th.
3.
Fox
Theatre tour took place on July 10th. Good attendance: 18 members.
Photos of tour posted to Facebook and Dark Archives.
4.
Thompson
gave Traci Drummond SGA items for SAA Office Hours. Drummond and Courtney
Chartier will staff the SGA booth on August 14th.
5.
Working
on Mentor/Mentee program proposal.
a.
Setting
up Google docs account since one of our committee in Athens. It is an SGA
account, so we will test and anyone can use it.
6.
Scheduling
another tour during Georgia Archives Month.
Scholarship:
Committee Chair Courtney Chartier reported:
1.
Edward
Weldon Scholarship was awarded to Nora Lewis of GHS. Only three applicants.
2.
Past
issue of newsletter included articles from 2009 recipients Donnie Summerlin and
Carol Waggoner-Angleton.
3.
Chartier
is working on a Web form to replace application for next year.
Nominating:
Nominating Committee Chair Morna Gerrard reported that she e-mailed the
membership to announce extension for nominations (June 5) and met with the
committee to evaluate nominations (June 17).
Pleased
with number of responses to the Fellows application, but forms really varied in
completion. Next year, will be very explicit about completion of form to ensure
fair scoring of content. Used very broad scoring across all the areas of the
form. Maybe should focus on strengths instead, such as scoring top three areas.
Gerrard
welcomed comments about the Fellows nominating process, tool used and scoring
process. Susan Potts McDonald suggested maybe ask for letters of
recommendation. See New Business for further discussion and voting.
Planning
to open SGA nominations to entire membership and encourage those not thinking
of joining the Board to consider.
Need to
talk with Susan Potts McDonald about portion of 40th anniversary
budget for recognition of Fellows (Nominating budget is $100).
2008
Annual Meeting:
First Year Director Lynette Stoudt reported:
1.
Committee
met on May 5th to finalize session topics/speakers.
2.
Conducted
“Name the 40th Annual Meeting” contest. Ed Weldon won with “What’s
Prologue is Past: SGA Faces the Future at Forty.”
3.
Solicited
South Carolina archivists organization regarding possible joint meeting in
2010.
4.
Contacted
conference facilities in Atlanta, Augusta, Macon and Milledgeville as 2010
annual meeting venues.
5.
Confirmed
all session topics and speakers.
6.
Confirmed
all but two session moderators.
Stoudt
asked those present to consider volunteering as a session moderator.
Stoudt
asked Board members to send her any moderator recommendations. She will contact proposed moderators and
finalize schedule by end of May.
Other
Board members encouraged Stoudt to send out “save the date” card as quickly as
possible even if all speakers not finalized.
Will highlight the keynote speaker.
Second
Year Director Teresa Burk reported:
1.
Debra
Rouse (SCAD, Savannah) has joined the local arrangements committee.
2.
Hotel
room block for the Savannah De Soto Hilton: 11/3: 10 rooms, 11/4: 35 rooms,
11/5: 45 rooms. SGA discounted room rate: $139 per night (up to 2 people/room
at this rate) plus tax and $11 per day for parking. Room block will be released
October 9th.
3.
Will
be coordinating with 40th Anniversary and Education Committees on
use of catering services. Decided to have heavy appetizers rather than dinner
for the reception. This will give us more flexibility with the breaks which is
what people requested in the survey last year.
4.
Beginning
to plan vendor tables/space.
5.
Working
with Jeffery Seymour to send out PDF postcard of the annual meeting
announcement. Print version (100) will be taken to SAA and distributed.
Membership shared mailing list. Will contact Administrative Assistant for SGA
membership list.
6.
Registration
is now open on the website and via downloadable paper registration form. The
annual meeting is more visible than ever before, and I thank Jamal Booker, Abby
Griner, Brittany Parris and Mandi Johnson for their assistance with online
meeting registration set-up and Web visibility.
7.
Vendor
fees are $350 per table. Proposing additional options for vendor visibility at
SGA: SGA newsletter advertising and vendor logos on back of a SGA anniversary
tote bag as part of vendor package for annual meeting. Sill working out pricing
and logistics.
Burk
requested those present to let her know needs for room set-up (reserved a table
for Membership).
Morna
Gerrard asked when we register online is there a check box for bringing
partners to the reception. Teresa Burk said there was not that option
currently, but agreed with others that it is a good idea to offer guest
options, especially with the 40th anniversary and Savannah location.
Burk will
coordinate setting guest fees, updating form and reloading it on website. Guest tickets will be printed and added to
packet. Local Arrangements Committee will have double-fee, on-site guest tickets
available for purchase at the reception.
40th
Anniversary:
Susan
Potts McDonald gave a verbal report:
1.
40th
anniversary presence now on SGA website.
2.
Work
started or completed on historical components, including officers 1969-present,
scholarship and Gracy award recipients 1991-present, Provenance editors,
workshops 1990- present and Fellows 2009-present.
3.
To
do: update SGA timeline from 30th anniversary. Will probably use
minutes to do so.
4.
Have
all current addresses of past presidents. Committee idea to offer price break
to past presidents to encourage attendance.
5.
Two
good leads for jazz trio.
6.
Anniversary
cake planned.
Teresa
Burk made a motion to offer all past SGA presidents an invitation to attend the
2009 annual meeting’s reception free with one guest. Motion passed unanimously.
Burk will
include a RSVP card with the invitation to past presidents.
Susan
Potts McDonald will coordinate with Teresa Burk about take-away gift (tote bag,
etc.) and with Morna Gerrard about Fellows identification item (ribbon on name
tag or more permanent button). She will also coordinate with Christine de
Catanzaro and Teresa Burk on program for reception.
Susan
Potts McDonald to circulate a written report by e-mail to the Board.
Outreach
Committee:
Christine de Catanzaro shared the minutes of the Outreach
Committee meeting of July 7th. Committee made up of 40th
Anniversary, Local Arrangements, Membership, Website and Newsletter Committee
Chairs.
The Outreach Committee will continue
its work in 2010. It may become a full-fledged committee.
OLD
BUSINESS
Forms
Forum:
Traci Drummond reported that all forms received so far have been posted online.
Contacted University of Washington about permission to post their good online
film preservation manual. Sent Facebook and SGA listserv announcements.
Planning to send press release-type announcement to SAA listserv. Courtney
Chartier making “Ask Me about Forms Forum” Georgia-shaped buttons for SGA
representatives at SAA to wear and Traci Dummond to make information cards.
Jody Thompson
will e-mail Archives Institute flyer to Traci Drummond (re: Forms Forum
promotion).
Christine de Catanzaro said that as Jamal noted, this is a
unique SGA project--even SAA doesn’t have this service. Jamal Booker suggested
may want to make Forms Forum more prominent on the website. Several present
agreed.
Brittany Parris and Abby Griner will look into a scrolling
banner for Forms Forum on the website.
Updates
to Administrative Handbook:
Jody
Thompson and Morna Gerrard will e-mail updated sections to Board for review and
discussion at next Board meeting. Others will look at their sections as
schedule permits. Christine de Catanzaro noted that this is a rolling project
that will extend into next year.
ANNOUNCEMENT
Elizabeth
Barr joined the meeting at this point and spoke for five minutes and passed out
flyer about new GHRAB program to help local governments and historical
repositories digitize their records (September 1st deadline).
Brittany
Parris will post information about the grant on SGA website.
OLD
BUSINESS (Continued)
Provenance
Electronic Format updates:
Jody
Thompson reported that for now will focus on making back issues of Provenance available electronically to
all on SGA website. Current issue will be password protected. Using SAA somewhat
as a model. Will examine vendor database agreements re: violations of contract.
Confirmed with Abby Griner that SGA website can handle the PDFs.
This
change will drop providing back issue copies from Subscription Manager duties.
Will add Traci Drummond to subcommittee when planning gets to that point.
Education
Fund plans:
Elizabeth
Russey and Christine de Catanzaro recommended that the President appoint an ad
hoc committee of the Treasurer, President and Education Chair, with one or two
additional Board members, to allocate responsibilities for these funds.
Christine de Catanzaro suggested holding action until next year after we see
where Savannah meeting leaves us financially. General agreement. Will continue
to pursue next year.
Vendors
proposal:
Renna
Tuten and Teresa Burk led discussion about coordinating newsletter and annual
meeting vendor solicitations. Elizabeth Russey suggested a large sponsorship
(approximately $1200) to include annual meeting, newsletter and Georgia
Archives Month. General interest in this idea. Issues mentioned with timing
publication of newsletter for annual meeting vendor ads. Christine de Catanzaro
suggested continuing discussion by e-mail.
SGA
Retention Schedules proposal:
General
discussion about Archivist Suzanne Durham’s proposed retention schedule and
series. Board members thanked Durham for her excellent work preparing these
documents.
Jody
Thompson suggested the Retention Subcommittee split up the list and contact
those responsible for each area’s records and work on what they should retain.
Teresa
Burk recommended that the Local Arrangements Committee be rolled up as part of
Annual Meeting Committee. Jody Thompson recommended making Local Arrangements
records permanent, not 7-years, retention. Based on records management
practices, only human resources and financial information should be 7-year
retention, all other records permanent.
Thompson
noted that if we store records with 7-year retention at the Georgia Archives,
we need to make sure SGA can purge files held at the Georgia Archives
ourselves. Suzanne Durham said other option is that the SGA Archivist keep
records with 7-year retention schedule so SGA can do own purging.
Retention
Subcommittee will work on proposed retention schedule and series further and
report back to the Board.
NEW
BUSINESS
Annual Meeting 2010 Venue proposal:
Lynette
Stoudt reported results of hotel prices and facilities research for proposed
venues. Those present by show of hands unanimously selected Augusta as venue
for 2010 annual meeting.
Christine
de Catanzaro will contact Susan Hoffius of the South Carolina archivist
association to let her know about SGA’s Augusta venue in 2010 and invite her to
co-host a joint conference.
Call for Officers/Committee Chairs for 2010:
List distributed and reviewed of open
elected and open appointed positions in 2010. Christine de Catanzaro and Morna
Gerrard encouraged outgoing Board members to nominate themselves for same or
new position. They also invited all SGA members to nominate themselves or
others for open positions.
Gerrard asked Board members let the
Nominating Committee know in the next 2-3 weeks if anyone needs to leave their
term early.
Website/Newsletter Survey proposal:
Newsletter questions reviewed earlier. See SGA Newsletter under Publications
Reports.
Reviewed website questions. Jamal
Booker suggested adding a question specifically about the online payment
process. Those present agreed.
Christine de Catanzaro recommended
doing the survey sooner, rather than later, to avoid Annual Meeting activity.
Logo:
Christine de Catanzaro reported that
she contacted designer Felicia Johnson, who created this year’s Georgia
Archives Month poster, about designing a logo for SGA as a donation. Johnson
was interested, but we need to determine work involved and production schedule.
Hope to get logo in place in time for use on the annual meeting give-away.
Christine de Catanzaro and either
Brittany Parris and Teresa Burk will meet with Johnson in Athens and report
back to the Board.
Burk noted that the Local Arrangements
Committee does not have resources to lead this project.
Elizabeth Russey suggested perhaps we
could unveil the logo at the Annual Meeting’s reception instead? Brittany
Parris added that we could have a second or third logo option on display also
and allow members to vote for their favorite. Kristy Dixon and Courtney
Chartier volunteered to help with the display/voting at the reception if
needed. Others commented that it may be harder for the designer to create 3
options instead of 1 logo.
The subcommittee will discuss these
ideas with Felicia Johnson and report back.
Jamal Booker suggested that we could
offer Johnson a free membership to SGA for a year.
Fellows Nominations:
During the final forty-five
minutes of the meeting the Board discussed and voted on the 2009 Fellows
nominations. Also decided:
1.
Add/clarify the Fellows Program nomination guidelines.
2.
Fellows will be limited to two the following year.
3.
Deceased members can be nominated.
ANNOUNCEMENTS
Christine de Catanzaro announced that
next Board meeting was Friday November 6 in Savannah. It will be a lunch
meeting after the Annual Meeting morning session with all incoming and outgoing
members. [Note: Meeting date later changed by e-mail to November 4, 2009, from
5:15-6:45 p.m.]
ADJOURNMENT
There
being no other business the meeting was adjourned at 2:10 p.m.
ADDENDUM TO MINUTES
The
following items of business were proposed and voted on by e-mail in September
and October 2009. All motions were unanimously approved:
1.
On
September 2, 2009, Suzanne Durham made a motion to approve a revised proposal
for a records retention schedule for the SGA Archives.
2.
On
September 14, 2009, Christine de Catanzaro made a motion to extend to SGA
Fellows free admission to the reception at the Annual Meeting.
1.
On
September 28, 2009, Christine de Catanzaro made a motion to nominate the
following for open appointed positions for 2010: Renna Tuten – Education Chair;
Kristy Dixon – Scholarship Chair, Courtney Chartier – Outreach Chair, Meredith
Torre – Associate Newsletter Editor, Kevin Fleming – Associate Website Manager.
2.
On
September 28, 2009, Jody Thompson made a motion on behalf of the Membership
Committee to approve a revised Mentor Program proposal.
3.
On
October 9, 2009, Christine de Catanzaro made
a motion to raise the membership fees for 2010 as follows:
Membership Level
Contributing $35.00 (USD) Subscription
period: Year Automatic renewal: no New - $40.00
Couple $30.00 (USD) Subscription period: Year Automatic renewal: no New -
$40.00
Individual $25.00 (USD) Subscription period: Year Automatic renewal: no
New - $30.00
Patron $100.00 (USD) Subscription period: Year Automatic renewal: no New
- $100
Students $10.00 (USD) Subscription period: Year Automatic renewal: no New
- $15
Sustaining $50.00 (USD) Subscription period: Year
Automatic renewal: no New - $60
4.
On
October 20, 2009, Jody Thompson made a motion to approve revisions to the
Membership Committee Handbook.
Respectfully
submitted on October 30, 2009,
Marie
Force
SGA Secretary