Minutes of the meetings.
Minutes from past meetings of the membership and Executive Board.
Minutes of the Executive Board of the New Hampshire Archives Group
October 18, 2016
NHTI Library / Concord, NH
Present: Nicole Luongo Cloutier, Rodney Obien, Jim Perkins, Alice Staples, Cynthia Swank, Anne Wirkkala
Absent: Betsy Holmes, Cynthia Swank
Guests: None
1) The meeting was called to order at 9:40 AM
2) The minutes of the Sep 6 meeting were approved as emailed with minor corrections
3) The treasurer’s report was accepted as printed.
It was suggested that up-front (online) payments by workshop registrants would reduce extra costs to
NHAG caused by no-shows – offsetting the fees for online payment processing.
4) Fall workshop update
There was a good variety of topics, with high interest for each.
The megalethoscope was a big hit; thanks to Cynthia Swank for its loan.
The 3 tour groups in the afternoon, each with a dedicated guide worked well. More networking time may be needed; perhaps with focus group topics at lunch.
5) Membership renewals
Membership list should be available at the workshops so that members know if their dues are current.
6) Treasurer position
Rodney Obien has resigned as of the fall workshop; he will stay on for a few months until we find someone to complete his 2-year term.
7) Media
Kudos to Jim Perkins for his hard work in the getting the web page and web access for workshop registrations, etc. up and running
The recent activity reports regarding Facebook were shared; views remain stable. Thanks to Diane for curating the interesting posts.
6) Spring meeting
Portsmouth: topic oral history May 10th or 17th to include audio, film, music, preservation.
7) Fall meeting
Some combination of preservation of our buildings; disaster planning; grant funding. Should the workshop
date fall later than mid-September? Location may be in Concord, depending on program topics.
8) New business
The board felt that we should reserve some of our excess funds for grants to NHAG members for
unreimbursed professional training (fees only, not travel expenses). Grant conditions would require some report back to NHAG membership on the training, or participation in a workshop of small group meeting (see below).
The board felt that we should encourage/sponsor small regional discussion groups, apart from our regular workshops.
9) The meeting was adjourned at 10:35; the next meeting will be held on Jan 10, 2017. Snow date is Jan 17th.
Respectfully submitted
Anne Wirkkala, Secy.
Minutes approved with minor corrections (1/10/17).
Minutes of the Executive Board of the New Hampshire Archives Group
September 6, 2016
NHTI Library / Concord, NH
Present: Nicole Luongo Cloutier, Betsy Holmes, Jim Perkins, Alice Staples, Cynthia Swank, Anne Wirkkala
Absent: Rodney Obien
Guests: None
1) The meeting was called to order at 9:45 AM
2) The minutes of the July 19 meeting were approved as emailed with minor corrections
3) There was no treasure’s report
4) Fall workshop update
Plans are well underway for all aspects; presenter Gary Samson is enthusiastic about the event
Chartwells will cater; they offered the best deal
Betsy hopes to introduce other Manchester archivists who attend to the group
We have not yet reached our workshop capacity of 40 participants, Board members are asked to reach out to potential contacts
There will be 3 tour groups in the afternoon, each with a dedicated guide
5) Membership renewals
Will be handled at the fall workshop registration desk
Most participants who have registered online will pay at the door
6) Treasurer position
Rodney Obien has resigned as of the fall workshop, which he is unable to attend
The search is on for someone to complete his 2-year term
7) Media
Kudos to Jim Perkins for preparing the NHAG web site and Eventbrite registration site prepared for the upcoming workshop
The recent activity reports regarding Facebook were shared; views remain stable
6) Spring meeting
Jim suggested that our spring '17 workshop concentrate on the historic preservation of buildings in which we house our collections
Possibly in the Concord area with Jim Garvin as keynote speaker
The plan would be to involve the NHHS and other archival groups in the area
We could include a survey of grant funding sources (LCHIP, Moose plate, etc.); maybe a disaster recovery component as well
7) NHAG records at UNH
A deed of gift was involved and becomes difficult to undo
A visit to UNH was put off until after the school year is underway, possibly in October
UNH has offered to scan the documents we feel we need to complete our online records
Digital format is to be considered for future records, with backup of course
8) Meetings, contacts, etc.
Jim Perkins reported on the 2016 Moose plate grant award process and his discussion with Sandi Allard of the NH City & Town Clerks' Association about the need for basic archival training and municipal records management
Cynthia wondered if the Vital Records Improvement Fund was still active; this needs looking into
9) The meeting was adjourned at 10:45; the next meeting will be held on Oct 19, 2016 at the NHTI library.
Respectfully submitted
Anne Wirkkala, Secy.
Minutes approved (10/19/16).
October 18, 2016
NHTI Library / Concord, NH
Present: Nicole Luongo Cloutier, Rodney Obien, Jim Perkins, Alice Staples, Cynthia Swank, Anne Wirkkala
Absent: Betsy Holmes, Cynthia Swank
Guests: None
1) The meeting was called to order at 9:40 AM
2) The minutes of the Sep 6 meeting were approved as emailed with minor corrections
3) The treasurer’s report was accepted as printed.
It was suggested that up-front (online) payments by workshop registrants would reduce extra costs to
NHAG caused by no-shows – offsetting the fees for online payment processing.
4) Fall workshop update
There was a good variety of topics, with high interest for each.
The megalethoscope was a big hit; thanks to Cynthia Swank for its loan.
The 3 tour groups in the afternoon, each with a dedicated guide worked well. More networking time may be needed; perhaps with focus group topics at lunch.
5) Membership renewals
Membership list should be available at the workshops so that members know if their dues are current.
6) Treasurer position
Rodney Obien has resigned as of the fall workshop; he will stay on for a few months until we find someone to complete his 2-year term.
7) Media
Kudos to Jim Perkins for his hard work in the getting the web page and web access for workshop registrations, etc. up and running
The recent activity reports regarding Facebook were shared; views remain stable. Thanks to Diane for curating the interesting posts.
6) Spring meeting
Portsmouth: topic oral history May 10th or 17th to include audio, film, music, preservation.
7) Fall meeting
Some combination of preservation of our buildings; disaster planning; grant funding. Should the workshop
date fall later than mid-September? Location may be in Concord, depending on program topics.
8) New business
The board felt that we should reserve some of our excess funds for grants to NHAG members for
unreimbursed professional training (fees only, not travel expenses). Grant conditions would require some report back to NHAG membership on the training, or participation in a workshop of small group meeting (see below).
The board felt that we should encourage/sponsor small regional discussion groups, apart from our regular workshops.
9) The meeting was adjourned at 10:35; the next meeting will be held on Jan 10, 2017. Snow date is Jan 17th.
Respectfully submitted
Anne Wirkkala, Secy.
Minutes approved with minor corrections (1/10/17).
Minutes of the Executive Board of the New Hampshire Archives Group
September 6, 2016
NHTI Library / Concord, NH
Present: Nicole Luongo Cloutier, Betsy Holmes, Jim Perkins, Alice Staples, Cynthia Swank, Anne Wirkkala
Absent: Rodney Obien
Guests: None
1) The meeting was called to order at 9:45 AM
2) The minutes of the July 19 meeting were approved as emailed with minor corrections
3) There was no treasure’s report
4) Fall workshop update
Plans are well underway for all aspects; presenter Gary Samson is enthusiastic about the event
Chartwells will cater; they offered the best deal
Betsy hopes to introduce other Manchester archivists who attend to the group
We have not yet reached our workshop capacity of 40 participants, Board members are asked to reach out to potential contacts
There will be 3 tour groups in the afternoon, each with a dedicated guide
5) Membership renewals
Will be handled at the fall workshop registration desk
Most participants who have registered online will pay at the door
6) Treasurer position
Rodney Obien has resigned as of the fall workshop, which he is unable to attend
The search is on for someone to complete his 2-year term
7) Media
Kudos to Jim Perkins for preparing the NHAG web site and Eventbrite registration site prepared for the upcoming workshop
The recent activity reports regarding Facebook were shared; views remain stable
6) Spring meeting
Jim suggested that our spring '17 workshop concentrate on the historic preservation of buildings in which we house our collections
Possibly in the Concord area with Jim Garvin as keynote speaker
The plan would be to involve the NHHS and other archival groups in the area
We could include a survey of grant funding sources (LCHIP, Moose plate, etc.); maybe a disaster recovery component as well
7) NHAG records at UNH
A deed of gift was involved and becomes difficult to undo
A visit to UNH was put off until after the school year is underway, possibly in October
UNH has offered to scan the documents we feel we need to complete our online records
Digital format is to be considered for future records, with backup of course
8) Meetings, contacts, etc.
Jim Perkins reported on the 2016 Moose plate grant award process and his discussion with Sandi Allard of the NH City & Town Clerks' Association about the need for basic archival training and municipal records management
Cynthia wondered if the Vital Records Improvement Fund was still active; this needs looking into
9) The meeting was adjourned at 10:45; the next meeting will be held on Oct 19, 2016 at the NHTI library.
Respectfully submitted
Anne Wirkkala, Secy.
Minutes approved (10/19/16).
Minutes of the Executive Board of the New Hampshire Archives Group
July 19, 2016
NHTI Library / Concord, NH
Present: Nicole Luongo Cloutier, Betsy Holmes, Jim Perkins, Alice Staples, Cynthia Swank, Anne Wirkkala
Absent: Rodney Obien
Guests: None
1) The meeting was called to order at 9:35 AM
2) The minutes of the April 19 meeting were approved as emailed with minor corrections.
3) The treasurer’s report was emailed; $5916.93 in savings and $73.07 in checking.
4) Spring workshop review
Speakers were well prepared and enjoyed by all
Hands on component of the afternoon tours was very well received
We should be mindful of the mechanics of simultaneous tours so that all groups get equal access
5) Online survey
Over half of those who received the survey (20 of 39) responded among attendees at the spring '16 workshop; surveys sent to past participants generated very few responses
Speakers and topics were rated the most important reasons for attending; location cost and food, the least
Most of our audience comes from public libraries; most were librarians, less were archivists
Problem collections included photographic materials
Suggestions for future workshops included many hands on topics, such as repair and conservation, finding aids, grants, storage and access for researchers
Email was the preferred means of communication
A number of members did volunteer to help
6) Fall meeting
Betsy reported that the program is set: “The Mirror with a Memory: Photography & Virtual Reality in the Archives” on September 21, 2016.
The day will begin with a “History of photography” proceed with the digitization of lantern slides, a presentation on stereography and a megalethoscope. After lunch local Manchester archivists will speak about their collections, followed by 3 simultaneous tours of the Manchester Historic Association and the New Hampshire Institute of Art.
Parking will be an issue, and there is no Wi-Fi in the Manchester Historic Association building.
A save the date will be sent out now; notice of online registration will go out in late August.
The meeting will be limited to 40 participants.
7) Membership renewals
Membership renewals will be sent out with meeting notifications; to date only 17 members have renewed.
Reminders will go out in LISTservs and on our Facebook page.
For future discussion: online payment for renewals may cost the group 10% of the fee collected.
The issue of increasing dues, with a sliding scale will also be visited at a later date
8) Meetings, contacts, etc
Betsy reported a disappointing turnout for NHIA's History Days
Nicole spoke at a local middle school teacher’s workshop on her collection and how students could use primary sources
Anne had a good turnout at the NEARA Library open house.
9) With no other business, the meeting was adjourned at 11:05; the next meeting will be held on September 6, 2016.
Respectfully submitted
Anne Wirkkala, Secy.
Minutes approved with corrections (9/6/16).
July 19, 2016
NHTI Library / Concord, NH
Present: Nicole Luongo Cloutier, Betsy Holmes, Jim Perkins, Alice Staples, Cynthia Swank, Anne Wirkkala
Absent: Rodney Obien
Guests: None
1) The meeting was called to order at 9:35 AM
2) The minutes of the April 19 meeting were approved as emailed with minor corrections.
3) The treasurer’s report was emailed; $5916.93 in savings and $73.07 in checking.
4) Spring workshop review
Speakers were well prepared and enjoyed by all
Hands on component of the afternoon tours was very well received
We should be mindful of the mechanics of simultaneous tours so that all groups get equal access
5) Online survey
Over half of those who received the survey (20 of 39) responded among attendees at the spring '16 workshop; surveys sent to past participants generated very few responses
Speakers and topics were rated the most important reasons for attending; location cost and food, the least
Most of our audience comes from public libraries; most were librarians, less were archivists
Problem collections included photographic materials
Suggestions for future workshops included many hands on topics, such as repair and conservation, finding aids, grants, storage and access for researchers
Email was the preferred means of communication
A number of members did volunteer to help
6) Fall meeting
Betsy reported that the program is set: “The Mirror with a Memory: Photography & Virtual Reality in the Archives” on September 21, 2016.
The day will begin with a “History of photography” proceed with the digitization of lantern slides, a presentation on stereography and a megalethoscope. After lunch local Manchester archivists will speak about their collections, followed by 3 simultaneous tours of the Manchester Historic Association and the New Hampshire Institute of Art.
Parking will be an issue, and there is no Wi-Fi in the Manchester Historic Association building.
A save the date will be sent out now; notice of online registration will go out in late August.
The meeting will be limited to 40 participants.
7) Membership renewals
Membership renewals will be sent out with meeting notifications; to date only 17 members have renewed.
Reminders will go out in LISTservs and on our Facebook page.
For future discussion: online payment for renewals may cost the group 10% of the fee collected.
The issue of increasing dues, with a sliding scale will also be visited at a later date
8) Meetings, contacts, etc
Betsy reported a disappointing turnout for NHIA's History Days
Nicole spoke at a local middle school teacher’s workshop on her collection and how students could use primary sources
Anne had a good turnout at the NEARA Library open house.
9) With no other business, the meeting was adjourned at 11:05; the next meeting will be held on September 6, 2016.
Respectfully submitted
Anne Wirkkala, Secy.
Minutes approved with corrections (9/6/16).
DRAFT Minutes of the Annual Meeting of the New Hampshire Archives Group
May 10, 2016
Howe Library / Hanover, NH
After some wonderful morning presentations and lunch, the business meeting was called to order by president Betsy Holmes at 12:48 AM.
The minutes of the last annual meeting (May 20, 2015 at Lamson Library, Plymouth, NH) were projected and accepted on a motion by Cynthia Swank, with a second from Jim Perkins.
A brief financial report was presented. As of April 30, 2016, the organization had bank account balances totaling $6,210, a decline of $912 from the year-ago balance.
The revision of the bylaws was unanimously approved after a motion by Jim Perkins, with a second from Mark Davis.
Executive Board nominations were presented:
A tribute was presented to honor retiring Executive Board Member Barbara Rimkunas for her 13 years of service to NHAG and the field. She has set the bar high for those of us who follow with her dedication and enthusiasm.
The new NHAG website was shown. It works on all devices and provides easy updates for all group activities, including contact us pages, which members were encouraged to use. Members suggested that they would like to see links to vendors and other providers of services of interest to NHAG members. (Those links may be found via the “resources” menu item.) Kudos to Rodney Obien, Jim Perkins and all who worked to make this happen.
A big thank-you was also extended to Diane Mayr for the Facebook postings, which are enjoyed by many members, and to Janet Eklund for hosting the LISTserv.
Members were alerted to save the date in September for the fall meeting in Manchester.
The meeting was adjourned on a motion by Betsy Holmes and seconded by Rodney Obien at approximately 1:10 PM.
Respectfully submitted
Anne Wirkkala
Acting secretary
Minutes reviewed by board (7/19/16).
May 10, 2016
Howe Library / Hanover, NH
After some wonderful morning presentations and lunch, the business meeting was called to order by president Betsy Holmes at 12:48 AM.
The minutes of the last annual meeting (May 20, 2015 at Lamson Library, Plymouth, NH) were projected and accepted on a motion by Cynthia Swank, with a second from Jim Perkins.
A brief financial report was presented. As of April 30, 2016, the organization had bank account balances totaling $6,210, a decline of $912 from the year-ago balance.
The revision of the bylaws was unanimously approved after a motion by Jim Perkins, with a second from Mark Davis.
Executive Board nominations were presented:
- Vice president — Nicole Luongo Cloutier
- Treasurer — Rodney Obien
- Secretary — Anne Wirkkala
A tribute was presented to honor retiring Executive Board Member Barbara Rimkunas for her 13 years of service to NHAG and the field. She has set the bar high for those of us who follow with her dedication and enthusiasm.
The new NHAG website was shown. It works on all devices and provides easy updates for all group activities, including contact us pages, which members were encouraged to use. Members suggested that they would like to see links to vendors and other providers of services of interest to NHAG members. (Those links may be found via the “resources” menu item.) Kudos to Rodney Obien, Jim Perkins and all who worked to make this happen.
A big thank-you was also extended to Diane Mayr for the Facebook postings, which are enjoyed by many members, and to Janet Eklund for hosting the LISTserv.
Members were alerted to save the date in September for the fall meeting in Manchester.
The meeting was adjourned on a motion by Betsy Holmes and seconded by Rodney Obien at approximately 1:10 PM.
Respectfully submitted
Anne Wirkkala
Acting secretary
Minutes reviewed by board (7/19/16).
NH Archives Group Post-Workshop Survey Results
June 2016 via SurveyMonkey.com
The survey was sent to two groups: all who attended the spring workshop (except Howe Library and Dartmouth participants), and all others for whom we had email addresses from past membership or programs. Just over half (20 of 39) responded in the first group, while only two people in the second group (of 22) responded. No reminders or second requests were sent.
Question 1: What NHAG workshops have you attended?
This question was intended to identify whether those responding were ‘regulars’; it was also meant to highlight past programs to newcomers.
19 had attended the Spring 2016 workshop, while 8–10 had attended each of the previous workshops back to Spring 2014. One had not attended any of those NHAG programs.
Question 2: Which factors influence your decision to attend a NHAG workshop?
This question was intended to offer guidance for future planning.
Responses fell into three categories: speakers and topics ranked most important, followed by networking opportunities and tours; least important were location, cost, and food.
Question 3: Which best describes your organization?
This question was intended to categorize the respondent by organization type.
Most respondents were from public libraries (7 of 22), followed by academic libraries (4) and historical societies (4); municipalities, private collections had 2 respondents; 3 chose “other.”
Question 4: Which best describes your role?
This question was intended to categorize the respondent by functional role.
Most respondents were librarians (13 of 22) or archivists (6 of 22). There was one consultant and two “others.”
Question 5: Does your collection include...?
This optional question was really intended to prepare the respondent to answer Question 6. The list of material types was not intended to be comprehensive but included certain ‘problem’ types which could be the topic of future workshops or training.
Photographic materials were most prevalent with 22 of 22 people saying they had some or many photographs in their collections. Most people also had digitized materials, oversize materials, and some audio recordings; just over half had some or many municipal records.
Question 6: What workshop, training session, or service could NHAG offer to help?
This optional free response question intended to generate ideas for future programs based on problems faced by the respondents or simply topics of interest.
12 of the 22 respondents provided input. Some of the specific suggestions:
– Best practices for setting up an online institutional repository.
– Services regarding special collections, collecting, grants for preservation storage.
– Book and manuscript repair.
– Ways of making correspondence, diaries, journals accessible to casual researchers.
– Copyright, digital divide, project planning, standards/finding aids.
– Strategic planning for small archives and lone arrangers.
– Hands-on conservation techniques.
Question 7: How should we notify you of future NHAG events?
This optional question was intended to test whether we could eliminate hardcopy mailings as a means of communication. (Of course there may have been some bias since these were on-line survey respondents.)
By a wide margin, email was the preferred method of communication, followed by USPS and listserv. Facebook was less widely used. Also, more people did not use USPS (3) than email (1).
Question 8: How can you help NHAG?
This optional question was intended to solicit contacts for potential NHAG volunteers in a variety of positions.
16 of 22 chose to answer the question, with half of those declining to volunteer, but often indicating some hope of serving in the future. The affirmative responses (multiple choices were allowed) included: executive board (3), workshop planning (4), boot-camp (2), online content (3), collaborations (1).
June 2016 via SurveyMonkey.com
The survey was sent to two groups: all who attended the spring workshop (except Howe Library and Dartmouth participants), and all others for whom we had email addresses from past membership or programs. Just over half (20 of 39) responded in the first group, while only two people in the second group (of 22) responded. No reminders or second requests were sent.
Question 1: What NHAG workshops have you attended?
This question was intended to identify whether those responding were ‘regulars’; it was also meant to highlight past programs to newcomers.
19 had attended the Spring 2016 workshop, while 8–10 had attended each of the previous workshops back to Spring 2014. One had not attended any of those NHAG programs.
Question 2: Which factors influence your decision to attend a NHAG workshop?
This question was intended to offer guidance for future planning.
Responses fell into three categories: speakers and topics ranked most important, followed by networking opportunities and tours; least important were location, cost, and food.
Question 3: Which best describes your organization?
This question was intended to categorize the respondent by organization type.
Most respondents were from public libraries (7 of 22), followed by academic libraries (4) and historical societies (4); municipalities, private collections had 2 respondents; 3 chose “other.”
Question 4: Which best describes your role?
This question was intended to categorize the respondent by functional role.
Most respondents were librarians (13 of 22) or archivists (6 of 22). There was one consultant and two “others.”
Question 5: Does your collection include...?
This optional question was really intended to prepare the respondent to answer Question 6. The list of material types was not intended to be comprehensive but included certain ‘problem’ types which could be the topic of future workshops or training.
Photographic materials were most prevalent with 22 of 22 people saying they had some or many photographs in their collections. Most people also had digitized materials, oversize materials, and some audio recordings; just over half had some or many municipal records.
Question 6: What workshop, training session, or service could NHAG offer to help?
This optional free response question intended to generate ideas for future programs based on problems faced by the respondents or simply topics of interest.
12 of the 22 respondents provided input. Some of the specific suggestions:
– Best practices for setting up an online institutional repository.
– Services regarding special collections, collecting, grants for preservation storage.
– Book and manuscript repair.
– Ways of making correspondence, diaries, journals accessible to casual researchers.
– Copyright, digital divide, project planning, standards/finding aids.
– Strategic planning for small archives and lone arrangers.
– Hands-on conservation techniques.
Question 7: How should we notify you of future NHAG events?
This optional question was intended to test whether we could eliminate hardcopy mailings as a means of communication. (Of course there may have been some bias since these were on-line survey respondents.)
By a wide margin, email was the preferred method of communication, followed by USPS and listserv. Facebook was less widely used. Also, more people did not use USPS (3) than email (1).
Question 8: How can you help NHAG?
This optional question was intended to solicit contacts for potential NHAG volunteers in a variety of positions.
16 of 22 chose to answer the question, with half of those declining to volunteer, but often indicating some hope of serving in the future. The affirmative responses (multiple choices were allowed) included: executive board (3), workshop planning (4), boot-camp (2), online content (3), collaborations (1).
Minutes of the Executive Board of the New Hampshire Archives Group
April 19, 2016
NHTI Library / Concord NH
Members Present: Betsy Holmes, Jim Perkins, Alice Staples, Cynthia Swank, Anne Wirkkala, Barbara Rimkunas
Members Absent: Rodney Obien.
Guest(s): Nicole Luongo Cloutier.
The meeting was called to order at 9:29 am.
The minutes of the March 15 meeting were approved.
The treasurer’s report was presented; $6,141.62 in savings and $73.07 in checking.
Correspondence and update on social media — New website looks great, online registration for spring meeting is working well.
Revised bylaws — Jim will bring copies to the spring meeting for voting.
Nominations for executive board — review roster for meeting: Vice president/Nicole Luongo Cloutier; Treasurer/Rodney Obien; Secretary/Anne Wirkkala.We will also need copies of the 2015 annual meeting minutes and treasurer’s report.
Spring workshop —
We will send out a survey via email after the meeting to gather suggestions for future programming and gather other information. The Howe Library opens at 9am. Betsy will purchase Amazon gift cards for the speakers. Alice will contact the caterers. Cynthia and Anne will help with registration and membership. There will be three tour groups, with leaders Jim, Rodney, Betsy and Nicole. Alice will take minutes.
Update, and preliminary outline for fall workshop —
Betsy will confirm a date in the 3rd week of September. Location is Manchester Historical Association, Research Center. Theme is photography, history of photography, various photographic processes, possibly the megalethoscope (Cynthia).
Future meeting topics — Working with authors, possible location Portsmouth Facilities, public library buildings in NH, possible location New Hampshire Historical SocietyReports of meetings attended by Board members. Jim attended NEA in Portland ME and mentioned the online program for town clerks offered by Simmons.
Other business — none.
Upcoming annual meeting — May 10, at Howe Library, Hanover, NH.
Next board meeting — July 19 @ 9:30 AM at NHTI Library, Concord, NH.
Respectfully submitted,
Alice Staples
Secretary
Minutes reviewed by board (7/19/16).
April 19, 2016
NHTI Library / Concord NH
Members Present: Betsy Holmes, Jim Perkins, Alice Staples, Cynthia Swank, Anne Wirkkala, Barbara Rimkunas
Members Absent: Rodney Obien.
Guest(s): Nicole Luongo Cloutier.
The meeting was called to order at 9:29 am.
The minutes of the March 15 meeting were approved.
The treasurer’s report was presented; $6,141.62 in savings and $73.07 in checking.
Correspondence and update on social media — New website looks great, online registration for spring meeting is working well.
Revised bylaws — Jim will bring copies to the spring meeting for voting.
Nominations for executive board — review roster for meeting: Vice president/Nicole Luongo Cloutier; Treasurer/Rodney Obien; Secretary/Anne Wirkkala.We will also need copies of the 2015 annual meeting minutes and treasurer’s report.
Spring workshop —
We will send out a survey via email after the meeting to gather suggestions for future programming and gather other information. The Howe Library opens at 9am. Betsy will purchase Amazon gift cards for the speakers. Alice will contact the caterers. Cynthia and Anne will help with registration and membership. There will be three tour groups, with leaders Jim, Rodney, Betsy and Nicole. Alice will take minutes.
Update, and preliminary outline for fall workshop —
Betsy will confirm a date in the 3rd week of September. Location is Manchester Historical Association, Research Center. Theme is photography, history of photography, various photographic processes, possibly the megalethoscope (Cynthia).
Future meeting topics — Working with authors, possible location Portsmouth Facilities, public library buildings in NH, possible location New Hampshire Historical SocietyReports of meetings attended by Board members. Jim attended NEA in Portland ME and mentioned the online program for town clerks offered by Simmons.
Other business — none.
Upcoming annual meeting — May 10, at Howe Library, Hanover, NH.
Next board meeting — July 19 @ 9:30 AM at NHTI Library, Concord, NH.
Respectfully submitted,
Alice Staples
Secretary
Minutes reviewed by board (7/19/16).
Minutes of the Executive Board of the New Hampshire Archives Group
November 3, 2015
NHTI Library / Concord NH
Attending: Betsy Holmes, Rodney Obien, Jim Perkins, Alice Staples, Cynthia Swank, Anne Wirkkala, Barbara Rimkunas
Guest: Nicole Luongo Cloutier
The meeting was called to order at 9:28 am.
The minutes of the September 8 meeting were approved.
The treasurer’s report was presented; $5,821.03 in savings and $123.11 in checking. Rodney will continue as treasurer for another year. Books will be audited in Spring of 2016.
Correspondence and social media – If there are things we would like to post to the NHAG facebook page, we can send a private message to the page, or send an email to Diane Mayr. We can also ask to be administrators of the page. Betsy received a letter from a gentleman who is a museum conservator. This led to a discussion of possible topics for future meetings: object/textile/art conservation.
Renew Bylaws – Jim spent considerable time revising the bylaws. We discussed the changes, including splitting the office of secretary/treasurer into two positions, and removing individual and institutional memberships from the bylaws. Jim will revise again, based on our discussions and bring to our next meeting. The revised bylaws must be sent to members at least one month before the spring meeting, so that they can be voted on at that meeting.
New membership for Board – Rodney has agreed to stay on as treasurer for one year, but we will need to elect a secretary. Anne expressed her interest in that position. Nicole agreed to run for vice president. Barbara will be leaving the board next year. Betsy nominated Rodney for the position of interim secretary/treasurer, and Barbara seconded. The vote was unanimous.
Fall meeting follow-up – Betsy and Jim had discussed the possibility of sending out a survey to gather feedback on topics for future meetings. They had also decided not to distribute paper evaluations at our September meeting. Board members should send survey question suggestions to Jim, and he will try to distribute a survey before the end of 2015.
Spring meeting – The speakers are in place, Morgan Swan and Deborah Howe. Jim is still trying to find a meeting space and confirm a date. Dartmouth commencement is June 12, so we may have to wait until late June to hold the meeting.
Boot camp – discussion tabled until we are sure of the date of the Spring meeting. Barbara will participate even if she is no longer on the board at that time.
Schedule next meeting – March 15, 9:30am, NHTI library.
Adjournment – meeting was adjourned at 10:59am.
Respectfully submitted,
Alice Staples
Minutes approved: March 15, 2016
November 3, 2015
NHTI Library / Concord NH
Attending: Betsy Holmes, Rodney Obien, Jim Perkins, Alice Staples, Cynthia Swank, Anne Wirkkala, Barbara Rimkunas
Guest: Nicole Luongo Cloutier
The meeting was called to order at 9:28 am.
The minutes of the September 8 meeting were approved.
The treasurer’s report was presented; $5,821.03 in savings and $123.11 in checking. Rodney will continue as treasurer for another year. Books will be audited in Spring of 2016.
Correspondence and social media – If there are things we would like to post to the NHAG facebook page, we can send a private message to the page, or send an email to Diane Mayr. We can also ask to be administrators of the page. Betsy received a letter from a gentleman who is a museum conservator. This led to a discussion of possible topics for future meetings: object/textile/art conservation.
Renew Bylaws – Jim spent considerable time revising the bylaws. We discussed the changes, including splitting the office of secretary/treasurer into two positions, and removing individual and institutional memberships from the bylaws. Jim will revise again, based on our discussions and bring to our next meeting. The revised bylaws must be sent to members at least one month before the spring meeting, so that they can be voted on at that meeting.
New membership for Board – Rodney has agreed to stay on as treasurer for one year, but we will need to elect a secretary. Anne expressed her interest in that position. Nicole agreed to run for vice president. Barbara will be leaving the board next year. Betsy nominated Rodney for the position of interim secretary/treasurer, and Barbara seconded. The vote was unanimous.
Fall meeting follow-up – Betsy and Jim had discussed the possibility of sending out a survey to gather feedback on topics for future meetings. They had also decided not to distribute paper evaluations at our September meeting. Board members should send survey question suggestions to Jim, and he will try to distribute a survey before the end of 2015.
Spring meeting – The speakers are in place, Morgan Swan and Deborah Howe. Jim is still trying to find a meeting space and confirm a date. Dartmouth commencement is June 12, so we may have to wait until late June to hold the meeting.
Boot camp – discussion tabled until we are sure of the date of the Spring meeting. Barbara will participate even if she is no longer on the board at that time.
Schedule next meeting – March 15, 9:30am, NHTI library.
Adjournment – meeting was adjourned at 10:59am.
Respectfully submitted,
Alice Staples
Minutes approved: March 15, 2016
Minutes of the Executive Board of the New Hampshire Archives Group
September 8, 2015
NHTI Library / Concord NH
Attending: Betsy Holmes, Rodney Obien, Jim Perkins, Alice Staples, Cynthia Swank, Anne Wirkkala
Absent: Barbara Rimkunas
Guest: Brian Burford
The meeting was called to order at 9:35 am.
The minutes for the July 22, 2015 meeting were accepted as written.
There was no treasurer’s report because Rodney had just recently been given permission to write checks, make deposits, and have access to the accounts. NHAG is now officially registered with the State of New Hampshire, thanks to Brian Burford for helping with this.
Fall Meeting — The fall meeting will take place on Tuesday September 29 at the Whipple Free Library in New Boston. Betsy will send directions, there is plenty of parking. The New Boston Historical Society will be first on the agenda, then Simmons College, lunch, and John Clayton in the afternoon. We will hand out note cards at lunch so people can write questions for the afternoon Q&A session. Betsy will purchase $50 Amazon gift cards for the speakers. Rodney will not be at the meeting, so Jim has agreed to set up and handle the registration table. Rodney is sending out postcards and also has an online registration form. Catering will be from Northeast Café. Jim will work on an evaluation form and we may try sending a survey out via email after the meeting.
NHAG Initiatives — Betsy will talk to the group about this over lunch at the September program. Some ideas might be to create a directory of availability of free scanning within the state. She will show the NHAG website and the resources and links that are presently on the website. Another idea might be a consortium for ordering archival supplies, to be able to purchase larger quantities but divide supplies and costs.
Spring Meeting — We are still thinking of Dartmouth as our location, History of the Book is the topic. Jim will talk about publishers that he has been researching.
Tax I.D. — We tabled this until our next board meeting.
New membership: We brainstormed possible new members for the board, and will reach out to a few individuals.
Reports of meetings attended: Cynthia announced the upcoming meeting of the Maine Archives and Museums, October 2 at USM Lewiston. Jim announced the NEA meeting in Providence on November 7. We discussed possibly having photography as the topic of our fall 2016 meeting.
There being no other business, we scheduled our next board meeting for November 3, 9:30am at NHTI Library. The meeting was adjourned at 10:40am.
Respectfully submitted,
Alice Staples
Minutes approved: November 3, 2015
September 8, 2015
NHTI Library / Concord NH
Attending: Betsy Holmes, Rodney Obien, Jim Perkins, Alice Staples, Cynthia Swank, Anne Wirkkala
Absent: Barbara Rimkunas
Guest: Brian Burford
The meeting was called to order at 9:35 am.
The minutes for the July 22, 2015 meeting were accepted as written.
There was no treasurer’s report because Rodney had just recently been given permission to write checks, make deposits, and have access to the accounts. NHAG is now officially registered with the State of New Hampshire, thanks to Brian Burford for helping with this.
Fall Meeting — The fall meeting will take place on Tuesday September 29 at the Whipple Free Library in New Boston. Betsy will send directions, there is plenty of parking. The New Boston Historical Society will be first on the agenda, then Simmons College, lunch, and John Clayton in the afternoon. We will hand out note cards at lunch so people can write questions for the afternoon Q&A session. Betsy will purchase $50 Amazon gift cards for the speakers. Rodney will not be at the meeting, so Jim has agreed to set up and handle the registration table. Rodney is sending out postcards and also has an online registration form. Catering will be from Northeast Café. Jim will work on an evaluation form and we may try sending a survey out via email after the meeting.
NHAG Initiatives — Betsy will talk to the group about this over lunch at the September program. Some ideas might be to create a directory of availability of free scanning within the state. She will show the NHAG website and the resources and links that are presently on the website. Another idea might be a consortium for ordering archival supplies, to be able to purchase larger quantities but divide supplies and costs.
Spring Meeting — We are still thinking of Dartmouth as our location, History of the Book is the topic. Jim will talk about publishers that he has been researching.
Tax I.D. — We tabled this until our next board meeting.
New membership: We brainstormed possible new members for the board, and will reach out to a few individuals.
Reports of meetings attended: Cynthia announced the upcoming meeting of the Maine Archives and Museums, October 2 at USM Lewiston. Jim announced the NEA meeting in Providence on November 7. We discussed possibly having photography as the topic of our fall 2016 meeting.
There being no other business, we scheduled our next board meeting for November 3, 9:30am at NHTI Library. The meeting was adjourned at 10:40am.
Respectfully submitted,
Alice Staples
Minutes approved: November 3, 2015
Minutes of the Executive Board of the New Hampshire Archives Group
July 22, 2015
NHTI Library / Concord NH
Attending: Betsy Holmes, Rodney Obien, Jim Perkins, Alice Staples, Cynthia Swank, Anne Wirkkala
Absent: Barbara Rimkunas
The meeting was called to order at 9:35 am.
The minutes of the May 13 meeting were approved with corrections.
The treasurer’s report was presented; $5,170.77 in savings and $1,043.37 in checking.
The Boot Camp evaluations were reviewed. They were mostly positive, with suggestions to have more hands-on time. We discussed various ideas and agreed to have another boot camp next spring. We may emphasize that participants bring an object from their collections to take through the process, or hold the meeting at a historical society that would be willing to use their collections for the boot camp. We will ask for volunteers at the fall meeting. Having material from vendors was a good idea and we will do that again next year. There was some discussion of inviting vendors to be present. We will begin a little later, with coffee and registration at 8:30am, and boot camp to begin at 9am.
The fall meeting was discussed, save the date messages will go out soon. The meeting will be on Tuesday September 29 at the New Boston Public Library. Morning speakers will be Jeannette Bastian from Simmons speaking on archives education, and John Clayton, director of the Manchester Historic Association. For the afternoon, we will ask participants to write down issues they would like to discuss in a moderated forum. Betsy will be organizing the catering, Rodney will work on PR. We discussed the possibility of the spring 2016 meeting being at Dartmouth or close by, with The Book being the topic. Jim suggested something about public records for the fall 2016 meeting topic.
We discussed new initiatives that NHAG might undertake, such as creating an equipment exchange. Betsy will bring this up at the fall meeting.
Discussion of acquiring a tax i.d. number in light of the problems we had booking a room at the Conway Historical Society. In the process of switching financial responsibilities from Chris Pratt to Rodney, NHAG will be required to register a trade name with the state of NH. Rodney tried to register NHAG, but it was denied because it was too similar to the NH State Archives. Rodney will talk to Brian Burford about giving permission for us to register as NHAG.
We discussed recruiting other members for NHAG, people at RAAC (Regional Archival Associations Consortium) and New Hampshire Historical Society.
Rodney and Jim attended the spring NEA meeting in Boston, Rodney presented.
A discussion about location of board meetings concluded that Concord was a good central place and that NHTI was a good location with good parking.
Discussed the need to send NHAG archival material to Elizabeth Slomba at UNH. Alice will remember to bring the evaluations from the May 2015 meeting to the next board meeting.
Our next board meeting will be at NHTI on September 8, 9:30am.
The meeting was adjourned at 11:06 am.
Respectfully submitted,
Alice Staples
Minutes approved: September 8, 2015
July 22, 2015
NHTI Library / Concord NH
Attending: Betsy Holmes, Rodney Obien, Jim Perkins, Alice Staples, Cynthia Swank, Anne Wirkkala
Absent: Barbara Rimkunas
The meeting was called to order at 9:35 am.
The minutes of the May 13 meeting were approved with corrections.
The treasurer’s report was presented; $5,170.77 in savings and $1,043.37 in checking.
The Boot Camp evaluations were reviewed. They were mostly positive, with suggestions to have more hands-on time. We discussed various ideas and agreed to have another boot camp next spring. We may emphasize that participants bring an object from their collections to take through the process, or hold the meeting at a historical society that would be willing to use their collections for the boot camp. We will ask for volunteers at the fall meeting. Having material from vendors was a good idea and we will do that again next year. There was some discussion of inviting vendors to be present. We will begin a little later, with coffee and registration at 8:30am, and boot camp to begin at 9am.
The fall meeting was discussed, save the date messages will go out soon. The meeting will be on Tuesday September 29 at the New Boston Public Library. Morning speakers will be Jeannette Bastian from Simmons speaking on archives education, and John Clayton, director of the Manchester Historic Association. For the afternoon, we will ask participants to write down issues they would like to discuss in a moderated forum. Betsy will be organizing the catering, Rodney will work on PR. We discussed the possibility of the spring 2016 meeting being at Dartmouth or close by, with The Book being the topic. Jim suggested something about public records for the fall 2016 meeting topic.
We discussed new initiatives that NHAG might undertake, such as creating an equipment exchange. Betsy will bring this up at the fall meeting.
Discussion of acquiring a tax i.d. number in light of the problems we had booking a room at the Conway Historical Society. In the process of switching financial responsibilities from Chris Pratt to Rodney, NHAG will be required to register a trade name with the state of NH. Rodney tried to register NHAG, but it was denied because it was too similar to the NH State Archives. Rodney will talk to Brian Burford about giving permission for us to register as NHAG.
We discussed recruiting other members for NHAG, people at RAAC (Regional Archival Associations Consortium) and New Hampshire Historical Society.
Rodney and Jim attended the spring NEA meeting in Boston, Rodney presented.
A discussion about location of board meetings concluded that Concord was a good central place and that NHTI was a good location with good parking.
Discussed the need to send NHAG archival material to Elizabeth Slomba at UNH. Alice will remember to bring the evaluations from the May 2015 meeting to the next board meeting.
Our next board meeting will be at NHTI on September 8, 9:30am.
The meeting was adjourned at 11:06 am.
Respectfully submitted,
Alice Staples
Minutes approved: September 8, 2015
Minutes of the Annual Meeting of the New Hampshire Archives Group
May 20, 2015
Lamson Library / Plymouth State University
President Anne Wirkkala opened the meeting at 11:30 AM.
Secretary/Treasurer Chris Pratt presented the minutes of the annual meeting of May 14, 2014. They were approved with corrections. Next he presented the draft of the balance sheet for FY 2014-2015. He noted that income and expenses of the spring meeting were not included. The treasurer’s report was approved.
President Wirkkala then opened the floor for the election of new members of the board. Jim Perkins of the New London Town Archives was nominated as vice president and Alice Staples of Plymouth State University was nominated for another term as an at large board member. It was announced that Chris Pratt will resign at the conclusion of the fiscal year on May 31, 2015. Rodney Obien was nominated to fill out the remaining year in his term. There were no other nominations and the meeting voted to approve the candidates.
It was pointed out that Rodney Obien had agreed only to fill out the one year term and that someone else will have to be recruited for the term beginning in May 2016. Anne suggested that the membership consider splitting the two positions of secretary and treasurer. Since that will require a bylaws change, it will be a matter for the board to take up and present at the next annual meeting.
At that point, president Wirkkala became the immediate-past president and turned the meeting over to the new president Betsy Homes.
Betsy announced that the fall meeting would be at the New Boston Public Library on Tuesday September 29, 2015. The theme will be “Back to the Future: Staying Relevant in the 21st century.” Topics will include “born digital” records, community outreach and the state of archivist’s education.
Betsy then announced that State Archivist Brian Nelson Burford was looking for a NHAG member to serve on the Regional Archives Association Consortium. Sarah Galligan volunteered.
There was a brief discussion of the Archives Boot Camp on June 4-5 at the NHTI Library in Concord. The registration is full and all of the topics and speakers are ready.
Janet Eklund encouraged more people to sign up for the NHAG list serve and passed around a sign-up sheet.
There being no further business, the meeting adjourned at 11:45 AM.
Respectfully submitted,
C. Christopher Pratt
Secretary/Treasurer
Minutes approved:
May 20, 2015
Lamson Library / Plymouth State University
President Anne Wirkkala opened the meeting at 11:30 AM.
Secretary/Treasurer Chris Pratt presented the minutes of the annual meeting of May 14, 2014. They were approved with corrections. Next he presented the draft of the balance sheet for FY 2014-2015. He noted that income and expenses of the spring meeting were not included. The treasurer’s report was approved.
President Wirkkala then opened the floor for the election of new members of the board. Jim Perkins of the New London Town Archives was nominated as vice president and Alice Staples of Plymouth State University was nominated for another term as an at large board member. It was announced that Chris Pratt will resign at the conclusion of the fiscal year on May 31, 2015. Rodney Obien was nominated to fill out the remaining year in his term. There were no other nominations and the meeting voted to approve the candidates.
It was pointed out that Rodney Obien had agreed only to fill out the one year term and that someone else will have to be recruited for the term beginning in May 2016. Anne suggested that the membership consider splitting the two positions of secretary and treasurer. Since that will require a bylaws change, it will be a matter for the board to take up and present at the next annual meeting.
At that point, president Wirkkala became the immediate-past president and turned the meeting over to the new president Betsy Homes.
Betsy announced that the fall meeting would be at the New Boston Public Library on Tuesday September 29, 2015. The theme will be “Back to the Future: Staying Relevant in the 21st century.” Topics will include “born digital” records, community outreach and the state of archivist’s education.
Betsy then announced that State Archivist Brian Nelson Burford was looking for a NHAG member to serve on the Regional Archives Association Consortium. Sarah Galligan volunteered.
There was a brief discussion of the Archives Boot Camp on June 4-5 at the NHTI Library in Concord. The registration is full and all of the topics and speakers are ready.
Janet Eklund encouraged more people to sign up for the NHAG list serve and passed around a sign-up sheet.
There being no further business, the meeting adjourned at 11:45 AM.
Respectfully submitted,
C. Christopher Pratt
Secretary/Treasurer
Minutes approved:
Minutes of the Executive Board of the New Hampshire Archives Group
May 13, 2015
NHTI Library / Concord, NH
Members Present: Anne Wirkkala, Betsy Holmes, Chris Pratt, Alice Staples, Cynthia Swank, and Barbara Rimkunas.
Members Absent: Rodney Obien.
Audience: Brian Burford.
The meeting was held in room 146 at NHTI Library and was called to order at 9:35 AM. The minutes of the March 25, 2015 meeting were reviewed. The minutes were approved with a minor change. The treasurer’s report was presented. Chris noted that we have $7,121.65 on hand. The treasurer’s report was approved.
Details of the Spring Meeting were finalized. Jim Perkins will be nominated for vice president. Alice will be nominated for the at large seat. Chris has announced that he will be resigning after the May meeting. It was decided to open nominations from the floor to replace him for the balance of his term. If that fails to provide a candidate, Anne offered to act as interim. Betsy will obtain “gas cards” for the speakers.
Next came a discussion of the archives boot camp. Chris reported that we now 25 people signed up, but there are 20 for the first day and 24 for the second day. It was decided to continue to allow registrations that are “in the mail” but to announce that the camp is closed. Betsy noted Gaylord will allow us to select some items to be given away at the camp. Betsy will follow up with the $150-worth of materials sent by Gaylord Brothers and University Products sent to NHTI. It was also decided that a survey/evaluation should be done at the conclusion of each day.
Anne reported that our electronic presence seems to be working well. The web page is working again and Facebook continues to have hits.
The discussion then turned to the Fall Meeting. It will be held at the New Boston Public Library on September 29. New Boston Historical Society will host. The topic will be looking to the future. Several topics were discussed including “remaining relevant,” issues with born digital records, and how are new archivists being trained.
The next board meeting was scheduled for July 22, 2015 at the NHTI Library at 9:30. There being no further business, the meeting adjourned at 11:15 AM.
Respectfully submitted,
C. Christopher Pratt
Secretary/Treasurer
Minutes approved: July 22, 2015
May 13, 2015
NHTI Library / Concord, NH
Members Present: Anne Wirkkala, Betsy Holmes, Chris Pratt, Alice Staples, Cynthia Swank, and Barbara Rimkunas.
Members Absent: Rodney Obien.
Audience: Brian Burford.
The meeting was held in room 146 at NHTI Library and was called to order at 9:35 AM. The minutes of the March 25, 2015 meeting were reviewed. The minutes were approved with a minor change. The treasurer’s report was presented. Chris noted that we have $7,121.65 on hand. The treasurer’s report was approved.
Details of the Spring Meeting were finalized. Jim Perkins will be nominated for vice president. Alice will be nominated for the at large seat. Chris has announced that he will be resigning after the May meeting. It was decided to open nominations from the floor to replace him for the balance of his term. If that fails to provide a candidate, Anne offered to act as interim. Betsy will obtain “gas cards” for the speakers.
Next came a discussion of the archives boot camp. Chris reported that we now 25 people signed up, but there are 20 for the first day and 24 for the second day. It was decided to continue to allow registrations that are “in the mail” but to announce that the camp is closed. Betsy noted Gaylord will allow us to select some items to be given away at the camp. Betsy will follow up with the $150-worth of materials sent by Gaylord Brothers and University Products sent to NHTI. It was also decided that a survey/evaluation should be done at the conclusion of each day.
Anne reported that our electronic presence seems to be working well. The web page is working again and Facebook continues to have hits.
The discussion then turned to the Fall Meeting. It will be held at the New Boston Public Library on September 29. New Boston Historical Society will host. The topic will be looking to the future. Several topics were discussed including “remaining relevant,” issues with born digital records, and how are new archivists being trained.
The next board meeting was scheduled for July 22, 2015 at the NHTI Library at 9:30. There being no further business, the meeting adjourned at 11:15 AM.
Respectfully submitted,
C. Christopher Pratt
Secretary/Treasurer
Minutes approved: July 22, 2015
Minutes of the Executive Board of the New Hampshire Archives Group
March 25, 2015
NHTI Library / Concord, NH
Members Present: Anne Wirkkala, Betsy Holmes, Chris Pratt, Alice Staples, and Barbara Rimkunas.
Members Absent: Rodney Obien, Cynthia Swank.
Audience: None.
The meeting was held in room 146 at NHTI Library and was called to order at 9:45 AM. The minutes of the February 11, 2015 meeting were reviewed. The minutes were approved with a minor change. The treasurer’s report was presented. Chris noted that we have $5,370.43 on hand. The treasurer’s report was approved.
In regard to the annual meeting, we will need a new vice-president and a board member at large. Rodney has nominated Jim Perkins as the VP. Someone will contact him to see if he will serve. Alice agreed to run for another term as a member at large. As always, other nominations will be accepted from the floor.
The conversation then turned to the spring meeting. Bob Cottrell, director of Conway Historical Society and the Henry History Room has agreed to speak about the collaboration on Conway’s 250th anniversary. Mention had also been made of collaboration in Manchester for its centennial celebration. Betsy will follow up on that. The afternoon session will be a panel discussion which will include Barbara. It is planned that Jim Romer will chair the panel, but he still needs to be contacted to firm up. Other panel members need to be recruited.
The meeting will be held at the Lamson Library at Plymouth State University in room 124 on May 20. Alice reported that she has coordinated with Sodexo for catering services. Chris will get out the “save the date” notice.
Anne passed out the boot camp outline. The event will take place over a 2 day period (June 4-5). Day 1 will include 5 sessions of about 1 hour each. Session 1 will be “accepting the donation” which be presented by Barbara. Session 2 will be “processing the donation” with Sally Fellows. Session 3 will be “storing the donation” with Alice and possibly Rodney and Brian Burford. Session 4 will be “sharing the donation with Betsy assisted by Anne. Session 5 will be outreach and will be a panel discussion on such issues as publicizing the holdings and volunteer management. Day 2 will be a half day with hands-on activities in conservation (Alice), digitization (Anne), metadata/indexing (Sally), and control of collections (forms, records etc) (Barbara). The day will conclude with a wrap-up session. It was decided that enrollment will be “first paid, first served.” Chris will develop the forms and handle the registration.
Anne has been developing a glossary of archival terms for use at the boot camp. She passed out copies to the board.
The group has a new URL—nhag.org. The Facebook page continues to do well in terms of visits and likes.
Anne passed out copies of a report from Cynthia regarding a meeting she attended on how communities are dealing with unused public library space.
Finally, the board discussed the fall meeting. Betsy has contacted the New Boston public library and they will be happy to host us, however, the meeting will have to take place on a Tuesday. We discussed three possible dates—September 22nd, 29th and October 5.
The next board meeting was scheduled for May 13, 2015 at the NHTI Library at 9:30. There being no further business, the meeting adjourned at 11:20 AM.
Respectfully submitted,
C. Christopher Pratt
Secretary/Treasurer
Minutes approved: May 13, 2105
March 25, 2015
NHTI Library / Concord, NH
Members Present: Anne Wirkkala, Betsy Holmes, Chris Pratt, Alice Staples, and Barbara Rimkunas.
Members Absent: Rodney Obien, Cynthia Swank.
Audience: None.
The meeting was held in room 146 at NHTI Library and was called to order at 9:45 AM. The minutes of the February 11, 2015 meeting were reviewed. The minutes were approved with a minor change. The treasurer’s report was presented. Chris noted that we have $5,370.43 on hand. The treasurer’s report was approved.
In regard to the annual meeting, we will need a new vice-president and a board member at large. Rodney has nominated Jim Perkins as the VP. Someone will contact him to see if he will serve. Alice agreed to run for another term as a member at large. As always, other nominations will be accepted from the floor.
The conversation then turned to the spring meeting. Bob Cottrell, director of Conway Historical Society and the Henry History Room has agreed to speak about the collaboration on Conway’s 250th anniversary. Mention had also been made of collaboration in Manchester for its centennial celebration. Betsy will follow up on that. The afternoon session will be a panel discussion which will include Barbara. It is planned that Jim Romer will chair the panel, but he still needs to be contacted to firm up. Other panel members need to be recruited.
The meeting will be held at the Lamson Library at Plymouth State University in room 124 on May 20. Alice reported that she has coordinated with Sodexo for catering services. Chris will get out the “save the date” notice.
Anne passed out the boot camp outline. The event will take place over a 2 day period (June 4-5). Day 1 will include 5 sessions of about 1 hour each. Session 1 will be “accepting the donation” which be presented by Barbara. Session 2 will be “processing the donation” with Sally Fellows. Session 3 will be “storing the donation” with Alice and possibly Rodney and Brian Burford. Session 4 will be “sharing the donation with Betsy assisted by Anne. Session 5 will be outreach and will be a panel discussion on such issues as publicizing the holdings and volunteer management. Day 2 will be a half day with hands-on activities in conservation (Alice), digitization (Anne), metadata/indexing (Sally), and control of collections (forms, records etc) (Barbara). The day will conclude with a wrap-up session. It was decided that enrollment will be “first paid, first served.” Chris will develop the forms and handle the registration.
Anne has been developing a glossary of archival terms for use at the boot camp. She passed out copies to the board.
The group has a new URL—nhag.org. The Facebook page continues to do well in terms of visits and likes.
Anne passed out copies of a report from Cynthia regarding a meeting she attended on how communities are dealing with unused public library space.
Finally, the board discussed the fall meeting. Betsy has contacted the New Boston public library and they will be happy to host us, however, the meeting will have to take place on a Tuesday. We discussed three possible dates—September 22nd, 29th and October 5.
The next board meeting was scheduled for May 13, 2015 at the NHTI Library at 9:30. There being no further business, the meeting adjourned at 11:20 AM.
Respectfully submitted,
C. Christopher Pratt
Secretary/Treasurer
Minutes approved: May 13, 2105
Minutes of the Executive Board of the New Hampshire Archives Group
February 11, 2015
NHTI Library / Concord, NH
Members Present: Anne Wirkkala, Betsy Holmes, Rodney Obien, Chris Pratt, Alice Staples, Cynthia Swank, and Barbara Rimkunas.
Members Absent: None.
Audience: None.
The meeting was held in Room 146 at NHTI Library and was called to order at 9:45 AM. The minutes of the October 15, 2014 meeting were reviewed. The minutes were approved with a minor change. The treasurer’s report was presented. Chris noted that we have $5,370.34 on hand. The treasurer’s report was approved.
The meeting opened with a discussion of our electronic presence. Our list serve site has not attracted that much interest. However, our Facebook page has been “liked” by a number of people. Discussion followed on perhaps dropping our list serve in favor of some state-sponsored list serve such as NHAIS. No decision was made. Chris noted that he has been having problems editing the website. Rodney and Betsy noted that the problem may be the web-browser he is using. Chris will look into it.
Anne led the discussion on the Archives Boot Camp. It was decided to have the program on June 4th and 5th. The first day will be some basic topics and the second day will be “hands on.” Anne expressed the hope that we would be able to find speakers for the first day within the group. Betsy noted that Sally Fellows had volunteered for the section on managing the records of the archive and processing the donation. She also noted that Keith Chevalier might be interested in the section on sharing the donation with the “outside world.” Anne noted that Brian Burford would be interested in the section on storing collections. Betsy noted that she will be taking a webinar on copyright and offered to present a distillation of that information.
Discussion then shifted to some of the details. Anne noted the room we will be using is fully “wired” and there are tablets, a wireless printer and a scanner available. Chris raised some concerns about administration—especially since this is occurring so close to the spring workshop. It was decided to limit the number of students to 25 and they must preregister—no walk-ins. Anne reviewed some of the costs of using N.H.T.I’s catering services. It was decided that the cost will be $30 for day 1 or 2. The cost for signing up for both days will be $50.
As for the spring meeting, we had discussed Keene State, however, it was also suggested that the Conway Public Library might be a good site. Betsy will contact the director—Dave Smolen—and see if that might work. Our topic is “Beyond Our Doors: Collaboration Within a Community.” As for presenters, Jim Romer is making a presentation on coordination between public officials and historical societies. Betsy noted that the Manchester City Library and the Manchester Historical Society recently collaborated on an exhibit and she offered to see if they might be willing to discuss it. No decision was made in regard to a date until we hear about the site. However, May 20th or 27th are possible. Coordination will continue via e-mail.
The next board meeting was scheduled for, March 18, 2015, (weather permitting) at the NHTI Library at 9:30. There being no further business, the meeting adjourned at 11:10 AM.
Respectfully submitted,
C. Christopher Pratt
Secretary/Treasurer
Minutes approved: March 25, 2015
February 11, 2015
NHTI Library / Concord, NH
Members Present: Anne Wirkkala, Betsy Holmes, Rodney Obien, Chris Pratt, Alice Staples, Cynthia Swank, and Barbara Rimkunas.
Members Absent: None.
Audience: None.
The meeting was held in Room 146 at NHTI Library and was called to order at 9:45 AM. The minutes of the October 15, 2014 meeting were reviewed. The minutes were approved with a minor change. The treasurer’s report was presented. Chris noted that we have $5,370.34 on hand. The treasurer’s report was approved.
The meeting opened with a discussion of our electronic presence. Our list serve site has not attracted that much interest. However, our Facebook page has been “liked” by a number of people. Discussion followed on perhaps dropping our list serve in favor of some state-sponsored list serve such as NHAIS. No decision was made. Chris noted that he has been having problems editing the website. Rodney and Betsy noted that the problem may be the web-browser he is using. Chris will look into it.
Anne led the discussion on the Archives Boot Camp. It was decided to have the program on June 4th and 5th. The first day will be some basic topics and the second day will be “hands on.” Anne expressed the hope that we would be able to find speakers for the first day within the group. Betsy noted that Sally Fellows had volunteered for the section on managing the records of the archive and processing the donation. She also noted that Keith Chevalier might be interested in the section on sharing the donation with the “outside world.” Anne noted that Brian Burford would be interested in the section on storing collections. Betsy noted that she will be taking a webinar on copyright and offered to present a distillation of that information.
Discussion then shifted to some of the details. Anne noted the room we will be using is fully “wired” and there are tablets, a wireless printer and a scanner available. Chris raised some concerns about administration—especially since this is occurring so close to the spring workshop. It was decided to limit the number of students to 25 and they must preregister—no walk-ins. Anne reviewed some of the costs of using N.H.T.I’s catering services. It was decided that the cost will be $30 for day 1 or 2. The cost for signing up for both days will be $50.
As for the spring meeting, we had discussed Keene State, however, it was also suggested that the Conway Public Library might be a good site. Betsy will contact the director—Dave Smolen—and see if that might work. Our topic is “Beyond Our Doors: Collaboration Within a Community.” As for presenters, Jim Romer is making a presentation on coordination between public officials and historical societies. Betsy noted that the Manchester City Library and the Manchester Historical Society recently collaborated on an exhibit and she offered to see if they might be willing to discuss it. No decision was made in regard to a date until we hear about the site. However, May 20th or 27th are possible. Coordination will continue via e-mail.
The next board meeting was scheduled for, March 18, 2015, (weather permitting) at the NHTI Library at 9:30. There being no further business, the meeting adjourned at 11:10 AM.
Respectfully submitted,
C. Christopher Pratt
Secretary/Treasurer
Minutes approved: March 25, 2015
Minutes of the Executive Board of the New Hampshire Archives Group
October 15, 2014
NHTI Library / Concord, NH
Members Present: Anne Wirkkala, Rodney Obien, Chris Pratt, Alice Staples, Cynthia Swank, and Barbara Rimkunas.
Members Absent: Betsy Holmes.
Audience: Brian Burford.
The meeting was held in room 146 at NHTI Library and was called to order at 9:35 AM. The minutes of the June 18, 2014 meeting were reviewed. The minutes were approved with minor changes. The treasurer’s report was presented. Chris noted that we have $5,370.00 on hand. The treasurer’s report was approved.
The first item on the agenda was a discussion of the fall meeting. The evaluations were reviewed. They were mostly positive on the topics and speakers. There were some suggestion on the facilities—especially the lack of tables. Chris and Cynthia both noted that there weren’t enough tables to do our usual configuration and the hall wasn’t large enough for tables, people, food, and other needs. Another issue was audio. A few attendees noted that hearing was somewhat difficult especially for the first speaker. It was agreed that future workshops should probably include some sort of microphone set up. A number of suggestions for future meetings were noted. One was how to recruit new members. Another suggested finding ways to collaborate with local resources—which is going to be our topic for spring 2015. On the topic of genealogy, a suggestion was made to explore resources outside the United States especially in Europe and as well as family name changes. Another topic concerns preserving records of politicians—especially local community leaders—when they retire.
Next we addressed the spring meeting. The suggested title is “Beyond Our Doors: Collaboration Within a Community.” The broad topic is where to send people when they seek information on topics not covered in our collections. That would cover resources in the local community as well as on the state and national level. This would also include online resources. It was also discussed to include a program that Jim Romer has suggested in how to accomplish collaboration in politically difficult situations such as with a town clerk or historical society. Brian offered to check with Jim to see if he would be willing to present.
Rodney offered to host the meeting at Keene State at the Mason Library. He will need to coordinate the dates, but it was suggested that either May 20 or 27th would be ideal. He will also coordinate catering with K.S.C. food service.
Next the discussion moved to the archives boot camp. Anne said that the dates of June 4th and 5th work best with the N.H.T.I.’s schedule. The basic concept is for the participants to follow the acquisition of a collection from acquisition through arrangement and description, cataloging and digitization. Cynthia pointed out that we should begin with a description of policies. Anne added that structure and mission statement should be included.
Issues surrounding the website were discussed next. Anne noted that she had seen some complaints—especially in the timeliness of postings. Chris noted that he had some difficulties accessing the site which resulted in some of the delays. However that seems to have been resolved. Anne noted that the Facebook site has some 40 “likes.” She also noted that the list-serve is building slowly.
The next board meeting was scheduled for January 28, 2015, (weather permitting) at the NHTI Library at 9:30. There being no further business, the meeting adjourned at 11:00 AM.
Respectfully submitted,
C. Christopher Pratt
Secretary/Treasurer
Minutes approved: February 11, 2015
October 15, 2014
NHTI Library / Concord, NH
Members Present: Anne Wirkkala, Rodney Obien, Chris Pratt, Alice Staples, Cynthia Swank, and Barbara Rimkunas.
Members Absent: Betsy Holmes.
Audience: Brian Burford.
The meeting was held in room 146 at NHTI Library and was called to order at 9:35 AM. The minutes of the June 18, 2014 meeting were reviewed. The minutes were approved with minor changes. The treasurer’s report was presented. Chris noted that we have $5,370.00 on hand. The treasurer’s report was approved.
The first item on the agenda was a discussion of the fall meeting. The evaluations were reviewed. They were mostly positive on the topics and speakers. There were some suggestion on the facilities—especially the lack of tables. Chris and Cynthia both noted that there weren’t enough tables to do our usual configuration and the hall wasn’t large enough for tables, people, food, and other needs. Another issue was audio. A few attendees noted that hearing was somewhat difficult especially for the first speaker. It was agreed that future workshops should probably include some sort of microphone set up. A number of suggestions for future meetings were noted. One was how to recruit new members. Another suggested finding ways to collaborate with local resources—which is going to be our topic for spring 2015. On the topic of genealogy, a suggestion was made to explore resources outside the United States especially in Europe and as well as family name changes. Another topic concerns preserving records of politicians—especially local community leaders—when they retire.
Next we addressed the spring meeting. The suggested title is “Beyond Our Doors: Collaboration Within a Community.” The broad topic is where to send people when they seek information on topics not covered in our collections. That would cover resources in the local community as well as on the state and national level. This would also include online resources. It was also discussed to include a program that Jim Romer has suggested in how to accomplish collaboration in politically difficult situations such as with a town clerk or historical society. Brian offered to check with Jim to see if he would be willing to present.
Rodney offered to host the meeting at Keene State at the Mason Library. He will need to coordinate the dates, but it was suggested that either May 20 or 27th would be ideal. He will also coordinate catering with K.S.C. food service.
Next the discussion moved to the archives boot camp. Anne said that the dates of June 4th and 5th work best with the N.H.T.I.’s schedule. The basic concept is for the participants to follow the acquisition of a collection from acquisition through arrangement and description, cataloging and digitization. Cynthia pointed out that we should begin with a description of policies. Anne added that structure and mission statement should be included.
Issues surrounding the website were discussed next. Anne noted that she had seen some complaints—especially in the timeliness of postings. Chris noted that he had some difficulties accessing the site which resulted in some of the delays. However that seems to have been resolved. Anne noted that the Facebook site has some 40 “likes.” She also noted that the list-serve is building slowly.
The next board meeting was scheduled for January 28, 2015, (weather permitting) at the NHTI Library at 9:30. There being no further business, the meeting adjourned at 11:00 AM.
Respectfully submitted,
C. Christopher Pratt
Secretary/Treasurer
Minutes approved: February 11, 2015
Minutes of the Executive Board of the New Hampshire Archives Group
August 13, 2014
Concord, NH
Members Present: Betsy Holmes, Chris Pratt, Alice Staples, Cynthia Swank, and Barbara Rimkunas.
Members Absent: Anne Wirkkala and Rodney Obien
Audience: Janet Eklund.
The meeting was held in room 146 at NHTI Library and was called to order at 9:35 AM. Vice president Betsy Holmes presided. The minutes of the June 18, 2014 meeting were reviewed. Alice and Chris noted some minor corrections. The minutes were approved with the changes. The treasurer’s report was presented. Chris noted that the group has $5,517.82 cash on hand. The treasurer’s report was approved.
Discussion then turned to the fall meeting. While we have a place, a date and a general topic (genealogy in the digital environment) we need to flesh out the presentations. Cynthia reported that she was able to secure Patty Shorland who works with the L.D.S. and will speak on their various electronic resources. However, Cynthia also reported that internet access at the North Hampton Town Hall was knocked out by a lightning strike. They are not sure that service will be restored by the 24th of September. This would be a major problem for demonstrations requiring the internet. The board discussed some backup plans. Cynthia suggested the North Hampton Public Library. Barbara offered the Exeter Historical Society. It was decided to wait and see if the problem can be cleared up.
As for other speakers, Brian Burford had previously reported that Deb Moore of the Vital Records Section of the State Archives was willing to speak, but there has been no follow up. Anne was going to check with Bill Copeley. Betsy will follow up with Anne. In the mean time, it was decided that the program could also focus on items in a collection that may not be digitized, but which provide researchers with more information. Chris and Barbara offered to do short presentations on handling queries and discussing resources available in order to “flesh-out” the digital record. It was decided that the workshop will be titled “Finding Footprints: Assisting Genealogical Researchers with Digital and Local Resources.” Betsy also offered to contact the Franco-American Society as a back-up. Coordination will continue via e-mail.
Cynthia reported that we will be using Betty’s Kitchen as a caterer. She listed out the menu available, but the cost with gratuity, tax, and luncheon drinks exceeds our base price of $20. Alice suggested some changes that might reduce the price. Cynthia will see if they are willing to make the changes.
Janet Eklund reported on the list serve. It is now set up and she offered to test it on the board members. She explained the format and will act as the moderator. Once this is running, we will add a link to the website. It was decided to let the membership volunteer to join and see if there is a response. An announcement will be made at the fall meeting.
We discussed the spring 2015 meeting. A tentative topic is how to direct researchers to resources when your historical society doesn’t have the records.
We also discussed the archives boot camp, but further discussion was postponed because of Anne’s absence.
The next board meeting was scheduled for October 15, 2014 at the NHTI Library at 9:30. There being no further business, the meeting adjourned at 11:00 AM.
Respectfully submitted,
C. Christopher Pratt
Secretary/Treasurer
Minutes approved: October 15, 2014
August 13, 2014
Concord, NH
Members Present: Betsy Holmes, Chris Pratt, Alice Staples, Cynthia Swank, and Barbara Rimkunas.
Members Absent: Anne Wirkkala and Rodney Obien
Audience: Janet Eklund.
The meeting was held in room 146 at NHTI Library and was called to order at 9:35 AM. Vice president Betsy Holmes presided. The minutes of the June 18, 2014 meeting were reviewed. Alice and Chris noted some minor corrections. The minutes were approved with the changes. The treasurer’s report was presented. Chris noted that the group has $5,517.82 cash on hand. The treasurer’s report was approved.
Discussion then turned to the fall meeting. While we have a place, a date and a general topic (genealogy in the digital environment) we need to flesh out the presentations. Cynthia reported that she was able to secure Patty Shorland who works with the L.D.S. and will speak on their various electronic resources. However, Cynthia also reported that internet access at the North Hampton Town Hall was knocked out by a lightning strike. They are not sure that service will be restored by the 24th of September. This would be a major problem for demonstrations requiring the internet. The board discussed some backup plans. Cynthia suggested the North Hampton Public Library. Barbara offered the Exeter Historical Society. It was decided to wait and see if the problem can be cleared up.
As for other speakers, Brian Burford had previously reported that Deb Moore of the Vital Records Section of the State Archives was willing to speak, but there has been no follow up. Anne was going to check with Bill Copeley. Betsy will follow up with Anne. In the mean time, it was decided that the program could also focus on items in a collection that may not be digitized, but which provide researchers with more information. Chris and Barbara offered to do short presentations on handling queries and discussing resources available in order to “flesh-out” the digital record. It was decided that the workshop will be titled “Finding Footprints: Assisting Genealogical Researchers with Digital and Local Resources.” Betsy also offered to contact the Franco-American Society as a back-up. Coordination will continue via e-mail.
Cynthia reported that we will be using Betty’s Kitchen as a caterer. She listed out the menu available, but the cost with gratuity, tax, and luncheon drinks exceeds our base price of $20. Alice suggested some changes that might reduce the price. Cynthia will see if they are willing to make the changes.
Janet Eklund reported on the list serve. It is now set up and she offered to test it on the board members. She explained the format and will act as the moderator. Once this is running, we will add a link to the website. It was decided to let the membership volunteer to join and see if there is a response. An announcement will be made at the fall meeting.
We discussed the spring 2015 meeting. A tentative topic is how to direct researchers to resources when your historical society doesn’t have the records.
We also discussed the archives boot camp, but further discussion was postponed because of Anne’s absence.
The next board meeting was scheduled for October 15, 2014 at the NHTI Library at 9:30. There being no further business, the meeting adjourned at 11:00 AM.
Respectfully submitted,
C. Christopher Pratt
Secretary/Treasurer
Minutes approved: October 15, 2014
Minutes of the Executive Board of the New Hampshire Archives Group
June 18, 2014
NHTI Library / Concord, NH
Members Present: Anne Wirkkala, Chris Pratt, Alice Staples, Cynthia Swank, and Barbara Rimkunas.
Members Absent: Betsy Holmes, Rodney Obien.
Audience: Brian Burford, Janet Eklund.
The meeting was held in room 146 at NHTI Library and was called to order at 9:35 AM. The minutes of the March 26, 2014 meeting were reviewed. Alice and Chris noted two minor corrections. The minutes were approved with the changes. The treasurer’s report was presented. Chris discussed the annual statement and noted that we began the fiscal year with $5,111.96 on hand and ended with $5,502.65 on hand. The treasurer’s report was approved.
Anne led the discussion on the spring meeting. Board members read the evaluations which were very positive. Brian suggested that future evaluation forms include the question, “How did you hear about this meeting?” Chris will make the addition. Attendees liked the presentations, the food, and the facilities. The chief complaint was in regard to the parking and its distance from the meeting site. Chris noted that our expenses did not cover the costs. However, he pointed out that it was mostly due to the cost of the caterer who had a number of add-on charges including a set-up fee. Anne noted that there were a number of good suggestions for future meetings. One suggestion was some sort of “bring a friend” program to encourage participants to involve colleagues. There was also a suggestion for a program on how best to share collections with the community.
Discussion then moved to the fall meeting. While we have a date and a place, the program we had originally thought of turned out to not be geared toward our group. Barbara noted that our second choice was genealogy. She said that although a researcher can find a great deal of information using internet resources, local historical societies often have information that can “flesh out” an individual or family. So, the topic could be how to use local resources in the digital age. Several potential speakers were suggested—Bill Copeley, Deb Moore, or someone familiar with the Latter Day Saints resources. Brian volunteered to approach Deb Moore, Anne will contact Bill Copely, and Cynthia will pursue the LDS researcher in Hampton. Cynthia also reported on caterers in the area. The board authorized her to pursue negotiations. The issue of publicity was also discussed. Cynthia will post the meeting with local news outlets. Anne suggested the Manchester Union Leader, but noted that they require a long lead time.
The next discussion was in regard to the “archives boot camp” proposed for summer 2015. Anne reported that the NHTI facility was available. She said the concept will be a 5 day session. Each day would be a complete aspect of archives management so participants could pick and choose days or sign up for all five. The basic flow would include all aspects including acquisition, policies, processing, preservation, presentation, digitization, de-accession and other categories. The next step will be to outline specific presentations and find speakers. Both Barbara and Chris offered to present on topics related to collections policies.
Anne announced that NHAG now has a Facebook page. Diane Mayr offered to set it up and maintain it. The board had some concerns about what would happen if Diane moves away. It was decided to go ahead with the project.
Next, Janet Eklund spoke to us about setting up a list serve. She had volunteered at the annual meeting. She noted that she had had discussions with Keith Simpson who set up a test site using Yahoo. Discussion followed on the benefits and issues with Yahoo. Janet offered to investigate the possibility of the NH State Library hosting the list serve. The board approved the suggestion and Janet will report back via e-mail.
Another issue from the annual meeting was the possibility of NHAG purchasing equipment that could be loaned out to historical societies for short term projects. The question was raised as to what equipment would be appropriate and how would the loan work. Barbara noted that in Exeter several groups pooled funds to purchase a projector. She discussed the mechanics of that process. Anne noted that the main equipment people seemed to be interested in was a scanner and the cost of those has come down considerably. The issue was not resolved.
The board then took up the issue of a member survey. Several questions were discussed such as size of the organization (membership, staffing, etc.), kinds of collections, future plans, what is your “presence” (physical location, hours of operation, website, social media, etc.) and so forth. Discussion then followed on how best to conduct the survey. Electronic methods such as Survey Monkey were mentioned. Chris noted that some members respond to written surveys. He suggested a mailing with the fall meeting announcement that gives an online address or a paper option. Anne will refine the questions and look into a simple online survey.
Finally, the board conducted an audit of the treasurer’s books and found no deficiencies.
The next board meeting was scheduled for August 13, 2014 at the NHTI Library at 9:30. There being no further business, the meeting adjourned at 11:30 AM.
Respectfully submitted,
C. Christopher Pratt
Secretary/Treasurer
Minutes approved: August 13, 2014
June 18, 2014
NHTI Library / Concord, NH
Members Present: Anne Wirkkala, Chris Pratt, Alice Staples, Cynthia Swank, and Barbara Rimkunas.
Members Absent: Betsy Holmes, Rodney Obien.
Audience: Brian Burford, Janet Eklund.
The meeting was held in room 146 at NHTI Library and was called to order at 9:35 AM. The minutes of the March 26, 2014 meeting were reviewed. Alice and Chris noted two minor corrections. The minutes were approved with the changes. The treasurer’s report was presented. Chris discussed the annual statement and noted that we began the fiscal year with $5,111.96 on hand and ended with $5,502.65 on hand. The treasurer’s report was approved.
Anne led the discussion on the spring meeting. Board members read the evaluations which were very positive. Brian suggested that future evaluation forms include the question, “How did you hear about this meeting?” Chris will make the addition. Attendees liked the presentations, the food, and the facilities. The chief complaint was in regard to the parking and its distance from the meeting site. Chris noted that our expenses did not cover the costs. However, he pointed out that it was mostly due to the cost of the caterer who had a number of add-on charges including a set-up fee. Anne noted that there were a number of good suggestions for future meetings. One suggestion was some sort of “bring a friend” program to encourage participants to involve colleagues. There was also a suggestion for a program on how best to share collections with the community.
Discussion then moved to the fall meeting. While we have a date and a place, the program we had originally thought of turned out to not be geared toward our group. Barbara noted that our second choice was genealogy. She said that although a researcher can find a great deal of information using internet resources, local historical societies often have information that can “flesh out” an individual or family. So, the topic could be how to use local resources in the digital age. Several potential speakers were suggested—Bill Copeley, Deb Moore, or someone familiar with the Latter Day Saints resources. Brian volunteered to approach Deb Moore, Anne will contact Bill Copely, and Cynthia will pursue the LDS researcher in Hampton. Cynthia also reported on caterers in the area. The board authorized her to pursue negotiations. The issue of publicity was also discussed. Cynthia will post the meeting with local news outlets. Anne suggested the Manchester Union Leader, but noted that they require a long lead time.
The next discussion was in regard to the “archives boot camp” proposed for summer 2015. Anne reported that the NHTI facility was available. She said the concept will be a 5 day session. Each day would be a complete aspect of archives management so participants could pick and choose days or sign up for all five. The basic flow would include all aspects including acquisition, policies, processing, preservation, presentation, digitization, de-accession and other categories. The next step will be to outline specific presentations and find speakers. Both Barbara and Chris offered to present on topics related to collections policies.
Anne announced that NHAG now has a Facebook page. Diane Mayr offered to set it up and maintain it. The board had some concerns about what would happen if Diane moves away. It was decided to go ahead with the project.
Next, Janet Eklund spoke to us about setting up a list serve. She had volunteered at the annual meeting. She noted that she had had discussions with Keith Simpson who set up a test site using Yahoo. Discussion followed on the benefits and issues with Yahoo. Janet offered to investigate the possibility of the NH State Library hosting the list serve. The board approved the suggestion and Janet will report back via e-mail.
Another issue from the annual meeting was the possibility of NHAG purchasing equipment that could be loaned out to historical societies for short term projects. The question was raised as to what equipment would be appropriate and how would the loan work. Barbara noted that in Exeter several groups pooled funds to purchase a projector. She discussed the mechanics of that process. Anne noted that the main equipment people seemed to be interested in was a scanner and the cost of those has come down considerably. The issue was not resolved.
The board then took up the issue of a member survey. Several questions were discussed such as size of the organization (membership, staffing, etc.), kinds of collections, future plans, what is your “presence” (physical location, hours of operation, website, social media, etc.) and so forth. Discussion then followed on how best to conduct the survey. Electronic methods such as Survey Monkey were mentioned. Chris noted that some members respond to written surveys. He suggested a mailing with the fall meeting announcement that gives an online address or a paper option. Anne will refine the questions and look into a simple online survey.
Finally, the board conducted an audit of the treasurer’s books and found no deficiencies.
The next board meeting was scheduled for August 13, 2014 at the NHTI Library at 9:30. There being no further business, the meeting adjourned at 11:30 AM.
Respectfully submitted,
C. Christopher Pratt
Secretary/Treasurer
Minutes approved: August 13, 2014
Minutes of the Annual Meeting of the New Hampshire Archives Group
May 21, 2014
Cushing Center, St. Anselm College, Manchester, NH
President Rodney Obien opened the meeting at 11:30 AM.
Secretary/Treasurer Chris Pratt presented the minutes of the annual meeting of May 29, 2013. They were approved. Next he presented the draft of the balance sheet for FY 2013-2014. He noted that income and expenses of the spring meeting were not included. The treasurer’s report was approved.
President Obien then opened the floor for the election of a member at large and the vice president. Cynthia Swank of Inlook Group was nominated for another term as an at large board member. Betsy Holmes of the New Hampshire Institute of Art was nominated for the vice-presidency. There were no other nominations and the meeting voted to approve the candidates.
At that point, president Obien became the immediate-past president and turned the meeting over to the new president Anne Wirkkala. She thanked Rodney and also thanked retiring immediate-past president Brian Burford for his service on the executive board.
Anne then announced that the website is operational again and urged the membership to suggest ways to increase the content. She also announced that the executive board was planning an “archives boot camp” for the summer of 2015. She anticipated a multi-day session with concentrations on different aspects of archives management so participants could pick and choose sessions or sign up for the entire program. The board will be looking to recruit presenters for the sessions. Finally she announced that the fall meeting would be held in North Hampton on September 24, 2014.
The floor was then opened to the membership. Janet Eklund suggested that the board consider some sort of list serve to generate discussion on issues facing archivists around the state. She offered to explore ways to set up such a list and the membership gave her their approval.
Rob Stevenson noted that the Jaffrey Historical Society had received a grant to purchase a scanner and digitize a collection related to the Dean Murder in 1918. He was looking for suggestions on what to purchase. Several members responded.
Betsy Holmes suggested that the executive board look into purchasing equipment that could be loaned out to societies that had short-term projects but did not need to purchase equipment.
Jim Romer suggested that a future workshop discuss how historical societies could collaborate with town government to preserve town records. He noted that this is a particular problem in small towns.
There being no further business, the meeting adjourned at noon.
Respectfully submitted,
C. Christopher Pratt
Secretary/Treasurer
Minutes approved:
May 21, 2014
Cushing Center, St. Anselm College, Manchester, NH
President Rodney Obien opened the meeting at 11:30 AM.
Secretary/Treasurer Chris Pratt presented the minutes of the annual meeting of May 29, 2013. They were approved. Next he presented the draft of the balance sheet for FY 2013-2014. He noted that income and expenses of the spring meeting were not included. The treasurer’s report was approved.
President Obien then opened the floor for the election of a member at large and the vice president. Cynthia Swank of Inlook Group was nominated for another term as an at large board member. Betsy Holmes of the New Hampshire Institute of Art was nominated for the vice-presidency. There were no other nominations and the meeting voted to approve the candidates.
At that point, president Obien became the immediate-past president and turned the meeting over to the new president Anne Wirkkala. She thanked Rodney and also thanked retiring immediate-past president Brian Burford for his service on the executive board.
Anne then announced that the website is operational again and urged the membership to suggest ways to increase the content. She also announced that the executive board was planning an “archives boot camp” for the summer of 2015. She anticipated a multi-day session with concentrations on different aspects of archives management so participants could pick and choose sessions or sign up for the entire program. The board will be looking to recruit presenters for the sessions. Finally she announced that the fall meeting would be held in North Hampton on September 24, 2014.
The floor was then opened to the membership. Janet Eklund suggested that the board consider some sort of list serve to generate discussion on issues facing archivists around the state. She offered to explore ways to set up such a list and the membership gave her their approval.
Rob Stevenson noted that the Jaffrey Historical Society had received a grant to purchase a scanner and digitize a collection related to the Dean Murder in 1918. He was looking for suggestions on what to purchase. Several members responded.
Betsy Holmes suggested that the executive board look into purchasing equipment that could be loaned out to societies that had short-term projects but did not need to purchase equipment.
Jim Romer suggested that a future workshop discuss how historical societies could collaborate with town government to preserve town records. He noted that this is a particular problem in small towns.
There being no further business, the meeting adjourned at noon.
Respectfully submitted,
C. Christopher Pratt
Secretary/Treasurer
Minutes approved:
Minutes of the Executive Board of the New Hampshire Archives Group
March 26, 2014
NHTI Library / Concord, NH
Members Present: Rodney Obien, Anne Wirkkala, Brian Burford, Chris Pratt, Alice Staples, Cynthia Swank, and Barbara Rimkunas.
Members Absent: None.
The meeting was held in the small conference room at NHTI Library and was called to order at 9:32 AM. The minutes of October 30, 2013, were reviewed. Alice noted two minor corrections. The minutes were then approved. The treasurer’s report was presented and approved.
The first item of discussion was the spring meeting. The location is set although we will have to move from the Geisel Library Conference Room if more than 30 people sign up. Keith Chevalier has offered to do a tour of the library, but the archives is inaccessible. Alice has been in touch with the caterer and made sure that early morning coffee, cookies with lunch and other details have been worked out. She will find out when we have to provide a count and whether or not a deposit is required. We agreed to post the meeting information on the NHAIS site as well as the N.E.A. site. Barbara offered to see about posting on teacher’s organizations. Rodney will get gift cards.
The group then filled in the blanks on the “save-the-day” notice. Chris will finalize that. The times of each session were completed. As for the annual meeting, Chris noted that we need a new vice president and one at large seat. It appears that Alice is up for reelection. Some suggestions were made for a new v.p.
Rodney noted that the website is down again, but it is fixable. It is hoped that it will be up by the end of the week.
Discussion turned to the fall meeting. It will be in North Hampton and the town hall. Cynthia will see if the North Hampton Historical Commission and/or the public library will sponsor. Two suggestions for programs were made—Genealogy obscure and neglected sources and who owns local history. Both are topics of speakers that Cynthia has recently hear or will hear in the future. It was thought that both could be used as a single program. The date of September 24 was chosen with October 1 as an alternate.
Brian noted that our current financial holdings amounted to over $5,000 and he was wondering if we might use some of the money to sponsor grants and workshops. Grants could be given for people to attend conferences outside New Hampshire or local historical societies for small preservation activities. Barbara suggested something like a two day workshop similar to the “archives boot camp” presentation done by N.E.A. several years ago. Anne suggested that there are a number of colleges that might have space during the summer months for a large conference. Rodney and Anne will pursue the ideas further.
The next board meeting was scheduled for June 18, 2014 at the NHTI Library at 9:30. There being no further business, the meeting adjourned at 11 AM.
Respectfully submitted,
C. Christopher Pratt
Secretary/Treasurer
Minutes approved: June 18, 2014
March 26, 2014
NHTI Library / Concord, NH
Members Present: Rodney Obien, Anne Wirkkala, Brian Burford, Chris Pratt, Alice Staples, Cynthia Swank, and Barbara Rimkunas.
Members Absent: None.
The meeting was held in the small conference room at NHTI Library and was called to order at 9:32 AM. The minutes of October 30, 2013, were reviewed. Alice noted two minor corrections. The minutes were then approved. The treasurer’s report was presented and approved.
The first item of discussion was the spring meeting. The location is set although we will have to move from the Geisel Library Conference Room if more than 30 people sign up. Keith Chevalier has offered to do a tour of the library, but the archives is inaccessible. Alice has been in touch with the caterer and made sure that early morning coffee, cookies with lunch and other details have been worked out. She will find out when we have to provide a count and whether or not a deposit is required. We agreed to post the meeting information on the NHAIS site as well as the N.E.A. site. Barbara offered to see about posting on teacher’s organizations. Rodney will get gift cards.
The group then filled in the blanks on the “save-the-day” notice. Chris will finalize that. The times of each session were completed. As for the annual meeting, Chris noted that we need a new vice president and one at large seat. It appears that Alice is up for reelection. Some suggestions were made for a new v.p.
Rodney noted that the website is down again, but it is fixable. It is hoped that it will be up by the end of the week.
Discussion turned to the fall meeting. It will be in North Hampton and the town hall. Cynthia will see if the North Hampton Historical Commission and/or the public library will sponsor. Two suggestions for programs were made—Genealogy obscure and neglected sources and who owns local history. Both are topics of speakers that Cynthia has recently hear or will hear in the future. It was thought that both could be used as a single program. The date of September 24 was chosen with October 1 as an alternate.
Brian noted that our current financial holdings amounted to over $5,000 and he was wondering if we might use some of the money to sponsor grants and workshops. Grants could be given for people to attend conferences outside New Hampshire or local historical societies for small preservation activities. Barbara suggested something like a two day workshop similar to the “archives boot camp” presentation done by N.E.A. several years ago. Anne suggested that there are a number of colleges that might have space during the summer months for a large conference. Rodney and Anne will pursue the ideas further.
The next board meeting was scheduled for June 18, 2014 at the NHTI Library at 9:30. There being no further business, the meeting adjourned at 11 AM.
Respectfully submitted,
C. Christopher Pratt
Secretary/Treasurer
Minutes approved: June 18, 2014
Minutes of the Executive Board of the New Hampshire Archives Group
October 30, 2013
NHTI Library / Concord, NH
Members Present: Rodney Obien, Anne Wirkkala, Brian Burford, Chris Pratt, Cynthia Swank, and Barbara Rimkunas.
Members Absent: Alice Staples.
The meeting was held in the small conference room at NHTI Library and was called to order at 9:35 AM. Rodney announced that Barbara would be a little late and so the time was used to review the evaluations from the fall meeting. Most of the comments were positive and the suggestions for future meetings were helpful. In regard to a comment on the website, Anne stated that she had found that the best way to increase visibility is to have an organization name at the top of the introductory page. This acts as a “title page.” She also said that a logo was helpful. Rodney went to the website and changed the introductory material as Barbara joined the conversation.
The minutes of the August 28, 2013, meeting were reviewed and approved without changes. Chris presented the treasurer’s report. Our cash on hand is $5248.63. He noted that the fall meeting made a slight profit largely due to the low cost of the caterer. Brian questioned the $19.80 charge added to the cost of the speakers. This was due to fees charged in order to purchase the gift cards. The treasurer’s report was approved.
Next discussion turned to the fall meeting. It was felt that the speakers were excellent and the presentations were helpful. It was felt that the discussion sections had several good exchanges of ideas. This led to some discussion about how we might use the website as place to have conversations. Rodney suggested a list serve. Others suggested soliciting individuals who would be willing to have their names listed as contacts for different aspects of archives issues. Rodney felt that a list serve would be the best way to accomplish that. However, questions were raised as to who would moderate the list or keep aspects updated. It was decided to continue these issues until later.
The next item was the spring meeting. Keith Chevalier has agreed in principle to have the meeting at St. Anselms College, but we will have to schedule it on May 21st or May 28th in order to accommodate the college’s schedule. That was agreeable to the board. Rodney will contact Keith. The theme of the meeting will be teaching with primary sources. Barbara agreed to present on her experiences with the Exeter Historical Society. Rodney noted that Morgan Swan of Dartmouth would be interested. He also noted that we might be able to find someone from the NH Institute of Art or the NH Historical Society. If he is unsuccessful with them, he will present. Alice has offered to arrange for catering. Barbara noted that teachers might be a potential market for this program. Chris asked if there was some group that would be a forum for advertising and Barbara stated the NH Council for the Social Studies.
As for the fall 2014 program, Cynthia pointed out that by that date the North Hampton Historical Society will be on its way to completing a collaborative project with the town. The meeting could be held at the town hall—assuming construction is completed. Barbara proposed topics having to do with genealogy and discussion seemed to be moving toward using public records for genealogists or genealogy in the digital world.
The next board meeting was scheduled for February 19, 2013, (with a snow date of February 26th) at the NHTI Library at 9:30. There being no further business, the meeting adjourned at 11 AM.
Respectfully submitted,
C. Christopher Pratt
Secretary/Treasurer
Minutes approved: March 26, 2014
October 30, 2013
NHTI Library / Concord, NH
Members Present: Rodney Obien, Anne Wirkkala, Brian Burford, Chris Pratt, Cynthia Swank, and Barbara Rimkunas.
Members Absent: Alice Staples.
The meeting was held in the small conference room at NHTI Library and was called to order at 9:35 AM. Rodney announced that Barbara would be a little late and so the time was used to review the evaluations from the fall meeting. Most of the comments were positive and the suggestions for future meetings were helpful. In regard to a comment on the website, Anne stated that she had found that the best way to increase visibility is to have an organization name at the top of the introductory page. This acts as a “title page.” She also said that a logo was helpful. Rodney went to the website and changed the introductory material as Barbara joined the conversation.
The minutes of the August 28, 2013, meeting were reviewed and approved without changes. Chris presented the treasurer’s report. Our cash on hand is $5248.63. He noted that the fall meeting made a slight profit largely due to the low cost of the caterer. Brian questioned the $19.80 charge added to the cost of the speakers. This was due to fees charged in order to purchase the gift cards. The treasurer’s report was approved.
Next discussion turned to the fall meeting. It was felt that the speakers were excellent and the presentations were helpful. It was felt that the discussion sections had several good exchanges of ideas. This led to some discussion about how we might use the website as place to have conversations. Rodney suggested a list serve. Others suggested soliciting individuals who would be willing to have their names listed as contacts for different aspects of archives issues. Rodney felt that a list serve would be the best way to accomplish that. However, questions were raised as to who would moderate the list or keep aspects updated. It was decided to continue these issues until later.
The next item was the spring meeting. Keith Chevalier has agreed in principle to have the meeting at St. Anselms College, but we will have to schedule it on May 21st or May 28th in order to accommodate the college’s schedule. That was agreeable to the board. Rodney will contact Keith. The theme of the meeting will be teaching with primary sources. Barbara agreed to present on her experiences with the Exeter Historical Society. Rodney noted that Morgan Swan of Dartmouth would be interested. He also noted that we might be able to find someone from the NH Institute of Art or the NH Historical Society. If he is unsuccessful with them, he will present. Alice has offered to arrange for catering. Barbara noted that teachers might be a potential market for this program. Chris asked if there was some group that would be a forum for advertising and Barbara stated the NH Council for the Social Studies.
As for the fall 2014 program, Cynthia pointed out that by that date the North Hampton Historical Society will be on its way to completing a collaborative project with the town. The meeting could be held at the town hall—assuming construction is completed. Barbara proposed topics having to do with genealogy and discussion seemed to be moving toward using public records for genealogists or genealogy in the digital world.
The next board meeting was scheduled for February 19, 2013, (with a snow date of February 26th) at the NHTI Library at 9:30. There being no further business, the meeting adjourned at 11 AM.
Respectfully submitted,
C. Christopher Pratt
Secretary/Treasurer
Minutes approved: March 26, 2014
Minutes of the Executive Board of the New Hampshire Archives Group
August 28, 2013
NHTI Library / Concord, NH
Members Present: Rodney Obien, Anne Wirkkala, Brian Burford, Chris Pratt, Alice Staples, and Barbara Rimkunas.
Members Absent: Cynthia Swank.
The meeting was held in the “living room” conference room at NHTI Library and was called to order at 9:23 AM. Rodney thanked Anne for the coffee and goodies. The minutes of the June 19, 2013, were reviewed and approved without changes. Chris presented the treasurer’s report—noting that the expense of $75 to fix the website and domain-name problems were inadvertently left out. The report was accepted with that correction.
Discussion opened with the details for the fall meeting. Rodney will reconfirm with the speakers and insure that their various AV requirements are met. It was decided that each speaker will receive a $50 gas card. Alice reported that the caterer is all set. We will be using the Hole in the Fence Cafe. Alice will coordinate with them regarding head count deadline and any required deposit.
Rodney then reported on the spring meeting. We are still looking at St. Anselms College. The college archivist Keith Chevalier is interested in hosting, but the details still need to be worked out. One topic that was suggested was using primary sources in teaching.
Rodney reported that the website now has a direct link by using nharchivesgroup.org. However, our website still won’t come up on a Google search. Part of the problem is that it will take time for the “visibility” of the site to rise. Anne pointed out that there may be ways enhance that. Rodney will check.
Discussion followed on the issue of emergency expenditure. This came up because of the need to pay the technician for servicing the website. Some members of the board were concerned about approving expenses outside of a regularly scheduled board meeting. However, it was acknowledged that sometimes we need to fix something before the next scheduled meeting. It was also pointed out that such situations are very rare. It was decided that (1) an emergency must be something that can’t wait for the board to assemble. (2) That such an expenditure could be voted on by e-mail provided that a quorum of the board members responds with their votes. (3) That such a vote will be confirmed at the next scheduled board meeting and entered in the minutes.
The next board meeting was scheduled for October 30, 2013, at the NHTI Library at 9:30. There being no further business, the meeting adjourned at 10:30 AM.
Respectfully submitted,
C. Christopher Pratt
Secretary/Treasurer
Minutes approved: October 30, 2013
August 28, 2013
NHTI Library / Concord, NH
Members Present: Rodney Obien, Anne Wirkkala, Brian Burford, Chris Pratt, Alice Staples, and Barbara Rimkunas.
Members Absent: Cynthia Swank.
The meeting was held in the “living room” conference room at NHTI Library and was called to order at 9:23 AM. Rodney thanked Anne for the coffee and goodies. The minutes of the June 19, 2013, were reviewed and approved without changes. Chris presented the treasurer’s report—noting that the expense of $75 to fix the website and domain-name problems were inadvertently left out. The report was accepted with that correction.
Discussion opened with the details for the fall meeting. Rodney will reconfirm with the speakers and insure that their various AV requirements are met. It was decided that each speaker will receive a $50 gas card. Alice reported that the caterer is all set. We will be using the Hole in the Fence Cafe. Alice will coordinate with them regarding head count deadline and any required deposit.
Rodney then reported on the spring meeting. We are still looking at St. Anselms College. The college archivist Keith Chevalier is interested in hosting, but the details still need to be worked out. One topic that was suggested was using primary sources in teaching.
Rodney reported that the website now has a direct link by using nharchivesgroup.org. However, our website still won’t come up on a Google search. Part of the problem is that it will take time for the “visibility” of the site to rise. Anne pointed out that there may be ways enhance that. Rodney will check.
Discussion followed on the issue of emergency expenditure. This came up because of the need to pay the technician for servicing the website. Some members of the board were concerned about approving expenses outside of a regularly scheduled board meeting. However, it was acknowledged that sometimes we need to fix something before the next scheduled meeting. It was also pointed out that such situations are very rare. It was decided that (1) an emergency must be something that can’t wait for the board to assemble. (2) That such an expenditure could be voted on by e-mail provided that a quorum of the board members responds with their votes. (3) That such a vote will be confirmed at the next scheduled board meeting and entered in the minutes.
The next board meeting was scheduled for October 30, 2013, at the NHTI Library at 9:30. There being no further business, the meeting adjourned at 10:30 AM.
Respectfully submitted,
C. Christopher Pratt
Secretary/Treasurer
Minutes approved: October 30, 2013
Minutes of the Executive Board of the New Hampshire Archives Group
June 19, 2013
NHTI Library / Concord, NH
Members Present: Rodney Obien, Anne Wirkkala, Brian Burford, Chris Pratt, Cynthia Swank, Alice Staples, and Barbara Rimkunas.
Members Absent: None.
The meeting was held in the HAVA conference room at the NH State Archives and was called to order at 9:35 AM. Rodney opened the meeting by thanking Brian for his services as president and Lynn Aber for serving as vice president, president and past president as well as her service as an at large member.
The minutes of the April 17, 2013, meeting were read and accepted without changes. The minutes of the annual meeting held on May 29, 2013 were read. It was noted that the beginning and ending times were incorrect. The minutes were then accepted with no correction. The treasurer’s report was presented. Chris reported that our current cash-on-hand was $5,111.96. This includes income for the spring meeting. He noted that we finished the spring meeting with a slight profit. The treasurer’s report was accepted.
Rodney led discussion on the spring meeting. The evaluations were reviewed. Most people agreed that the location and food were good. The speaker got high marks for presentation and issues discussed. Rodney thanked Anne being host.
Discussion next turned the fall program. We have a place and time, but we need a topic. Cynthia suggested the general category of marketing outreach—especially in a digital environment. She suggested Carol Aten as a speaker. Barbara noted that Carol had recently moved to Portland. Barbara indicated that Carol could speak on many issues including marketing, development, social media, recruiting, and site security. Barbara will contact her. Jim Perkins, who is hosting the meeting has agreed to talk on the issue of marketing digitized memoirs. Anne suggested that that might be part of a panel that focused on what different societies have done to promote collections. Cynthia suggested that this could be a forum where participants could bring specific obstacles they have encountered. The discussion then centered on who besides Jim could be on the panel. Rodney suggested Morgan Swan from Dartmouth who is creating a website to promote different collections at their archives. Cynthia then suggested two names (Jamie Forbes and Wendy Wetherbee) that might be possibilities if Carol Aten was not available. Rodney will contact the panelists.
The schedule was set up as follows: 9:30-10, registration and gathering, 10-12 session I, 12-12:45 lunch, 12:45-2:30 session II, and 2:30 to 3 an optional tour of New London Town Archives. Rodney will coordinate with Jim about catering. Alice suggested “reaching out in the 21st century” for a title.
Next discussion turned to the spring 2014 meeting. Rodney would like to hold it at St. Anselm College, but he does not yet have a commitment from Keith Chevalier. Cynthia suggested the North Hampton Town Hall as a backup plan. She noted that it holds 90 people, has a kitchen and several caterers nearby. The Seacoast Science Center was also suggested. Barbara described a program she has used for hands-on classes using artifacts and games to teach history.
Rodney reported that there still is no progress on the website. He suggested simply getting another domain name and starting over. Brian suggested contacting Bobbie Slossar at the state library as she has developed websites. Rodney will continue to follow up
The next board meeting was scheduled for August 28, 2013, at the NHTI Library at 9:30. The board, led by Barbara, conducted the annual audit of the treasurer. No problems were discovered. There being no further business, the meeting adjourned at 10:50 AM.
Respectfully submitted,
C. Christopher Pratt
Secretary/Treasurer
Minutes approved: August 28, 2013
June 19, 2013
NHTI Library / Concord, NH
Members Present: Rodney Obien, Anne Wirkkala, Brian Burford, Chris Pratt, Cynthia Swank, Alice Staples, and Barbara Rimkunas.
Members Absent: None.
The meeting was held in the HAVA conference room at the NH State Archives and was called to order at 9:35 AM. Rodney opened the meeting by thanking Brian for his services as president and Lynn Aber for serving as vice president, president and past president as well as her service as an at large member.
The minutes of the April 17, 2013, meeting were read and accepted without changes. The minutes of the annual meeting held on May 29, 2013 were read. It was noted that the beginning and ending times were incorrect. The minutes were then accepted with no correction. The treasurer’s report was presented. Chris reported that our current cash-on-hand was $5,111.96. This includes income for the spring meeting. He noted that we finished the spring meeting with a slight profit. The treasurer’s report was accepted.
Rodney led discussion on the spring meeting. The evaluations were reviewed. Most people agreed that the location and food were good. The speaker got high marks for presentation and issues discussed. Rodney thanked Anne being host.
Discussion next turned the fall program. We have a place and time, but we need a topic. Cynthia suggested the general category of marketing outreach—especially in a digital environment. She suggested Carol Aten as a speaker. Barbara noted that Carol had recently moved to Portland. Barbara indicated that Carol could speak on many issues including marketing, development, social media, recruiting, and site security. Barbara will contact her. Jim Perkins, who is hosting the meeting has agreed to talk on the issue of marketing digitized memoirs. Anne suggested that that might be part of a panel that focused on what different societies have done to promote collections. Cynthia suggested that this could be a forum where participants could bring specific obstacles they have encountered. The discussion then centered on who besides Jim could be on the panel. Rodney suggested Morgan Swan from Dartmouth who is creating a website to promote different collections at their archives. Cynthia then suggested two names (Jamie Forbes and Wendy Wetherbee) that might be possibilities if Carol Aten was not available. Rodney will contact the panelists.
The schedule was set up as follows: 9:30-10, registration and gathering, 10-12 session I, 12-12:45 lunch, 12:45-2:30 session II, and 2:30 to 3 an optional tour of New London Town Archives. Rodney will coordinate with Jim about catering. Alice suggested “reaching out in the 21st century” for a title.
Next discussion turned to the spring 2014 meeting. Rodney would like to hold it at St. Anselm College, but he does not yet have a commitment from Keith Chevalier. Cynthia suggested the North Hampton Town Hall as a backup plan. She noted that it holds 90 people, has a kitchen and several caterers nearby. The Seacoast Science Center was also suggested. Barbara described a program she has used for hands-on classes using artifacts and games to teach history.
Rodney reported that there still is no progress on the website. He suggested simply getting another domain name and starting over. Brian suggested contacting Bobbie Slossar at the state library as she has developed websites. Rodney will continue to follow up
The next board meeting was scheduled for August 28, 2013, at the NHTI Library at 9:30. The board, led by Barbara, conducted the annual audit of the treasurer. No problems were discovered. There being no further business, the meeting adjourned at 10:50 AM.
Respectfully submitted,
C. Christopher Pratt
Secretary/Treasurer
Minutes approved: August 28, 2013
Minutes of the Annual Meeting of the New Hampshire Archives Group
May 29, 2013
NHTI Library / Concord, NH
The meeting was called to order by President Brian Nelson Burford at 9:45 AM.
Secretary/Treasurer Chris Pratt presented the membership with the draft treasurer’s report for the fiscal year 2012-2013. He noted the various lines in the report and the current cash on hand of $4,907.40. He also stated that the figure does not include income and expenditures from the spring meeting. A motion was made to accept the treasurer’s report which was approved.
Brian then discussed the website. We are still experiencing problems with direct access to the site owing to issues with the domain name. He explained the process of getting to the correct site and promised that the executive board would continue to work on the problem.
Next Brian announced that the next workshop would be held in New London at the Tracy Library on September 25. The next meeting of the executive board will be on June 19th at the N.H. Archives.
The next item was the election of officers. A slate was presented. Anne Wirkkala has agreed to serve as vice-president, Chris Pratt has agreed to serve as secretary/treasurer, and Barbara Rimkunas has agreed to serve as member at large. The floor was opened to other nominations, however, there were none. The vote was then held on the slate and the new officers were elected.
Brian, assuming the job of past president, turned the meeting over to the new president Rodney Obien.
There being no further business, the meeting adjourned at 10:05 AM.
Respectfully submitted,
C. Christopher Pratt
Secretary/Treasurer
Minutes approved: June 19, 2013
May 29, 2013
NHTI Library / Concord, NH
The meeting was called to order by President Brian Nelson Burford at 9:45 AM.
Secretary/Treasurer Chris Pratt presented the membership with the draft treasurer’s report for the fiscal year 2012-2013. He noted the various lines in the report and the current cash on hand of $4,907.40. He also stated that the figure does not include income and expenditures from the spring meeting. A motion was made to accept the treasurer’s report which was approved.
Brian then discussed the website. We are still experiencing problems with direct access to the site owing to issues with the domain name. He explained the process of getting to the correct site and promised that the executive board would continue to work on the problem.
Next Brian announced that the next workshop would be held in New London at the Tracy Library on September 25. The next meeting of the executive board will be on June 19th at the N.H. Archives.
The next item was the election of officers. A slate was presented. Anne Wirkkala has agreed to serve as vice-president, Chris Pratt has agreed to serve as secretary/treasurer, and Barbara Rimkunas has agreed to serve as member at large. The floor was opened to other nominations, however, there were none. The vote was then held on the slate and the new officers were elected.
Brian, assuming the job of past president, turned the meeting over to the new president Rodney Obien.
There being no further business, the meeting adjourned at 10:05 AM.
Respectfully submitted,
C. Christopher Pratt
Secretary/Treasurer
Minutes approved: June 19, 2013
Minutes of the Executive Board of the New Hampshire Archives Group
April 17, 2013
NH State Archives / Concord, NH
Members Present: Brian Burford, Lynn Aber, Chris Pratt, Cynthia Swank, and Alice Staples.
Members Absent: Rodney Obien and Barabara Rimkunas
The meeting was held in the HAVA conference room at the NH State Archives and was called to order at 9:35 AM. The minutes of the February 20, 2013, meeting were read and accepted with some minor corrections. The treasurer’s report was presented. Chris reported that our current cash-on-hand was $4,505.32. This includes income for the spring meeting. Chris also reported that we have 18 people signed up for the meeting. He also reported that the membership letters will be sent out shortly. The treasurer’s report was accepted.
Brian reported that he has not been able to find a V.P. candidate. Several names were suggested. Brian will follow up. There were no changes to the plan for the spring meeting. Brian will take care of the speaker’s card. Any last minute details or problems will be worked out via e-mail.
Next discussion turned to the fall meeting. So far we have a date and place. The date is September 27, 2013 and the place is the New London Public Library. Discussion followed about a topic. Cynthia suggested outreach and educational presentations using social media, press releases, and brochures. There was much discussion, but no final decision was made.
The problems with the website continue to vex. Rodney reported via Brian that the domain name has been renewed, but we are no closer to solving the location problems.
Lynn renewed the discussion from the last meeting about dropping the registration fee for students. After much discussion it was voted to allow students to register for free, but they must pre-register (no walk-ins) and they must present some identification that indicates they are currently enrolled.
Discussion then turned to the spring 2014 meeting. Rodney had indicated to Brian that St. Anselm’s was interested in hosting. Rodney will be following up.
The next board meeting was scheduled for June 12, 2013, at the NH State Archives. There being no further business, the meeting adjourned at 10:50 AM.
Respectfully submitted,
C. Christopher Pratt
Secretary/Treasurer
Minutes approved: June 19, 2013
April 17, 2013
NH State Archives / Concord, NH
Members Present: Brian Burford, Lynn Aber, Chris Pratt, Cynthia Swank, and Alice Staples.
Members Absent: Rodney Obien and Barabara Rimkunas
The meeting was held in the HAVA conference room at the NH State Archives and was called to order at 9:35 AM. The minutes of the February 20, 2013, meeting were read and accepted with some minor corrections. The treasurer’s report was presented. Chris reported that our current cash-on-hand was $4,505.32. This includes income for the spring meeting. Chris also reported that we have 18 people signed up for the meeting. He also reported that the membership letters will be sent out shortly. The treasurer’s report was accepted.
Brian reported that he has not been able to find a V.P. candidate. Several names were suggested. Brian will follow up. There were no changes to the plan for the spring meeting. Brian will take care of the speaker’s card. Any last minute details or problems will be worked out via e-mail.
Next discussion turned to the fall meeting. So far we have a date and place. The date is September 27, 2013 and the place is the New London Public Library. Discussion followed about a topic. Cynthia suggested outreach and educational presentations using social media, press releases, and brochures. There was much discussion, but no final decision was made.
The problems with the website continue to vex. Rodney reported via Brian that the domain name has been renewed, but we are no closer to solving the location problems.
Lynn renewed the discussion from the last meeting about dropping the registration fee for students. After much discussion it was voted to allow students to register for free, but they must pre-register (no walk-ins) and they must present some identification that indicates they are currently enrolled.
Discussion then turned to the spring 2014 meeting. Rodney had indicated to Brian that St. Anselm’s was interested in hosting. Rodney will be following up.
The next board meeting was scheduled for June 12, 2013, at the NH State Archives. There being no further business, the meeting adjourned at 10:50 AM.
Respectfully submitted,
C. Christopher Pratt
Secretary/Treasurer
Minutes approved: June 19, 2013
Minutes of the Executive Board of the New Hampshire Archives Group
February 20, 2013
NH State Archives / Concord, NH
Members Present: Brian Burford, Rodney Obien, Lynn Aber, Chris Pratt, Barbara Rimkunas, Cynthia Swank, and Alice Staples.
Members Absent: none
The meeting was held in the HAVA conference room at the NH State Archives and was called to order at 9:40 AM. The minutes of the January 9, 2013 meeting were read and accepted with some minor corrections. The treasurer’s report was presented. Chris reported that our current cash-on-hand was $4,446.18. This included recent interest payments on the savings account. The treasurer’s report was accepted.
The first item on the agenda was a discussion of the annual meeting. Chris pointed out that this will be our first election since the new by-laws were adopted. He felt that there was some confusion as to which officers were to be elected as the terms of office were not clear. He suggested setting up a portion of the website that will list each officer with their term expiration. Other members of the board agreed and it was decided that Barbara’s term will be up in May and Chris’s term will be as well. Thus, at annual meeting we will be electing an at large member, a secretary/treasurer, and a vice president. Chris and Barbara indicated their willingness to serve another term. Brian and Rodney will take on the task of recruiting a new VP.
Discussion then moved to the spring program. Rodney announced that he was successful in getting Darlene Bialowski as a speaker. She has a lot of experience as a museum registrar and consults on ethical issues faced by curators in archives and museums—especially on the acquisition of collections. She will conduct a morning session on topics such as policies, moral obligations, and how to avoid conflicts. The afternoon session will involve a break out discussion in small groups to develop issues and questions of interest to the audience. The groups will then gather and present their issues for comments to the speaker. After the session, our host Anne Wirkkala will offer a tour of the library or a visit with a digital imaging vendor who she has worked with for her collections. The site will be the New Hampshire Technical Institute Library in Concord. The date will be May 29, 2013. Rodney reported that the food can be provided by the college. The board agreed with the preparations done by Rodney.
Next a schedule was worked out. 9:930 AM: registration/coffee. 9:30-11:30 AM morning session. 11:30-12, annual meeting. 12-12:45 PM, lunch. 12:45-1:30 PM, group break out. 1:30-2:30 PM, afternoon session. 2:30-3:00 PM, optional tour or vender session. Brian will take care of the speaker’s card.
Lynn brought up the issue of whether or not we should be charging students to attend. Chris pointed out that they usually pay the same fee as members and seniors which is a very reasonable rate. Alice and Rodney said that it was important to encourage students to attend professional conferences and cost should not be a barrier. Brian added that the Land Surveyors Association also encourages participation of both students and beginning surveyors in its conferences. No decision was reached on the issue.
Next discussion moved to the Website. Rodney noted that the domain name needs to be renewed. He will take care of that and be reimbursed by the treasurer. Rodney also said that he is still having issues getting the URL transferred to our name exclusively. Alice suggested getting a new domain name and letting the old one expire. Brian offered to check with his IT person and see if he can help Rodney.
The final item on the agenda was the fall meeting. Brian suggested a basic archives session. Cynthia spoke about her work with the heritage commission in her community and suggested that a session on how to do historical resources inventories might be good. Brian ran down the list of previously held sessions to see if any should be repeated. After some discussion, it was decided that board members would consider the list and continue the discussion via e-mail. Barbara suggested that we choose a site in some part of the state where we haven’t been for awhile. After considering the western portion of the state, it was decided to explore the possibility of Colby Sawyer College.
The next meeting was scheduled for, April 17, 2013, at the NH State Archives. There being no further business, the meeting adjourned at 11:25 AM.
Respectfully submitted,
C. Christopher Pratt
Secretary/Treasurer
Minutes approved: April 17, 2013
February 20, 2013
NH State Archives / Concord, NH
Members Present: Brian Burford, Rodney Obien, Lynn Aber, Chris Pratt, Barbara Rimkunas, Cynthia Swank, and Alice Staples.
Members Absent: none
The meeting was held in the HAVA conference room at the NH State Archives and was called to order at 9:40 AM. The minutes of the January 9, 2013 meeting were read and accepted with some minor corrections. The treasurer’s report was presented. Chris reported that our current cash-on-hand was $4,446.18. This included recent interest payments on the savings account. The treasurer’s report was accepted.
The first item on the agenda was a discussion of the annual meeting. Chris pointed out that this will be our first election since the new by-laws were adopted. He felt that there was some confusion as to which officers were to be elected as the terms of office were not clear. He suggested setting up a portion of the website that will list each officer with their term expiration. Other members of the board agreed and it was decided that Barbara’s term will be up in May and Chris’s term will be as well. Thus, at annual meeting we will be electing an at large member, a secretary/treasurer, and a vice president. Chris and Barbara indicated their willingness to serve another term. Brian and Rodney will take on the task of recruiting a new VP.
Discussion then moved to the spring program. Rodney announced that he was successful in getting Darlene Bialowski as a speaker. She has a lot of experience as a museum registrar and consults on ethical issues faced by curators in archives and museums—especially on the acquisition of collections. She will conduct a morning session on topics such as policies, moral obligations, and how to avoid conflicts. The afternoon session will involve a break out discussion in small groups to develop issues and questions of interest to the audience. The groups will then gather and present their issues for comments to the speaker. After the session, our host Anne Wirkkala will offer a tour of the library or a visit with a digital imaging vendor who she has worked with for her collections. The site will be the New Hampshire Technical Institute Library in Concord. The date will be May 29, 2013. Rodney reported that the food can be provided by the college. The board agreed with the preparations done by Rodney.
Next a schedule was worked out. 9:930 AM: registration/coffee. 9:30-11:30 AM morning session. 11:30-12, annual meeting. 12-12:45 PM, lunch. 12:45-1:30 PM, group break out. 1:30-2:30 PM, afternoon session. 2:30-3:00 PM, optional tour or vender session. Brian will take care of the speaker’s card.
Lynn brought up the issue of whether or not we should be charging students to attend. Chris pointed out that they usually pay the same fee as members and seniors which is a very reasonable rate. Alice and Rodney said that it was important to encourage students to attend professional conferences and cost should not be a barrier. Brian added that the Land Surveyors Association also encourages participation of both students and beginning surveyors in its conferences. No decision was reached on the issue.
Next discussion moved to the Website. Rodney noted that the domain name needs to be renewed. He will take care of that and be reimbursed by the treasurer. Rodney also said that he is still having issues getting the URL transferred to our name exclusively. Alice suggested getting a new domain name and letting the old one expire. Brian offered to check with his IT person and see if he can help Rodney.
The final item on the agenda was the fall meeting. Brian suggested a basic archives session. Cynthia spoke about her work with the heritage commission in her community and suggested that a session on how to do historical resources inventories might be good. Brian ran down the list of previously held sessions to see if any should be repeated. After some discussion, it was decided that board members would consider the list and continue the discussion via e-mail. Barbara suggested that we choose a site in some part of the state where we haven’t been for awhile. After considering the western portion of the state, it was decided to explore the possibility of Colby Sawyer College.
The next meeting was scheduled for, April 17, 2013, at the NH State Archives. There being no further business, the meeting adjourned at 11:25 AM.
Respectfully submitted,
C. Christopher Pratt
Secretary/Treasurer
Minutes approved: April 17, 2013
Minutes of the Executive Board of the New Hampshire Archives Group
January 9, 2013
NH State Archives / Concord, NH
Members Present: Brian Burford, Rodney Obien, Chris Pratt, and Alice Staples.
Members Absent: Lynn Aber, Barbara Rimkunas, Cynthia Swank.
The meeting was held in the small meeting room at the NH State Archives and was called to order at 9:40 AM. The minutes of the October 3, 2012, meeting were read and accepted as written. The treasurer’s report was presented. Chris reported that our current cash-on-hand was $4,445.99. This included interest and a new membership. Ron asked how many members we currently have and Chris replied 42. The treasurer’s report was accepted.
Discussion turned to the spring meeting and workshop. Brian noted that we will be electing new officers under the changes made to the by-laws at the May 2012 annual meeting. After reviewing the by-laws, the board concluded that we will be electing a vice president, secretary/treasurer, and one at large member. Lynn, as the current immediate past president will step down, Rodney will assume the presidency, and Brian will assume the office of immediate past president. Brian noted that we will need to recruit at least one new member for the board. Chris agreed to provide a list of current members for his consideration.
As for the workshop, it was noted that our efforts to obtain Richard St. Hillaire for a speaker were not successful as he has numerous engagements. However, he suggested Darlene Bialowski as an alternative. Rodney offered to contact her. Also, Brian was frustrated trying to contact the UNH Law School as a venue. It was decided to try another place. One suggestion was the Voc-Tech Center in Concord. Brian will contact them. He also suggested the possibility of using the NH State Archives, but our meeting date would have to be moved to a Saturday. The board discussed our usual Wednesday v. a Saturday and it was decided that a change in date would occur if we could not get a place other than the archives.
The dates discussed were May 8, 15, or 22 or Saturday May 11 or 18. (May 25 is on Memorial Day Weekend). No final decision will be made until we have a speaker and location. Alice and Rodney agreed to work on catering once our plan was in place.
Brian reported his “Archiving 101” course was proceeding with a possible date in February. Several board members offered to assist him if needed. It will be a morning session with brown bag lunch.
Brian also reported that his “records management & digital preservation symposium” will be held in June. Brian and Rodney will present portions of the program.
The website was discussed and it was noted that the only way to access the website directly was by using the URL. If a searcher comes in using Google®, they will land on the old website. From that point, the searcher must click on “home” to go to the correct site. Rodney pointed out that he has not been able to find a satisfactory solution to the domain name issue. That would enable us to take down the old website. Rodney and Alice discussed the technical issues and she said she would try to get some help from her technicians.
The next meeting was scheduled for, February 20, 2013, snow date the 27th at the NH State Archives. There being no further business, the meeting adjourned at 11:10 AM.
Respectfully submitted,
C. Christopher Pratt
Secretary/Treasurer
Minutes approved: February 20, 2013
January 9, 2013
NH State Archives / Concord, NH
Members Present: Brian Burford, Rodney Obien, Chris Pratt, and Alice Staples.
Members Absent: Lynn Aber, Barbara Rimkunas, Cynthia Swank.
The meeting was held in the small meeting room at the NH State Archives and was called to order at 9:40 AM. The minutes of the October 3, 2012, meeting were read and accepted as written. The treasurer’s report was presented. Chris reported that our current cash-on-hand was $4,445.99. This included interest and a new membership. Ron asked how many members we currently have and Chris replied 42. The treasurer’s report was accepted.
Discussion turned to the spring meeting and workshop. Brian noted that we will be electing new officers under the changes made to the by-laws at the May 2012 annual meeting. After reviewing the by-laws, the board concluded that we will be electing a vice president, secretary/treasurer, and one at large member. Lynn, as the current immediate past president will step down, Rodney will assume the presidency, and Brian will assume the office of immediate past president. Brian noted that we will need to recruit at least one new member for the board. Chris agreed to provide a list of current members for his consideration.
As for the workshop, it was noted that our efforts to obtain Richard St. Hillaire for a speaker were not successful as he has numerous engagements. However, he suggested Darlene Bialowski as an alternative. Rodney offered to contact her. Also, Brian was frustrated trying to contact the UNH Law School as a venue. It was decided to try another place. One suggestion was the Voc-Tech Center in Concord. Brian will contact them. He also suggested the possibility of using the NH State Archives, but our meeting date would have to be moved to a Saturday. The board discussed our usual Wednesday v. a Saturday and it was decided that a change in date would occur if we could not get a place other than the archives.
The dates discussed were May 8, 15, or 22 or Saturday May 11 or 18. (May 25 is on Memorial Day Weekend). No final decision will be made until we have a speaker and location. Alice and Rodney agreed to work on catering once our plan was in place.
Brian reported his “Archiving 101” course was proceeding with a possible date in February. Several board members offered to assist him if needed. It will be a morning session with brown bag lunch.
Brian also reported that his “records management & digital preservation symposium” will be held in June. Brian and Rodney will present portions of the program.
The website was discussed and it was noted that the only way to access the website directly was by using the URL. If a searcher comes in using Google®, they will land on the old website. From that point, the searcher must click on “home” to go to the correct site. Rodney pointed out that he has not been able to find a satisfactory solution to the domain name issue. That would enable us to take down the old website. Rodney and Alice discussed the technical issues and she said she would try to get some help from her technicians.
The next meeting was scheduled for, February 20, 2013, snow date the 27th at the NH State Archives. There being no further business, the meeting adjourned at 11:10 AM.
Respectfully submitted,
C. Christopher Pratt
Secretary/Treasurer
Minutes approved: February 20, 2013
Minutes of the Executive Board of the New Hampshire Archives Group
Concord, NH
October 3, 2012
Members Present: Brian Burford, Rodney Obien, Chris Pratt, Barbara Rimkunas, Alice Staples and Cynthia Swank.
Members Absent: Lynn Aber.
The meeting was held in the HAVA classroom at the NH State Archives and was called to order at 9:45 AM. The minutes of August 8, 2012, were read and accepted with a minor correction. The treasurer’s report was presented. Chris noted that we cleared a small profit after expenses on the fall meeting. A motion to accept the report was passed.
Discussion turned to the fall meeting. Chris noted that we had 34 participants. He said that about half of the people heard about the meeting through the NHAIS listing. He also noted that we had a few new members sign up at the meeting. The evaluations were reviewed and were found to be positive over all. Brian will note the suggested topics for future meetings and add them to his list.
Brian spoke about contacts he has had recently from historical societies in Gilmanton and Kingston asking for instruction in archival techniques. It was suggested that we do such a class in a future workshop, however, we also discussed the need for basic instruction across the state on a regular basis. Cynthia pointed out that Maine has such a program and provided a point of contact. Brian offered to follow up and see if we could do something like that in New Hampshire. Chris noted that the NH State Historical Society had tried to organize a program a few years back. Brian said he would follow up.
Discussion then turned to the spring 2013 meeting. Brian reported that he had had no response to his request to the UNH Law School. Rod wondered if Elizabeth Slomba might know a contact. There was still a desire among Board Members to meet in Concord. It was also suggested that we might be able to use the Voc-Tech School since Anne Wirkkala is a NHAG member. Dates in May were selected, but they will depend on the availability of the speakers.
We will still use the theme of practical responses to legal and ethical issues. Richard St. Hilliare is still our desired speaker. Alice will follow up. We discussed a number of topics to cover--keeping things safe, finding possible stolen articles on e-bay, restricted archives, medical records, school records, ownership records, Native American artifacts, “politically incorrect” items like minstrel shows. Our concept would be to have Richard present on legal issues. Next we would present case studies, have a discussion, and then have him respond to our solutions. Barbara and Chris will work on the case studies.
Rodney reported that the redirect is now working and our new website will come up if the old web address is used. There are still issues to work out, but our new site is “live.”
Brian noted that he is trying to put together a workshop on digital preservation that would be targeted toward record keepers in New Hampshire. It would be held in June 2013.
The next meeting was scheduled for, January 9, 2013, snow date the 16th at the NH State Archives. There being no further business, the meeting adjourned at 11:31 AM.
Respectfully submitted,
C. Christopher Pratt
Secretary/Treasurer
Approved 01/09/13
Minutes of the Executive Board of the New Hampshire Archives Group
Concord, NH
August 8, 2012
Members Present: Brian Burford, Rodney Obien, Lynn Aber, Chris Pratt, Barbara Rimkunas, Alice Staples and Cynthia Swank.
Members Absent: None.
The meeting was held in the small conference room at the NH State Archives and was called to order at 9:35 AM. The minutes of July 5, 2012, were read and accepted. Chris reported no major changes in the finances so he did not present a treasurer’s report.
Discussion opened with reports on the fall meeting. The Millyard Museum in Manchester was confirmed as the site. The speakers (Elisabeth Slomba, Barbara Rimkunas, and Bobbi Slossar) have been confirmed. Lynn found two caterers (Bridge Café and Granite State Lunch Box) and noted that the Bridge Café had the lowest bid. She will confirm menus and make the arrangements. The board agreed to Lynn’s proposal.
We still need to confirm the AV needs of the speakers and whether or not the Millyard can provide them. Brian will coordinate that issue. Chris will get the mailings out to the membership and Alice agreed to get a notice posted on NHAIS.
Next discussion turned the spring 2013 meeting. Brian suggested ethics in the collection as a topic. This could include security is an issue. Also suggested was how to deal with difficult patrons and researchers including conspiracy theorists or the mentally ill. How do we establish limits on collection usage and restrictions and what policies do we need to write. We decided that it would be nice to present both theoretical considerations as well as practical responses. Alice and Rodney suggested Richard St. Hillaire as a speaker. Lynn suggested the UNH Law School in Concord as a site. Brian and Lynn offered to follow up. The key question will be finding a date that won’t interfere with their academic calendar.
Rodney had no report on the website issues. Cynthia suggested that we ask Rich Hereau who is our web manager. Rodney will contact him.
The next meeting was scheduled for October 3, 2012, at the NH State Archives. There being no further business, the meeting adjourned at 11:15 AM.
Respectfully submitted,
C. Christopher Pratt
Secretary/Treasurer
Approved, 10/03/12
Concord, NH
October 3, 2012
Members Present: Brian Burford, Rodney Obien, Chris Pratt, Barbara Rimkunas, Alice Staples and Cynthia Swank.
Members Absent: Lynn Aber.
The meeting was held in the HAVA classroom at the NH State Archives and was called to order at 9:45 AM. The minutes of August 8, 2012, were read and accepted with a minor correction. The treasurer’s report was presented. Chris noted that we cleared a small profit after expenses on the fall meeting. A motion to accept the report was passed.
Discussion turned to the fall meeting. Chris noted that we had 34 participants. He said that about half of the people heard about the meeting through the NHAIS listing. He also noted that we had a few new members sign up at the meeting. The evaluations were reviewed and were found to be positive over all. Brian will note the suggested topics for future meetings and add them to his list.
Brian spoke about contacts he has had recently from historical societies in Gilmanton and Kingston asking for instruction in archival techniques. It was suggested that we do such a class in a future workshop, however, we also discussed the need for basic instruction across the state on a regular basis. Cynthia pointed out that Maine has such a program and provided a point of contact. Brian offered to follow up and see if we could do something like that in New Hampshire. Chris noted that the NH State Historical Society had tried to organize a program a few years back. Brian said he would follow up.
Discussion then turned to the spring 2013 meeting. Brian reported that he had had no response to his request to the UNH Law School. Rod wondered if Elizabeth Slomba might know a contact. There was still a desire among Board Members to meet in Concord. It was also suggested that we might be able to use the Voc-Tech School since Anne Wirkkala is a NHAG member. Dates in May were selected, but they will depend on the availability of the speakers.
We will still use the theme of practical responses to legal and ethical issues. Richard St. Hilliare is still our desired speaker. Alice will follow up. We discussed a number of topics to cover--keeping things safe, finding possible stolen articles on e-bay, restricted archives, medical records, school records, ownership records, Native American artifacts, “politically incorrect” items like minstrel shows. Our concept would be to have Richard present on legal issues. Next we would present case studies, have a discussion, and then have him respond to our solutions. Barbara and Chris will work on the case studies.
Rodney reported that the redirect is now working and our new website will come up if the old web address is used. There are still issues to work out, but our new site is “live.”
Brian noted that he is trying to put together a workshop on digital preservation that would be targeted toward record keepers in New Hampshire. It would be held in June 2013.
The next meeting was scheduled for, January 9, 2013, snow date the 16th at the NH State Archives. There being no further business, the meeting adjourned at 11:31 AM.
Respectfully submitted,
C. Christopher Pratt
Secretary/Treasurer
Approved 01/09/13
Minutes of the Executive Board of the New Hampshire Archives Group
Concord, NH
August 8, 2012
Members Present: Brian Burford, Rodney Obien, Lynn Aber, Chris Pratt, Barbara Rimkunas, Alice Staples and Cynthia Swank.
Members Absent: None.
The meeting was held in the small conference room at the NH State Archives and was called to order at 9:35 AM. The minutes of July 5, 2012, were read and accepted. Chris reported no major changes in the finances so he did not present a treasurer’s report.
Discussion opened with reports on the fall meeting. The Millyard Museum in Manchester was confirmed as the site. The speakers (Elisabeth Slomba, Barbara Rimkunas, and Bobbi Slossar) have been confirmed. Lynn found two caterers (Bridge Café and Granite State Lunch Box) and noted that the Bridge Café had the lowest bid. She will confirm menus and make the arrangements. The board agreed to Lynn’s proposal.
We still need to confirm the AV needs of the speakers and whether or not the Millyard can provide them. Brian will coordinate that issue. Chris will get the mailings out to the membership and Alice agreed to get a notice posted on NHAIS.
Next discussion turned the spring 2013 meeting. Brian suggested ethics in the collection as a topic. This could include security is an issue. Also suggested was how to deal with difficult patrons and researchers including conspiracy theorists or the mentally ill. How do we establish limits on collection usage and restrictions and what policies do we need to write. We decided that it would be nice to present both theoretical considerations as well as practical responses. Alice and Rodney suggested Richard St. Hillaire as a speaker. Lynn suggested the UNH Law School in Concord as a site. Brian and Lynn offered to follow up. The key question will be finding a date that won’t interfere with their academic calendar.
Rodney had no report on the website issues. Cynthia suggested that we ask Rich Hereau who is our web manager. Rodney will contact him.
The next meeting was scheduled for October 3, 2012, at the NH State Archives. There being no further business, the meeting adjourned at 11:15 AM.
Respectfully submitted,
C. Christopher Pratt
Secretary/Treasurer
Approved, 10/03/12