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5-5-2011 Approved Meeting Minutes

Page history last edited by pat.newbern@wyo.gov 11 years, 10 months ago

WYOMING STATE HISTORICAL RECORDS ADVISORY BOARD

Thursday - May 5, 2011

Fremont Room, Central Wyoming Community College, Riverton, WY

 

“Approved Minutes”

 

Note:  These minutes are abridged

          

 

Rich Wilson called the meeting to order at 4:07 p.m.

 

Members in attendance:

Rich Wilson-SHRAB Chair & State Historical Records Coordinator, Cheyenne, WY

Tony Adams – C.R.M., Cheyenne, WY

Venice Beske – Statewide Information, Wyoming State Library, Cheyenne,  

Rick Ewig – American Heritage Center, University of Wyoming, Laramie, WY  

Julie Freese – Fremont County Clerk, Lander, WY

Kristin Karr - Librarian, Wyoming Supreme Court, Cheyenne, WY)

Lokey Lytjen – Jackson Hole Historical Society and Museum, Jackson Hole, WY (via Conference phone)

Scarlet Skorcz – Western Wyoming Community College, Rock Springs, WY

 

 

Members absent:

Jim Angell, Wyoming Press Association, Cheyenne, WY  

Laurie Bartell, Veterans Administration, Sheridan, WY

Representative Rosie Berger, Wyoming Legislature, Big Horn, WY  

Courtney Bohlender – City of Riverton, WY

 

 

Guests:

Sara Needles – Administrator-Cultural Resources-WY State Parks & Cultural Resources, Cheyenne, WY  (via phone)

 

Approval of minutes for February and March, 2011

Tony and others related they were not able to review minutes for the January 19, 2011 and February 11, 2011 meetings.  Rich will again E-mail these  minutes, and approval will be placed on the next meeting agenda. Tony motioned to approve the minutes of the March 15th meeting.  Seconded by Rick.  Motion was approved unanimously.

 

Grant Committee Report

To date, there have been three grants awarded for $2,000.00 each. These include: Ann Marie Lane (AHC) to attend a history of maps and mapping in London, England; Jackson Hole Museum; and the Wyoming Territorial Prison (digitizing film w/ the American Heritage Center).  The committee has put out notification for the next cycle of grants, and all current requests & payments must be submitted with reports by June 30, 2011.

Lokey asked if we had received any new grant requests to which Venice replied no.  However Venice added there seemed to be a lot of interest from attendees at today’s workshop. 

 

Review of the Budget

Rich reported we are still well within our budget.  Our budget includes $15,000.00 for administration & training and $20,000.00 for regrants.  Rich will E-mail copies of the budget as soon as he receives it.  Sara added she has not received notification from Bryan Sandlin (Head of fiscal with SPCR) that the information has been loaded. 

 

Report from Sara

Sara apologized she was unable to be in attendance in person and updated everyone with the current processes to fill the Archives and Museum Manager positions.  Sara related phone interviews for the Archives Manager would begin in a couple weeks.  Sara then reviewed the legislative approval of $200,000.00 for a study (1st phase) for an electronic/digital records repository.  Our RFP for this study is just about ready to be sent out and we have been following other states’ processes for this same option.  Sara explained Rich has been working with the office of the CIO (Rich explained the Governor’s office recently released information that a new CIO has been named and neither Rich or Sara has met with him yet).  With completion of the study, and following the analysis and determinations of Phase 1, we will then go forward with Phase 2.  Sara then explained the Archives also received funding from Legislature for much needed additional shelving at the Records Center (Pacific Building), and for film processing at the Archives in Cheyenne.  Upcoming needs include sitting down and talking with the new CIO and getting instructions on how to do the next budget, which is due to the Governor’s Office in August.  Sara further explained, that although we have a proven need for an expanded and better facility for Archives, that the Museum is also in need and that we are looking toward building/construction in the future.  Lokey asked if there was anything SHRAB could assist with the Archives and Sara thanked her for asking and related she would like to review this at a later time.

Tony asked Sara if there were any thoughts towards training or limitations, to which Sara related she hasn’t had any feed back yet.

 

Old Business

Discussion followed about today’s Workshop.  Venice related that John Waggener felt the numbers were about right (18 attendees).  Rich explained he felt we had good coverage as far as advertising for our mailings which included a mailing list from the Arts council which included photographers.  Rick mentioned the interest expressed by several (including John Waggener) for our SHRAB grants.

 

Tony addressed the old business item of updating the By-Laws, and a discussion followed as to the reason to update the By-Laws.  Sara related the Governor’s Office has forms requiring a more formal process for Board appointments.  With Rich’s board position (& possibly another), coming open, we will need to look at the requirements of the Governor as well as CFR (Code of Federal Regulations).  The Governor’s Executive Order says the Governor will select/appoint the Board and Coordinator.  Tony related the NHPRC has guidelines for this as well, and that it is important standards and guidelines for SHRAB are followed:  it is important to sit down and firm our process so we will know how to proceed.  Tony explained by updating our By-Laws, the verbiage will be more in line with what it needs to be.  Sara related the Governor’s Office has their forms to be completed so the public may also apply.  The Governor then forwards these forms to the Director of the Agency (SPCR).  We give them the information and if there is someone that doesn’t meet the qualifications, the Director would make the final determinations.

Tony motioned to update Article 3, Section 1and Section 4.  Seconded by Rick.  Following discussion, Tony withdrew the motion.

 

Tony then motioned to update all but Article IV.  Seconded by Rick.  Motion passed unanimously.

Tony will work with Sara within the next couple weeks to help review at the guidelines for a recommendation with the amending of Section 4 to the By-Laws.

 

New Business

Rich related he had spoke with Laurie Bartell (VA in Sheridan), who told him she would be submitting her letter of resignation.  Laurie’s area is Medical Records, and Venice related this would mean we would need to do the forms and processes to name a replacement knowledgeable with/for Medical Records. 

 

Discussion followed regarding the Executive Order that created WY SHRAB and that although the EO is adequate, Sara suggested we consider having it in place by Statute.  Venice asked if WY SHRAB was vulnerable to be rescinded and Sara related that as a rule, Governor’s don’t want to work under the EO of another Governor.  Discussion followed about the advantages and disadvantages of Federal funding, and the strong Anti-Federal funding expressed during this past Legislative session.  No action was taken at this time.

 

Rich asked about the next year’s Goals (for next fiscal year beginning July 1, 2011).  Discussion followed about the attendance of the current Workshop and that it should be made available to other parts of the state. 

 

Rich then officially announced his retirement (from the State of Wyoming, and in turn from WY SHRAB).  Venice asked how this is going to be handled and Sara related she is currently working on Rich’s position recruitment.  Rich related he has offered to continue to assist with the RFP (Sara related she may just follow up with his offer).  Sara explained Rich’s replacement with WY SHRAB (State Historical Records Coordinator) is up to the Governor.  Sara will talk with the Governor’s Office about an interim for Rich’s position.

It was agreed to review and complete the forms and check with the Governor’s Chief of Staff.  It is important to try to make sure WY SHRAB has someone to coordinate the goals through next year’s goals.  Additional discussion followed regarding Sara as interim coordinator and managing as the current head of Archives with a MOU (memorandum of understanding). 

Following the subject for fiscal responsibility, Tony related grant reports go back to the National Archives and Lokey expressed the need of receipts to be seen and received for reimbursement (i.e., the need for someone to report and follow the process).  Tony added the grant narrative goes to NARA (& the financial report).  

 

Tony related the board has not put anything in place for training for next year (2012).  Discussion followed with an option to include the current workshop as a 2 day short-course or Community Course at the Community Colleges in the state.  Scarlet will follow up with this and Lokey requested a budget be put together for further discussion.  No action was taken at this time.

 

Tony motioned to approve the funding request ($1,000.00) to WY Chapter of ARMA to host Geoffrey A Huth, to speak at the Wyoming Archives Day Workshop in Cheyenne, October 7, 2011.  Seconded by Venice.  Motion passed unanimously. 

 

Next meeting will be held in Cody, which will held during the conference:  “Convergence-Culture Builds Prosperous Wyoming Communities”.  This conference will be held the end of the first full week of October.  As soon as the meeting location, date, and time are verified, it will be communicated to Board members via E-Mail.

 

There being no further business, Julie motioned to adjourn the meeting.  Seconded by Lokey.  Motion was passed unanimously.  Meeting was adjourned at 5:55 p.m.

 

 Respectfully submitted,

 

Pat Newbern

 

Meeting Minutes approved at the 11-17-2011 meeting

 

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