WYOMING STATE HISTORICAL RECORDS ADVISORY BOARD

Tuesday, March 15, 2011

Telephone Conference from 3^rd Floor of Barrett Bldg., Cheyenne, WY

 

“Approved Minutes”

 

Note:  These minutes are abridged

       

Rich Wilson called the meeting to order at 8:05 a.m.

 

Members in attendance:

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

Tony Adams – CRM, Cheyenne, WY

Jim Angell, Wyoming Press Association, Cheyenne, WY (via Conference phone)

Venice Beske – Statewide Information, Wyoming State Library, Cheyenne, WY (via Conference phone)

Representative Rosie Berger, Wyoming Legislature, Big Horn, WY (via Conference phone)

Rick Ewig – American Heritage Center, University of Wyoming, Laramie, WY (via Conference phone)

Kristin Karr - Librarian, Wyoming Supreme Court, Cheyenne, WY (via Conference phone)

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

 

Members absent:

Laurie Bartell, Veterans Administration, Sheridan, WY

Courtney Bohlender – City of Riverton, WY

Julie Freese – Fremont County Clerk, Lander, WY

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

 

Guests:

No guests

 

Approval of minutes for January and February, 2011

Tony and others related they were not able to review minutes for Jan. 19^th meeting.  Rich will again E-mail the January and February minutes, and approval for these will be placed on the May meeting agenda.

 

Grant Committee Report

Rich asked how many grants have been received.  Lokey related she believed one is coming in, but she may not know for sure until Wednesday or Thursday (3/16 or 3/17).  Lokey related it would be good to set something up for the next week (starting the 21^st of March), i.e., Monday or Tuesday morning-with Monday probably being best (9:00-9:30 a.m.).  It was agreed to plan for 9:30 a.m.  Rich said he’d verify the times/dates via e-mail.  Lokey related she may need some help getting the next round of grant letters out.  Following a short discussion, Tony asked Venice if she would be interested in serving as Grant Committee Chair.  Venice replied she wasn’t sure as she hadn’t served yet on the committee. Lokey explained the processes and Venice graciously agreed to chair the grant committee. 

 

As soon as Rich can receive the fund information, he will E-mail it to all board members.

 

Tony related there is about $10,000.00 for administrative funds.  Rich will know for sure after we get everything received and paid as to the current administrative fund balance.

 

Training Workshop update

 

Tony and Rick met with the  two presenters and consultant, Sherri Gregory-Schmildt, who submitted her proposal to administer the Workshop.  The administration bids came in at $6775.00 (on site in Riverton) and $4750 (not on site).  Based on the above bids, additional options were discussed including using a temp agency in Cheyenne, which presented an approximate cost of $2717.00.  This included 16 hours work in Riverton (2 days), 10 hours of travel, and a total of 36 hours project time.  Because the cost of using Counterpoise Consulting (Ms. Gregory-Schmildt), the board thought the fee was too high.  Tony and Rich will communicate further with the individual and make a determination based on equal amounts of support and assistance regarding our Workshop requirements. 

 

Lokey asked for a clarification for a 50/50 match.  Rich explained with NHPRC we must have a 50 % match to 50% expended.  Tony spoke with Gary Schoene (WY SPCR Public Information Office), and Gary offered to take care of the workshop brochure and would assign an employee to follow through.  Lokey then asked if this time/work commitment would fulfill the 50/50 match.  Rich explained that yes, it would be considered as toward the match.  Regarding the Temp Agencey, Rich will check with SPCR finance people and if we use the Temp Agency SPCR already uses, we shouldn’t have to do and accomplish additional contract requirements.  Lokey asked if all volunteer time works toward the 50/50, as she related she hasn’t been keeping track of hours.  Rich related yes, our volunteer time and travel (including the recent seminar held last week-including attendee numbers) are included to fulfill the 50/50 match.    Tony related he has been including his time for preparation, during, and follow up on all projects and time spent.

 

Regarding administration for the Workshop, Venice motioned that based on the meeting with the person who was being considered to administer the workshop at the lower cost, that the job be offered to the individual from Adecco, if she meets the determined criteria.  Seconded by Jim Angell.  Motion passed unanimously. 

 

Regarding communications, Rich asked if everyone was receiving his E-mails, to which everyone believed they were.  Rich asked Jim if he was getting his E-mails, and Jim said as far as he knew, everything was coming through ok.

 

By-Laws

 

Rich explained difference in verbiage in our By-Laws regarding how appointments for the Board need to be clarified.  Rich then related we need to move back to our Governor appointing Board members and he explained NHPRC changed their ruling for Agency directors to appoint Board members (back in approximately 2006).   Tony motioned to update the By-Laws:

ARTICLE III (amendments in bold & italic)

Section 1. to read: The Wyoming SHRAB shall consist of at least 9 members and not more than 15, appointed by the Governor upon the recommendation of the Director, Department of State Parks and Cultural Resources, and the Wyoming SHRAB.

Section 2.  Members are appointed for terms of three years; provided, however, that the terms are staggered so that one third of the Board is newly appointed or reappointed each year.  Members may be reappointed each year.  Members may be reappointed.  Vacancies occurring during the term of a Board member through either the expiration of his term or for other valid reasons, shall be filled by appointment by the Governor upon the recommendation of the Director, Department of State Parks and Cultural Resources, and the Wyoming SHRAB.  NHPRC regulations require that a majority of members must have experience in the administration of historical records or in a field of research or study of historical records.

ARTICLE IV

The Governor appoints the Director or a senior staff member of the Wyoming State Archives, Division of Cultural Resources, Department of State Parks and Cultural Resources as the Wyoming State Historical Records Coordinator. 

Motion seconded by Rosie Berger.  Discussion followed and Rich asked how everyone felt about E-mail voting on these amendments, and all in attendance were in consensus that E-mail voting of these amendments for the current WY SHRAB Board.  Rosie asked if we had or might need legal counsel to verify the processes addressed?  Following further discussion, Tony explained it would be appropriate to expedite this process in order to have everything in place at the next meeting, and that these are the only changes that are necessary to the By-Laws.   These amendments will be finalized at the next WY SHRAB meeting in Riverton, Wyoming, May 6, 2011.  Motion passed unanimously.  

 

Grant Committee & Budget Review

 

Rich related the Grant Committee will meet on March 21^st or 22^nd to review grants received.  Regarding a budge review, as soon as all expenses that have been turned in have been processed, a new statement will be available from SPCR Financial department. 

Venice asked Lokey for any information she could share about the Grant Committee and Lokey related yes, she would send what she could to Venice. 

   

Additional Training / Workshop discussion

 

Due to scheduling commitments, Rosie explained she would be unable to attend the Riverton Training in May.  Jim related he would like to get up to Riverton and will be planning to do so.  Tony then suggested registration fees of $15.00 for both days and $10.00 for one day.  Tony related the estimated cost for meals/breaks would be $7.50 to $11.00.  Rosie explained she primarily would like registration to cover the cost of meals. 

 

Tony asked if there was an update for training sessions done by Cindy Brown and Ashley Rooney.

Rich explained to the Board a workshop was planned by Cindy and Ashley in March. 

 

There being no further business, Rosie motioned to adjourn the meeting.  Seconded by Venice.  Motion was passed unanimously and 10:25 p.m.

 

Next meeting date & time will be verified and sent by Rich via E-Mail.

 

Respectfully submitted,

 

Pat Newbern

 

POST Board Meeting NOTES:

Meeting with Tony Adams, Rich Wilson, and Sally Meredith regarding SHRAB Workshop in Riverton, WY on May 5 & 6, 2011

 

Tony Adams, CRM

2301 Van Lennen Avenue, Cheyenne, WY  82001

(307) 635-5732 or Cell:   630-9710

tonyadams43@hotmail.com

 

Adecco – Sally Meredith

Cheyenne, WY 

(307) 630-9123

sallygsd@bresnan.net

 

 Rick Ewig

Associate Director

American Heritage Center

2111 Willett Drive

Mailing Address:  P.O. Box 3924, Laramie, WY   82071 

(307) 766-6385(desk);  main number is 766-4114

rewig@uwyo.edu

 

Bill Hopkins

Collections Manager

American Heritage Center

2111 Willett Drive

Mailing Address:  P.O. Box 3924, Laramie, WY   82071 

(307) 766-2573(desk);  main number is 766-4114

whopkins@uwyo.edu

 

John Waggener

Associate Archivist

American Heritage Center

2111 Willett Drive

Mailing Address:  P.O. Box 3924, Laramie, WY   82071 

(307) 766-2563(desk);  main number is 766-4114

waggener@uwyo.edu

 

Rich Wilson

State Historical Records Coordinator

State Historical Records Advisory Board & Wyoming State Archives

Barrett Building – 2301 Central

Cheyenne, WY  82002

rwilso2@state.wy.us

 

 

Discussion Points about two-day workshop  –  and information as of 3/18/2011

1.  Facilities

 

Place:  Student Center, Fremont Room (SC103), Central Wyoming College, Riverton, WY

Contact at CWC:  Kenna – 855-2249

Street Address and location on campus:__2660 Peck Avenue, Riverton, WY  82501______________

Time:  Center is open/available 8am to 4 pm

Use fee:  none – for state entity

A/V Equipment:  no PA system necessary, don't need computers and projectors which are available

Room set up ____ classroom with tables and chairs for 50 people, table for speakers, screen and overhead projector or Bill could bring his??? – no PA needed nor podium  – Need registration table and table for refreshments

Catering Available at the college – in room?? or cafeteria   Contact:  Duane VanSkike – 855-2153

How do we pay for food and refreshments:______________________________

Refreshments and food items, and cost: 

---- Thursday morning___yes-coffee, tea, Danish________

---- Thursday lunch ____yes - options________

-----Thursday afternoon _yes --__iced tea, pop, cookies_________

----- Friday morning __yes --__coffee, tea, Danish__________

----- Friday lunch – necessary  __yes, just for board and support staff____________

----- Pitchers of water available – yes, if possible, or can we bring our own bottled water??

----- Can we bring food into the room??? like dishes of candy?  Or our bottled water???

----- Place for a 15 member board meeting Friday afternoon??

1. Program Discussion

 

a.  Thursday's presentation – Speaker:  John Waggener, Associate Archivist, AHC, UW

-        Program about photographs and ___   (info about video tapes, CD's, DVD's, slides, audio tapes/cassettes, etc.)

-        From: __9:00___am to ____4:00______ pm

-        Breaks and lunch(time) __yes at 10:30am and 2:30 pm and lunch at noon to 1:00 pm______

-        Handouts??   If so, who prints and brings? _Yes, SHRAB will compensate John for handouts.

 

b.  Friday's presentation – Speaker:  Bill Hopkins, AHC, UW, Collections Manager

 

-        Program about managing collections ______________________

-        From: ____9:00_____ am to __12:00 noon_____ pm

-        Breaks and lunch(or no lunch)(time) __Morning break at 10:30am______

-        Handouts – yes, SHRAB will compensate Bill for handouts

 

1. General Questions

 

-                    Do the speakers need introduced by someone? _yes – Tony or Rich_______

-                    SHRAB needs to be introduced and explained a little  Rich

-                    Allow time during lunch??  for participants to network – yes

-                    Do we need to have everyone introduce themselves to start?   No

-                    Name tags  – yes, taken from registration forms

-                    Tent cards – no

-                    Evaluation form for each session or one for everything – for each session/day

-                    Promote and distribute SHRAB publications – yes, including AHC and WSA

-                    “Certificates of Achievement” Certificates  – yes – with AHC and NHPRC logos

-                    WSA has portfolios that can be used

 

d.  Registration

-                    Fee for both days__$15 for both days and $10 for one day/either day_- depends upon food and refreshment prices____________

-                    Registration fees collected/accounted for by _______ and – submitted to Rich

-                    Receipts need to be available

-                    No registration fee for SHRAB members, speakers, or Workshop Coordinator

 

1. Workshop Brochure

 

-        Content

-        Designing – PIO, State Parks and Cultural Resources

-        Printing – by state contractor

-          – Printed with bulk stamp –  no  

-         – White or colored paper with black ink

-        --- How many????__400_??_______  Audience??__(see below)_______________

-        Mailing – s-mail

-         – Mailing labels

-        Mailing – e-mail (Word file so that the registration form can be completed and e-mailed back)

-        – Mailing lists or listserves

-        Web site – put announcement and registration information and registration form in Word on web site

-       

e.  Workshop expenses, other

-        Speakers'

-         – stipends __non – none necessary______

-        –  mileage _yes_- will drive in separate cars______

-        –  per diem = lodging and food  ___yes – will make own lodging arrangements_____

-        –  other?? _________

 

Proposed  mailing lists – paper and/or e-mail:
 1.  Wyoming Community College Commission and Community Colleges
2.  Wyoming Chapter of ARMA
3.  Society of Rocky Mountain Archivists (SRMA) Membership Coordinator 
4.  Colorado Wyoming Association of Museums (CWAM) Members
5. Wyo. State Historical Society
6.  All museums in Wyoming and archival repositories
7.  Wyoming Association of Municipalities (WAM) and Wyoming Association of Municipal Clerks and Treasurers (WAMCAT)
8.  Lists of Wyoming genealogy societies.
9.  SHRAB board members
10.  Wyoming libraries
WHO ELSE??

 

Minutes approved at the 5-5-2011 Meeting