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9-20-2012 Approved Meeting minutes

Page history last edited by pat.newbern@wyo.gov 11 years, 3 months ago

 

WYOMING STATE HISTORICAL RECORDS ADVISORY BOARD

Thursday – September 20, 2012

Grand Encampment Museum, Encampment, WY

 

Approved Minutes

 

Note:  These minutes are abridged.

          

 

1.  Call to order

Mike Strom, SHRAB Coordinator called the meeting to order at 1:07 p.m.

 

2.  Roll Call

Members in attendance:

Mike Strom-SHRAB Chair & State Historical Records Coordinator, Cheyenne, WY

Tony Adams – C.R.M., Cheyenne, WY (via Conference phone)

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

Courtney Bohlender – City of Riverton (via Conference phone)

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

Lokey Lytjen – Jackson Hole (via Conference phone)

Judit Olah – Cheyenne Regional Hospital, Cheyenne, WY (via Conference phone)

Carol Thompson – Supreme Court Clerk, Wyoming Supreme Court, Cheyenne, WY)

 

Members absent:

Representative Rosie Berger, Wyoming Legislature, Big Horn, WY 

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

Julie Freese – Fremont County Clerk, Lander, WY  

 

 

Guests:   No guests

 

Mike welcomed the SHRAB to the meeting and expressed appreciation to Shanon Fagen and the Grand Encampment Museum for their hospitality and assistance to hold the SHRAB meeting at the GEM. 

 

3.  Approval of previous minutes

Approval of the February 24, 2012 minutes were tabled until all members could review the final draft minutes.  Pat Newbern will re-send a copy of the February 24, 2012 minutes to the WY SHRAB, with a correction for ‘tribal’ found on page 2 (SHRAB Re-Grant Announcement for individuals and organizations Purpose).

 

4.  Greetings and program updates

A.  Mike related Sara Needles would not be able to attend.  He then gave a brief update on the ‘Archives Digital Repository’. The digital repository committee has interviewed individuals for the Project Manager position which will be shared with the Wyoming Livestock Board (the committee includes 2 individuals from ETS (Enterprise Technology Services), Mike Strom, Cindy Brown, and Andrea Bryne with the Secretary of State). Interviews for consultants to update retention schedules for electronic compliance will begin next week. The RFP for the Electronic Record Management Application (ERMA) is currently in review with ETS. More information will follow as the process unfolds.

B.   Rick Ewig shared that the American Heritage Center is sponsoring an Archives Week contest, “Name the Tribble Contest”.  The AHC has an original ‘Tribble’ from the ‘TV Star Trek Series, Trouble with Tribbles’, and all agreed it would be a fun way to celebrate Archives Week. 

C.  Rick also shared that the AHC will host a free SAA Workshop at the AHC, October 15, 2012, titled: Advocacy, Archives, and Archivists Workshop #1341

D.  Along the area of Archives Month, Mike shared that the State Archives and Cultural Resources will partnering with the State Parks division of SPCR for an evening program Oct. 11, 2012 at the State Multipurpose Room, Barrett Bldg., in celebration of the 75th Anniversary of Wyoming State Parks.

E.   Mike also related Milward Simpson and Sara Needles are in support of hiring the Records Management Unit Supervisor and Records Analyst.  These 2 positions will be reposted following review and re-writing of job descriptions.  

F.   Mike shared information about the Strategic Planning process the State Archives has been working on over the past several months.  The last meetings were held with a facilitator assisting with planning and communications. 

 

5.  Re-Grant Committee Report

A.  Venice Beske called in for the meeting but lost cell service before she could give her report.  Mike related all Re-Grants and Re-Grant projects are complete with reports in order and turned in, and all respective payments have been made.

B.  There was no discussion at this time for guidelines.

 

6.   Budget report

            A.  Pat Newbern gave a brief budget report with a projected balance of approximately

            $5,000.00 administrative monies that will be available through December of the $35,000.00

            SNAP Grant. Rick moved to approve the budget report. Lokey seconded.  A short

discussion followed regarding making use of these funds prior to the end of December.  Motion passed unanimously. 

 

7.  Old Business

A.  Mike reported:

      The ‘Archives Outreach’ with Suzie Taylor and Sue Castaneda was very successful. Suzie and Sue did workshops on digitizing photos and oral histories in several smaller communities including Thermopolis, Bondurant, and Rawlins.

      The Photo Protection & Audio Visual Workshop in Gillette was cancelled due to a lack of registrations and this same Workshop is planned in Rock Springs.

     The SHRAB sponsored MPLP (More Product Less Process) Workshop was held at the Wyoming State Library in Cheyenne 12 with attendees from Wyoming and Colorado.  Mark Green was unable to present and Mike Strom and Claudia Thompson taught the course. MPLP included concentrated pre-reading as well as a full day of hands on efforts during the workshop.

B.  Mike reported the 2013-2014 NHRPC SNAP Grant was completed and submitted on time.  This SNAP Grant request included criteria based on previous SNAP Grant requests, and he related we should hear from the NHRPC soon as to the determination.

C.  SHRAB WIKI:  Mike related that Venice has updated the SHRAB WIKI, as has Pat.  Lokey moved that we open the WIKI to the public with a SHRAB committee to determine specific areas to be open to the public.  Rick seconded.  A brief discussion followed including the suggestion by Lokey that the goal of the WIKI being open to the public and be available by the end of the year and that it could also be linked to a Face Book Page.  Mike related there is currently a link on the State Archives site to the SHRAB WIKI.  Motion passed unanimously. 

 

8.   New Business

A.  SNAP Grant application was covered under 7 B in the preceding section.

B.  Upcoming workshops & educations opportunities:

      The Photo Identification & Audio Visual Protection Workshop presented by John Waggener of the American Heritage Center, UW (Laramie, WY) previously planned for Gillette has been rescheduled for October 5, 2012, at Western Wyoming Community College in Rock Springs, Wyoming.

                  Archives Month activities (October) will include the Archives Month Poster and  

            Susie Taylor (w/the State Archives) will be doing a presentation on Photos with the SPCR

            State Parks in celebration of the 75th Anniversary of the Wyoming Historical State Parks.         

          

C.  Possible activities between now and December:

      Discussion followed regarding several areas of interest.

      Mike relayed information about the upcoming SHRAB Town Hall Meeting, September 27th.  Mike related this was available on-line, however registration is required.   

      Mike then brought up options other states were using which included partnerships with interns where additional help is needed.

     Lokey suggested a questionnaire/survey to identify where and who might best use SHRAB and these partnerships and that SHRAB might hire someone to perform this. 

     Carol asked about what we (as records managers) need to do to prepare to move to electronic records/or to be ready for a digital repository. 

     Tony added that training is the primary means of orienting people on what they should be ready for: i.e., what are the specifics you need, what will you use, etc.?  Tony asked if there were ample publications (those publications sponsored by SHRAB such as, ‘So You Have a Box of Papers’, available to be included with upcoming workshops and training opportunities, and Pat replied that the available inventory was still good. 

     Lokey moved that SHRAB do an assessment allowing for expenses of up to $2,000.00 to help plan for the upcoming 2013-2014 fiscal year.  Carol seconded the motion.  Discussion followed with Tony offering to serve on a committee with Mike to brain storm and come up with criteria and what may be needed.  Rick added to include a statewide conference in Casper in 2013 or 2014, such as the one SHRAB sponsored about 10 years ago.  Motion passed unanimously.

                  Tony moved that SHRAB pay for expenses (travel, lodging & meals) for SHRAB   

            members to attend the Rock Springs Workshop, Oct. 5th.  Seconded by Lokey.  Motion

            passed unanimously.

      Lokey moved that SHRAB authorize the SHRAB Coordinator to sponsor and coordinate organizing up to 2 additional training opportunities/workshops allowing for expenses of up to $1,500.00 prior to the end of December 2012.  Tony seconded.  Motion passed unanimously. 

      Tony volunteered to locate the last SHRAB survey (this survey was primarily tailored to local Government and their needs), and to work with Mike to head up a committee to look at a questionnaire/survey.  Rick, Carol, Lokey & Judit volunteered to assist with reviewing questions to better address how SHRAB can serve Wyoming.      

D.  Mike announced that the Governor’s office has tentatively appointed a new SHRAB member to replace Jim Angel’s open position.  This position has been offered to Sarah Brown Mathews of Wyoming Public Radio who will determine if her schedule will allow for her participation.   

E.  The first SHRAB meeting after the first of the year (2013) will be in Cheyenne during the gathering for the Governor’s Art Awards.

            F.  Mike will email the date, site/location for the next SHRAB meeting as soon as possible. 

            Tentative plans are for the meeting to be held the 2nd week of December.             

 

9.  Adjournment

     There being no further business, Lokey motioned to adjourn the meeting.  Seconded by Rick.  

      Motion was passed unanimously.  Meeting was adjourned at 2:40 P.M.

 

      Respectfully submitted,

 

    Pat Newbern

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