University of Washington Archives and Preservation Club

October 3, 2005 — Meeting Minutes

Pending approval/corrections at next APC meeting.

Attendees: Carolyn Dunford, Woods Fairbanks, Maya Foo, Rose McLendon, Michelle Vallance, Linda Wagner

Approved minutes from September 19, 2005 meeting.

Assigned Carolyn to be the note taker.

Discussed the Sept. 26th iWelcome Fair booth and APC Brown Bag Presentation:
1. General consensus that both activities were successful. Our new members Maya and Michelle said that is was a good opportunity for them to meet the officers of the APC and learn about our club. (Maya didn’t attend these events)
2. Carolyn said that 26 people attended the Brown Bag presentation and 25 people had signed up for the APC listserv. The listserv now has 114 members.
3. Linda noted that we should recommend APC’s involvement in both of these events to next year’s officers.

Future Events
1. Discussed the upcoming APC presentation by Dr. Lorraine McConaghy, Oral Historian, MOHAI:
  - Linda is in the process of confirming the room reservation.
  - Woods has sent an email to Lorraine confirming the date and time of her presentation and other logistical details.
  - Both Linda and Woods will bring recorders – we will put audio for this event on the APC website.
  - Discussed outreach activities to publicize this event:
  - Maya mentioned that the Art History Department sends out notices of upcoming events and suggested that we contact them to see if we can include our event
  - We agreed that we should post notices to the iAnnounce and APC listservs and notify the Center for the Study of the Pacific Northwest, History Dept., American Indian Studies Dept, and sponsors of last year’s Indian Treaties conference.
  - Lorraine McConaghy will give a lecture on the Decatur on Oct. 6th at 7pm. at MOHAI.
2. Discussed arranging a presentation in November by Sandra Kroupa, Book Arts and Rare Book Curator, UW. Linda will talk to her about the topic and possible dates for her presentation.
3. Woods will follow-up with Nicolette Bromberg about a presentation on the Martin Chambi Collection.
4. Discussed planning for iCareer Week. We agreed to bring a “wish list” of people/organizations to our next meeting. Carolyn recommended that we start scheduling for this event in early November. Maya mentioned that the Art History department has “Career Week” events, and perhaps we could coordinate with them.
Discussed other future events:
1. Tours: Linda mentioned that we might want to schedule a tour for this quarter if other planned events do not come to fruition.
2. Film Night: Woods will bring a list of available films from Special Collections to our next meeting. Maya suggested that we contact the UW Movie Club. We agreed to schedule a “Film Night” in early November and discussed a tentative date of Nov. 10th.
3. Discussed outreach and publicity for events (Linda). Identify interested groups: APC members, iSchool students, Western Washington University group, community groups, museology, art history, history, architecture, anthropology, DXARTS.
4. Discussed inviting Rand Jimerson (SAA president and director of Western Washington University’s archives program) to give a presentation. He periodically brings students down from Bellingham and we could schedule a talk to coincide with one of his trips.) Rose and Woods will contact him because they are both planning to enroll in WWU’s archives program next year.
5. Discussed a possible road trip to Portland during Winter quarter. Expenses such as renting a van could be included the budget for a funding request to ALISS.
6. Discussed a tour of Ethnomusicology’s collection and talk by Laurel Sercombe. Linda will check to see if the scheduling could be coordinated with the School of Music’s open house which usually occurs in Spring.
7. Discussed scheduling a tour of the Seattle Municipal Archives for Spring, especially if LIS505 is offered Spring quarter.
8. Several members expressed interest in corporate archives and records management and suggested having a tour of a corporate archive (Safeco, Boeing, or Weyerhaueser) and/or planning an event with a focus on records management.

Future meetings:
1. Decided that general meetings would be held on Mondays at 4pm. Upcoming general meeting dates for this quarter are Oct. 17th at 4pm. and Nov. 7th @ 4pm. Linda will reserve MGH 310D or MGH 420 for the meetings.
2. Discussed format of our meetings and agreed to devote the first 15 minutes to a report by a member on their experience (work, volunteer, conference).
  - Woods agreed to talk about his work in Special Collections on a film archive during our Oct. 17th meeting. Woods will send Carolyn a 2-3 sentence description to include in the listserv announcements.
  - Michelle agreed to talk about her internship with the Arizona Historical Society during our Nov. 7th meeting.

Web site and listserv update (Carolyn)
1. iSchool shared server space for student organizations: Carolyn will set-up folders and transfer the appropriate files (minutes, graphics, flyers, etc.)
2. Carolyn will send a reminder to the listserv addressed to those who have graduated or will this quarter, to update their subscription with a valid email address. (Student email accounts expire one quarter after they have graduated.)
3. Agreed that meeting notices posted would include a basic outline of the meeting agenda
4. Agreed that minutes would be posted to the website and not sent to the listserv – Carolyn will include a blurb about this in the next meeting notice.

Community Liaison activities: (Rose)
1. Rose has contacted other UW departments and dormitories about posting APC notices. She will also find out about listservs in campus departments.
2. Rose will send a notice to the dMLIS listserv about the creation of an APC distance liaison.

Publicity (Carolyn)
1. Carolyn will create a bulletin board space in the iSchool Student Lounge (iSalon) for the APC.
2. APC meeting announcements will be posted to the APC website, APC listserv, and iSchool calendar (week in advance). These announcements will include agenda topics.

Secretary: Carolyn Dunford