Society of American Archivists University of Texas Student Chapter
Executive Board Meeting
February 13, 2007

Meeting Called to Order at 5:00pm by Adam Knowles.

In Attendance:
Adam Knowles, President
Melissa Guy, Vice President
Amy Armstrong, Secretary
Ashlynn Wicke, Treasurer
Monica Haddad, Events Chair
Lisa Schmidt, Web Master
Dr. David Gracy, Faculty Advisor

I. Roles and Duties
Adam asked each board member to introduce themselves and to explain how they see their role on the SAA-UT Board, to share any concerns, and to provide any current business associated with their board office. 

President-Adam sees his role as coordinator, delegator, and “Catch-all” for any miscellaneous business that may need to be addressed, as well as the liaison between the Board and Dr. Gracy.

Vice President-Melissa noted that there are few “official duties” for her office and sees her role as support to the President.  Melissa has volunteered to create and present the SAA-UT Student Chapter poster at the 2007 SAA Annual Meeting in Chicago.  The proposal is due February 16, 2007 and the theme will focus on the chapter’s 2006 Archives Week events.  Dr. Gracy pointed out that students from Dr. Pat Galloway’s courses have submitted posters in the past.  These posters are in the chapter’s archives held at CDL.

Secretary-Amy stated her role is to take minutes at the meetings and to submit them to the Web Master for publication on the chapter’s web site.  Adam inquired if this office included the role of drafting official chapter correspondence and Amy stated she wasn’t aware of this duty.  Dr. Gracy pointed out that other officers have created stationary for the chapter for official correspondence.

Treasurer-Ashlynn stated that she is responsible for depositing membership checks, writing reimbursement checks, and completing official registration paperwork for the chapter to be turned in to UT.  Ashlynn will also oversee membership, which at this time, is disorganized.  There is confusion among members about the duration covered by membership dues (is it by semester, by academic year, by calendar year?)  This is an issue of top priority and will be acted upon soon. 

Events Chair-Monica stated that her role is to promote Archives Week and to plan the events for the chapter.  Monica is interested in receiving feedback from members regarding their particular interests. 

Web Master-Lisa stated that she updates the Web site with current information and posts the minutes.  She has updated the Web site with the newly elected Board members and has set up the Board Listserv.  Lisa expressed an interest in redesigning the Web site cosmetically, as well as possibly adding additional content. 

Faculty Liaison-Dr. Gracy sees providing institutional memory as his role, as well as to provide support and advice as requested from the chapter.

II. Constitution & Bylaws
There are two minor changes that are necessary to the chapter’s constitution and bylaws.  Currently, it states that the elections for office are in February at the Mid-Winter conference.  This is not the case and needs to be amended.  In addition, a final deadline needs to be established for submitting the chapter’s annual report to the National SAA.  Adam will research the official process for submitting and voting on these amendments.

III. Archives Week
A theme for 2007 needs to be decided as well as ideas for possible events and lectures.  A timeline needs to be established for determining deadlines and dates.  The goal of Archives Week is to reach out and educate the UT community, as well as the larger community, about the role of archives in the public.  Past topics have included film, technology, international archives and ethnic cleansing.  Greg Frasier, of the CIA Management Srvcs has offered to participate and is interested in speaking, but also recruiting students, which poses some concern.  Dr. Gracy pointed out that secrecy in archives is a “hot-button” issue and would draw a great deal of interest.  Betty Sue Flowers, of LBJ School of Public Affairs, may be another speaker on this topic.  Possible sources of funding could come from Mike Gillette, of the Texas Council on the Humanities, an organization that funds programs.  Discussion progressed about repeating same or similar topics and it was determined that there is a constant enough change in constituency.   Members will continue to research, ponder, and will discuss with members at the next general meeting.    

IV. Other Possible Activities
Many ideas for social and archives-centered activities were discussed including Happy Hours, bowling, a picnic, parties, monthly repository tours on UT campus and surrounding community, and an alumni networking cocktail party.  It is important to poll members and provide a diversity of activity types (social and educational) in order to appeal to various members. 

V. SAA Annual Meeting – Chicago, IL
In the interest of time, discussion on this item was postponed.

VI. Future Meetings
Discussion occurred about holding the general chapter meetings in the evenings and in a more relaxed environment (Cactus Café, Scholtz Garden, etc), as well as providing refreshments, in an effort to encourage attendance and involvement.  The Board expressed interest in collaborating with other I-School organizations, being more inclusive, and making a specific effort to invite students from the Preservation and Conservation program.  Questions arose about having separate board and general meetings.  It was determined that all meetings would be general and open to anyone interested.  If the board needed to vote or discuss an issue, they would use the Board listserv and meet briefly before or after general meetings. 

Next Meeting:
Tuesday, February 27, 2007 at 4:30pm in SZB.  Members of the Board will supply refreshments and members will be polled on their preference for future meetings.

Meeting Adjourned: 5:55pm

Respectfully Submitted,
Amy E. Armstrong
Secretary
SAA-UT Student Chapter