January 22, 2004

A regular meeting of the Board of Directors of the Capital Area Archivists was held on Thursday, January 22, 2004, at Uncommon Grounds in Albany, NY.

Board members present: Craig Carlson, Susan D’Entremont, John Diefenderfer, Rachel Donaldson, Chris Hunter, Peter Runge, Amy Rupert, Amy Schindler, Bonnie Weddle, and Geoffrey Williams

Amy Schindler, Secretary, called the meeting to order at 4:30 p.m.

I. New Board Members
John Diefenderfer, Rachel Donaldson, and Amy Rupert were approved as new members of the Board of Directors.

II. Minutes
The minutes of the September 2, 2003, meeting were approved.

III. Membership
There was no membership report. [Rich Sloma reported on 2/9/04 that 2003 ended with 55 total members, 17 new members, and an active mailing list of 90.]

IV. Financial Report
Amy Schindler submitted the Treasurer’s report in Brian Keough’s absence:
Checkbook balance, 06/1/03: $1699.56
Dues: $180
Printing/mailing Fall 2003 newsletter: $20
Food – Fall 2003 program: $219
Checkbook balance, 12/31/03: $1640.56

V. CAA Newsletter
John Diefenderfer agreed to assume the duties of newsletter editor. The deadline for submissions for the next newsletter was set for March 1 with an anticipated publication date of March 15.

VI. Board Vacancies
John Diefenderfer agreed to assume the duties of newsletter editor. Craig Carlson agreed to fill the vacant position of Vice President. Chris Hunter agreed to take over the Membership Chair position from Rich Sloma. These positions and new board members will be voted on at the annual meeting by the membership.

VII. Future Programs
Pending agreement from two speakers Craig Carlson will contact, the CAA Spring program and Annual Meeting will be a presentation on how genealogy research has evolved in the digital environment. Craig and Amy will coordinate arrangements and announcements to members. It will be held on March 31 at 4:30 p.m. at the Albany County Hall of Records and light refreshments will be provided by CAA.
[Editor’s Note: The Annual Meeting will be held from 4:30-5:00 followed by John Travis, Albany County Historian, who will speak from 5:00-5:30 with a Q & A to follow talk.]

VIII. Capital Region Archives Dinner Committee
A proposal was brought to the Board of CAA from the Capital Region Archives Dinner Committee to co-sponsor the annual dinner and work with the existing Dinner Committee. A motion was approved that CAA agree to co-sponsor the Capital Region Archives Dinner. A subcommittee of Brian Keough, Bonnie Weddle, and Rachel Donaldson was appointed to work with the Dinner Committee. The subcommittee will need to meet with the Dinner Committee to plan the dinner and will report to the board with their progress at the next board meeting or sooner if necessary. Discussions suggested that the dinner could be held in early October or after the November elections with discussion of possible venues and speakers.

IX. Upcoming Events and Announcements
The MARAC Spring 2005 Conference will be in Albany April 21-23 at the Crowne Plaza. CAA will discuss holding its Annual Meeting as a breakfast program.
The NYAC (formerly LOAC, Upstate New York Archives Conference) meeting will be June 16-18 at St. John Fisher College in Rochester.
A DHP Arrangement and Description workshop will be held May 6.
A DHP survey is being carried out in conjunction with the SAA Student Chapter at the University at Albany on how repositories in the ten county region are documenting the twentieth century. Expect a survey in the mail soon.

X. Upcoming Events and Announcements
The next meeting of the CAA Board was not determined.

The meeting was adjourned at 5:40 p.m.

Respectfully submitted,
Amy Schindler