Board Meeting Minutes October 2016

October board meeting was cancelled.

Respectfully submitted, Katherine Martinez, Secretary of the Board

President Board Report

Date:10/2/16

Name: Kerri Anne Burke

Title: President

_________________________________________________________

Open Issues and Discussion Items:

● NEA Collaboration - Karen Trivette and I met with the board of the New England Archivists (NEA) to discuss joining them in their Spring 2018 conference in New Haven. Part of joining them would mean paying for certain items for the conference.

● New York Archives Week update

Vice President Board Report

Date: 30 September 2016

Name: Karen J. Trivette

Title: Vice-President/President-Elect

________________________________________________________

• Kerri Anne Burke, current ART President, and I met on 23 September 2016 to review Archives Week 2016 entries in the WuFoo account and to migrate them to the website via Wild Apricot. Thirty-four of 35 events have been entered as of this writing.

• On 25 September 2016, Burke and I visited with New England Archivists officials for an upcoming partnering opportunity for March 2018. We traveled to New Haven, examined venues, and discussed other details.

• I surveyed strategic plans from sources including NEA and SAA; perhaps these can serve as models for our own planning process. NEA officials said they would be happy to share their plan documentation with ART.

• I emailed Michelle Elligott, Chief of Archives at MoMA, to ask if she were planning an Archives Week 2016 event; she has no plans at the present time.

_________________________________________________________

Open Issues and Discussion Items: • NEA-ART joint conference details to date • Strategic Plan next steps

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Secretary Board Report

Date: October 2016

Name: Katherine Martinez

Title: Secretary of the Board

________________________________________________________

• The Mayoral Proclamation was approved for Archives Week, and will be picked up from the New York City Mayor’s Office three days before the Awards Ceremony.

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Director of Advocacy Board Report

Date: October 5, 2016

Name: Miranda Mims

Title: Director of Advocacy Committee

________________________________________________________

x The Advocacy Committee discussed creating a bi-monthly or quarterly podcast series. Because of the time commitment involved in generating content regularly, we would like to know if other ART committees would be interested in contributing to the series. Do we the capability to host podcasts on the current website?

x

Open Issues and Discussion Items:

be a thoughtful a

nd engaging design for this Webpage, which is

.

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Communications Board Report

Date: October 2, 2016

Name: Rossy Mendez

Title: Director of Communications Committee

________________________________________________________

• Hashtag for Archives Week will be the same as in previous years #ARTNYAW. Will set up tweets to encourage people to use hashtag during various events.

• Twitter-

-Chat: September chat did not occur, instead a poll was sent out to find out what our followers wanted to discuss. Renewed poll and extended it to Oct 8th. Will email results and Twitter chat topic to board next weekend. Any suggestion of getting greater participation in the poll?

- Followers: We have reached 3000+ followers!

• Facebook-

- Poll set-up to find out what kind of content people want to see

- 417 Likes (increased)

• Password for event promotion- will set up tweets and notes but if anyone wants to post I can provide passwords

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Director of the Membership Committee Board Report

Date: October 5, 2016

Name: Rebecca Chandler

Title: Director of the Membership Committee

________________________________________________________

Open Issues and Discussion Items: • Still working on finding someone to head up the mentorship program.

No one on my committee could devote the time so I’m now reaching out to those who expressed an interest in their membership forms.

• Received a check in the mail for $200 from Hudson Microimaging. Any idea what that’s for?

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Outreach Committee Board Report

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Date: 30 September 2016

Name: Lindsay Anderberg

Title: Director of the Outreach Committee ____________________________________________________________

Open Issues and Discussion Items:

x AEI update

x Ask An Archivist Day promotions from SAA COPA

Programming Board Report

Date: October 4, 2016

Name: Alexandra Lederman

Title: Director of Programming Committee

________________________________________________________

- Putting together an event for November about Women in Recorded Sound

- Holiday Party – either spaces are too small or way too expensive. About to cold email A LOT of places. But if anyone has friends at institutions that might have a space that could accommodate us (100ppl), please reach out to them! If you think of anyone, feel free to shoot me an email so I can give you an email template for holiday parties…

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Director of Education Board Report

Date: October 5, 2016 Name: Rachel S. Harrison Title: Director of Education

Open Issues and Discussion Items: The Education Committee received over 20 submissions for the annual Education Symposium and accepted 14, to be divided into 5 panels. Once I have finalized the schedule for the day, I will send around a sign-up list for volunteers for the day of the symposium, October 20. We will need volunteers to help with set-up, clean-up, registration, and passing microphones during the question and answer periods. I have committee members and some co-workers who can help, but I would also like a few more.

The announcements and sign-up sheets for the repository tours which A.R.T. is co-sponsoring with METRO will be going out soon. The ePADD workshop is happening on October 11. The NARA Wikipedia edit-a-thon on gender equality is being help on October 13 at the National Archives. There is also information about how to participate remotely on the Wikipedia event page. Proposals for the METRO annual conference are due October 14.

The “One Book, One Profession” event in NYC will most likely happen in January or February 2017. After the symposium, I will look into placing a group order of the books.

Sep$2016 Aug$2016 Jul$2016 Jun$2016 May$2016 Apr$2016 Mar$2016 Feb$2016 Jan$2016 Dec$2015 Nov$2015 Oct$2015 YTD$Actual

IncomeBank%Interest $1.16 $0.80 $0.97 $1.06 $0.99 $1.18 $1.01 $1.03 $1.31 $1.25 $1.37 $1.29 $2.93Donations $80.00 $0.00 $335.00 $75.00 $65.00 $0.00 $0.00 $100.00 $0.00 $95.00 $65.00 $110.00 $415.00Education%Revenue $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $15.00 $15.00 $0.00Grants $6,500.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $6,500.00Holiday%Party%Revenue $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $15.00 $20.00 $20.00 $785.00 $5.00 $0.00Membership $1,205.00 $1,415.00 $3,665.00 $3,515.00 $240.00 $215.00 $520.00 $65.00 $415.00 $525.00 $980.00 $1,580.00 $6,285.00Program%Revenue $0.00 $15.00 $107.00 $20.00 $0.00 $161.00 $488.00 $262.00 $149.00 $2,777.00 $45.00 $25.00 $122.00Total$Income $7,786.16 $1,430.80 $4,107.97 $3,611.06 $305.99 $377.18 $1,009.01 $443.03 $585.31 $3,418.25 $1,891.37 $1,736.29 $13,324.93

Less$Operating$ExpensesAnnual%Business%Meeting $19.95 $0.00 $234.80 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $254.75Awards%Ceremony $0.00 $300.00 $0.00 $2,310.45 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $115.31 $970.00 $300.00Bank%Fees $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $1.96 $0.00EPMail/Web%Domain $0.00 $0.00 $0.00 $416.66 $0.00 $0.00 $0.00 $0.00 $11.47 $0.00 $0.00 $0.00 $0.00Holiday%Party $0.00 $0.00 $0.00 $0.00 $11.76 $0.00 $0.00 $0.00 $0.00 $1,139.27 $0.00 $0.00 $0.00Insurance $0.00 $0.00 $0.00 $0.00 $1,043.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00KP12 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $529.02 $0.00Layout%Stipend $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $800.00 $0.00 $0.00 $0.00 $0.00Media%Sharing $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $700.00 $0.00 $0.00 $0.00 $0.00Metropolitan%Archivist $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $900.00 $0.00 $0.00 $0.00 $0.00Monthly%Events $0.00 $0.00 $125.65 $0.00 $0.00 $505.70 $0.00 $504.42 $0.00 $0.00 $299.86 $186.50 $125.65Outreach%P%Event%CoPSponsorship $66.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $66.00P.O.%Box $134.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $134.00Paypal%Fees $31.11 $37.17 $118.14 $110.11 $9.41 $15.75 $51.40 $16.91 $21.95 $10.20 $74.88 $47.39 $186.42Postage%P%Treasurer $0.00 $0.00 $0.00 $0.00 $0.00 $9.80 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00Quickbooks $22.50 $22.50 $22.50 $22.50 $22.50 $22.50 $22.50 $22.50 $22.50 $22.50 $22.50 $22.50 $67.50Symposium $0.00 $0.00 $0.00 $0.00 $228.34 $0.00 $0.00 $594.62 $700.00 $576.66 $10.59 $142.41 $0.00Tax%Preparation $0.00 $0.00 $0.00 $0.00 $64.72 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00President%development%fund $0.00 $0.00 $307.53 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $307.53Workshops $0.00 $0.00 $0.00 $0.00 $280.39 $0.00 $0.00 $0.00 $0.00 $746.25 $9.49 $0.00 $0.00Wufoo $29.95 $29.95 $29.95 $29.95 $29.95 $29.95 $29.95 $29.95 $29.95 $29.95 $29.95 $29.95 $89.85Total$Operating$Expenses $303.51 $389.62 $838.57 $2,889.67 $1,690.07 $583.70 $103.85 $1,168.40 $3,185.87 $2,524.83 $562.58 $1,929.73 $1,531.70

Operating$Surplus$(Deficit) $7,482.65 $1,041.18 $3,269.40 $721.39 Q$1,384.08 Q$206.52 $905.16 Q$725.37 Q$2,600.56 $893.42 $1,328.79 Q$193.44 $11,793.23

Sales$Tax$MovementsSales%Tax%Inputs $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00Sales%Tax%Outputs $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00Net$Sales$Tax$Movements $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Net$Cash$Movement $7,482.65 $1,041.18 $3,269.40 $721.39 Q$1,384.08 Q$206.52 $905.16 Q$725.37 Q$2,600.56 $893.42 $1,328.79 Q$193.44 $11,793.23

SummaryOpening%Balance $61,930.06 $60,888.88 $57,619.48 $56,898.09 $58,282.17 $58,488.69 $57,583.53 $58,308.90 $60,909.46 $60,016.04 $58,687.25 $58,880.69 $57,619.48Plus%Net%Cash%Movement $7,482.65 $1,041.18 $3,269.40 $721.39 P$1,384.08 P$206.52 $905.16 P$725.37 P$2,600.56 $893.42 $1,328.79 P$193.44 $11,793.23Closing%Balance $69,412.71 $61,930.06 $60,888.88 $57,619.48 $56,898.09 $58,282.17 $58,488.69 $57,583.53 $58,308.90 $60,909.46 $60,016.04 $58,687.25 $69,412.71

Cash$SummaryArchivists$Round$Table$of$Metropolitan$New$York,$Inc.

For$the$month$ended$30$September$2016Excluding$Sales$Tax

30$Sep$2016 30$Sep$2015

Assets

$$$Cash$and$Cash$Equivalents%%%Checking $26,509.64 $31,026.44%%%Money%Market $22,946.28 $22,946.28%%%Paypal $19,486.08 $4,477.50%%%Petty%Cash $470.71 $430.47$$$Total$Cash$and$Cash$Equivalents $69,412.71 $58,880.69

Total$Assets $69,412.71 $58,880.69