Ohio Historical Records Advisory Board
Minutes, 21 February 2003
Ohio Historical Center
Columbus

Board members present: Charlie Arp, Roland Baumann, John Fleming, Barbara Floyd, Raimund Goerler, Ronald Koetters, David Larson, Mike Lucas, Julie McMaster, Gary Ness, Jim Oda, and George Parkinson,.

Board members not present: Kermit Pike and Carol Tomer

Staff present: Katherine Goliver, Jim Strider and Rachel Tooker

George Parkinson called the meeting to order at 10:00 a.m., welcomed the board, and announced the resignation of Keith Corman. He asked the Membership Sub-committee to consider the ideal profile of a replacement for him.

The board unanimously agreed to alter the agenda and proceed directly to the report of the Summit Sub-committee. Barbara Floyd, its chair, reviewed the report prepared by this group, outlining the event. Charles Arp emphasized the importance of the Summit for the new strategic plan, which must be drafted by the end of the calendar year. Discussion ensued with regard to gaining the optimal feedback from the participants.

Barbara Floyd distributed a draft of a publicity plan for the summit, the board agreed to the following:
· Pre-invitations by 1 June.
· Speaker sessions open to the public.
· Invitations to the press
· Photo opportunities with the speakers
· A post Summit news release with photographs
· Summaries of break out sessions and presentations of the speakers on the OHRAB website
· A reception after the Summit

Charles Arp told the board that he will do a database for tracking the efforts of board members as they invite participants. He will provide template letters for this purpose. A deadline of 1 March was set for each board member to provide a list of ten possible invitees. The board agreed to assume the workload necessary for a successful event. It was decided to expand the list of prospective invitees to include elected officials as well as representatives of Common Cause, History Day, the Ohio Library Council, and Educational Broadcasting. Before adjourning into Sub-committees the board recommended that names shall not be mentioned directly on the listserv, but sent in attachments.

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After lunch the board reconvened and was joined by Gary Ness, Jim Strider and Rachel Tooker. It was moved by Jim Oda to approve the 9 October minutes distributed in the meeting packet. Question was called; unanimously, the motion carried.

Gary Ness reviewed the budget outlook for the Ohio Historical Society. Rachel Tooker, Chief Operating Officer, Ohio Historical Society, announced efforts to make the public aware of the gravity of the situation. Public meetings, involving the media, have been scheduled to hear constituents' concerns about possible reductions in services. She encouraged board members to attend the meetings and to help prevent further erosion of services offered by the Society.

Jim Strider, Director of Preservation and Statewide Outreach, Ohio Historical Society, distributed informational packets that describe the impact of the State's proposed budget on the Society's services. He too asked that board members participate in the public meetings, and, in addition, circulate this information to appropriate groups and communicate with legislators on behalf of the Society.

Rai Goerler reported for the Membership Sub-committee. It was felt that the geographic representation of the new appointment was important but not paramount. The candidate should have expertise in public history and leadership experience in an Ohio archive or history association. The board proceeded to sign the conflict of interest statements, the preparation of which fell under the purview of the committee.

Barbara Floyd reported for the Grants Sub-committee. She updated the board on the success of phase two of the Ohio Memory Project, including 100% participation by institutions that are represented on the board. Discussion moved to the topic of the OSU/KSU 20th Century Cultural History Grant. There being no OHRAB policy on board members who are recused from reviewing a grant listening to the board discussions of that grant, it was moved by Barbara Floyd and seconded by Mike Lucas to recuse Raimund Goerler from the board's discussion of this grant. Question was called; unanimously, the motion carried. As this motion was being considered Raimund Goerler excused himself from the room, and afterwards the board's review of the grant was discussed and plans made to encourage its resubmission.

Goerler rejoined the meeting and the board continued with the report of the Public Records Sub-committee. Charles Arp described the ongoing work of the Access Sub-committee of the Ohio Network of American History Research Centers, and he expressed optimism on the possibility of funding from the National Science Foundation for dealing with electronic records. Raimund Goerler related news of results from interviews from the electronic records survey of state agencies being conducted by Charles Arp and David Larson.

The board reviewed its meeting schedule. The 15th was suggested for the August meeting, while the 13th June and 30th October dates remain firm.

Barbara Floyd initiated a discussion on the availability of Archives USA to Ohio colleges and universities. She requested that the board ask OhioLINK to renew its subscription to this valuable resource. It was so moved by Barbara Floyd and seconded by Raimund Goerler that the board encourage OhioLINK to purchase the subscription. Question was called; unanimously, the motion carried.

The meeting was adjourned at 2:15 p.m. Next meeting will be on 13 June 2003.