Minutes
Ohio
Historical Records Advisoy Board Meeting
14 June
2002
Zoar
Village, Ohio
BOARD MEMBERS PRESENT: Charlie Arp, Roland Baumann, Keith Corman, Barbara
Floyd, David Larson, Mike Lucas, Julie McMaster, Jim Oda, and Carol Tomer
BOARD MEMBERS NOT PRESENT: John Fleming, Raimund Goerler, Ronald Koetters,
George Parkinson, Gary Ness, and Kermit Pike
STAFF PRESENT: Katherine Goliver
GUESTS PRESENT: Miles Larson
Charles Arp called the meeting to order at 9:45 and welcomed the board
on behalf of Dr. Ness and George Parkinson. Charles reviewed the agenda
and the day's subcommittee goals. He advised the Board that the 23rd
August meeting may be moved due to the scheduling of the Society of
American Archivists meeting and the Ohio State Fair. Charles said that
he would contact the Board members via the list if there was any change
in the August meeting date.
The Board then met as Sub-committees to discuss various issues. The
full Board reconvened at 10:30. Charles Arp noted that the 15 February
minutes lists John Fleming under the Grants Sub-committee rather than
the Membership. The revised minutes were approved.
Members of the board reported on current events and projects from their
institutions and regions. Charles Arp reported to the Board that three
bills were introduced by members of the House Select Committee charged
with "Studying the effectiveness of Ohio's historical programs
and partnerships" chaired by representative Kerry Metzger (R District
97).
· HB 563 Public Records made available to the public. Ohio Historical
Society records. The Board of Trustees meetings will be open to the
public due to the Sunshine Laws.
· HB 592 Ohio Historical Society facilities study
· HB 593 Ohio Historical Society acquisition/dispersion of historical
sites.
Discussion ensued with regard to the state of Historical Societies/Libraries
around the country. Roland Baumann asked that bills relating to the
OHRAB charge be distributed to the Board. Charles Arp will send the
URL to the list site, thereby giving the board access to the most accurate
status of the bills. Charles advised the committee that there will likely
be no status change until fall, due to the summer session. Charles also
updated the Board on the Ohio Memory Project.
· Public Records Program Sub-Committee: Charlie Arp, Roland
Baumann, David Larson, Mike Lucas, and Kermit Pike.
[Its charge is to advise the State Archives and Local Government Records
Programs of the Ohio Historical Society on various matters and will
make recommendations on public records issues to the full Board.]
The Public Records Program Subcommittee reported on its discussion
of the proposal to spend the remainder of the funds on the Ohio Network
of American History Research Center's Sub-committee on public access.
The Public Records Sub-committee recommended the spending of the remainder
of NHPRC funds as outlined in the "Proposal for the Use of NHPRC
Funds to Implement the Ohio 2003 Plan" with one change. This change
is that a report be produced that provides a method of creating bibliographic
records of the local government records of enduring historical value
held by the Ohio Network of American History Research Centers, the CARMA
institutions, and Ohio's counties. The full Board discussed this issue
during the report of the Sub-committee. Jim Oda recommended that the
Network Sub-committee resolve the technical aspects of this issue.
David Larson entered into the record his proposal entitled "Preserve
Ohio's Records Fund." The following budget figures are part of
Larson's proposal:
1. State and Local Government Records Board $6 million
(GRF 3 mil; Filing Fee Fund 3 mil)
2. Ohio Network of American History Research Centers $2 million
(*9 centers at 200k/ea and 200k for OHS network admin)
3. Regrants for Research Libraries and Institutional Archives $2 million
4. Electronic Records Archives $1 million
(1 mil contract with Ohio Supercomputer Center)
ANNUAL TOTAL: 11,000,000
Discussion moved to the identification of historical records in the
context of appraisal vs. retention schedule. David Larson requested
that local government record appraisal criteria be distributed to the
OHRAB board.
· Grants Sub-Committee: Barbara Floyd, Ronald Koetters, Julie
McMaster, and George Parkinson.
[Its charge is to do all that is necessary to encourage the submission
of competitive grants from Ohio to NHPRC.]
The Grants Subcommittee updated the Board on the Utley grant submission
to NHPRC. The Sub-committee commented on the "Draft Proposal for
a Bicentennial Forum on Ohio's Historical Records" document. The
Sub-committee reported its discussion regarding the representatives
and number of representatives from the specified groups at the forum.
The priorities of the proposed forum were reviewed. The Board as a whole
decided to establish an ad-hoc/short term sub-committee to be charged
with the detail planning of the forum. The forum Sub-committee will
be comprised of Roland Baumann, Barbara Floyd, Julie McMaster, Charles
Arp and Raimund Goerler. A proposal shall be submitted to the board
on the 23rd August meeting. David Larson volunteered to serve on the
Sub-committee with the provision that the Forum highlight a crisis in
Ohio's public records. The Board decided that the forum/congress will
be known as a summit.
The meeting then moved to the Zoar Tavern for lunch where the Board
was joined by the site manager of Zoar village, Kathy Fernandez. The
Board was advised of the history of the village and the efforts being
made to preserve it.
Charles Arp advised the Board of the current proposed budget proposal
to NHPRC as delineated in the "Prospectus for the OHRAB Administrative
Grant Proposal." Discussion ensued regarding the benefits of budgeting
for SOA continuing educational activities. Jim Oda moved that the Board
solicit proposals for the spending of the money budgeted for educational
activities from any group. The group approved for funding would then
generate a report of the success of the activity for the board. SOA
would be encouraged to apply. Mike Lucas seconded the motion. There
being no objection, the motion passed with Roland Baumann abstaining.
· Membership Sub-committee: Keith Corman, Raimund Goerler, Jim
Oda, Gary Ness, Carol Tomer, and John Fleming.
[Its charge is to make recommendations to the full Board regarding categories
of membership and the structure of the board, the status of ex-officio
members and will make recommendations for appointments to the Board.
The sub-committee will also establish a mentor program for new board
members and review and update the OHRAB member manual and insure that
it is distributed to all members.]
The Membership Sub-committee reported on its discussion on the membership
manual. Section 6 "State Information" shall be moved to the
front of the manual. A welcoming letter with over view from the director
shall be added. The Sub-committee reviewed the conflict of interest
form. Charles Arp shall make revisions to the Conflict of Interest form
and submit it to the board for vote at its next meeting.
The business portion of the meeting was adjourned at 1:00 p.m. Kathy
Fernandez then conducted a brief tour of Zoar village.
